ALL SAINTS CATHEDRAL NAIROBI

CLOSING DATE: WEDNESDAY 13TH OCTOBER 2021 AT 2:00PM

All Saints' Cathedral P. O. Box 40539 (00100)

Nairobi –Kenya Tel: 0702 645 069

Email: [email protected] Website: www.allsaintsnairobi.org

ALL SAINTS’ CATHEDRAL NAIROBI

PRE-QUALIFICATION/REGISTRATION OF SUPPLIERS/ CONTRACTORS FOR SUPPLY/PROVISION OF GOODS,

WORKS & SERVICES FOR 2022-2023

PRE-QUALIFICATION OF SUPPLIERS 2022-2023 CATEGORY Number …………………………………………………………..

Category Description …………………………………………………………

mailto:[email protected]

http://www.allsaintsnairobi.org/

All Saints’ Cathedral – PRE-QUALIFICATION OF SUPPLIERS 2022-2023 2

CONTENT

1. Prequalification Notice………………………………………………………………3

2. Introduction …………………………………………………..……..……………... 5

3. Important notes for Suppliers ………………………………..…………………… 5

4. Prequalification Questionnaire …………………………..………………………... 8

5. Financial Information …………………………………….………………………… 9

6. Business Activities ……………………………………….….……………………… 9

7. Trade References ……………………………….……...……………..……….……. 10

8. Agencies and Partnerships …………………………………………………..…….. 10

9. Business Probity and Litigation Management …………………..…………..…… 11

10. Evaluation ……………………………………………………….….…….………… 11

11. Prequalification Submission Form ………………………………………………… 13

12. Declaration ………………………………………..………………………..….……..14


PREQUALIFICATION NOTICE

PRE-QUALIFICATION/REGISTRATION OF SUPPLIERS/ CONTRACTORS FOR SUPPLY/PROVISION OF GOODS,

WORKS & SERVICES FOR 2022-3

All Saints' Cathedral Nairobi referred to as “Procuring Entity” intends to register suppliers and contractors for the under listed categories for goods, works and services for a period of 2 years (2022 to 2023). We invite applications for pre-qualification from reputable and competent suppliers who are duly registered with relevant authorities for the various categories of goods and services. Suppliers with whom the church is currently engaged also need to re-apply The registration document containing the submission information, detailed terms and conditions of the qualification may be accessed from All Saints Cathedral website link: www.allsaintsnairobi.org

CATEGORY DESCRIPTION

ASC/01/2022-2323 General office stationery

ASC/02/2022-2023 Computers, UPS, Hardware, software & other consumables (Toners from authorized dealers Only)

ASC/03/2022-2023 Vestments, Gowns & Staff uniforms

ASC/04/2022-2023 Hardware related material, Electrical & plumbing items & services

ASC/05/2022-2023 Text books & Reading material

ASC/06/2022-2023 Office Equipment, Office furniture & fittings

ASC/07/2022-2023 Fresh flowers & potted plants

ASC/08/2022-2023 Meat & Poultry products

ASC/09/2022-2023 Dry Foods & Assorted Groceries

ASC/10/2022-2023 Cooking Gas/ charcoal/ firewood

ASC/11/2022-2023 Carpets, upholstery, blinds & related items

ASC/12/2022-2023 Firefighting equipment, servicing & training services

ASC/13/2022-2023 Renovators, Decorators & Fabricators

ASC/14/2022-2023 Supply & Hire of Tents Party services (Bouncing castles, clowns, stage light, smoke machine etc)

ASC/15/2022-2023 Hire, Repair & maintenance of generators

ASC/16/2022-2023 Motor vehicle repairs (garages) & supply of tyres & batteries

ASC/17/2022-2023 Repair & maintenance of building (small works contractors)

ASC/18/2022-2023 Printing, Promotional & Branding services

ASC/19/2022-2023 Laundry and Dry cleaning services

ASC/20/2022-2023 Pastries & Catering services

ASC/21/2022-2023 Supply & Repair of Electronic equipments, Computers, Projectors & audio Equipments



ASC/22/2022-2023 Supply of Security services i.e. Guarding, CCTV surveillance, training & consultancy

ASC/23/2022-2023 Retreat, Guest Houses & Conference centres

ASC/24/2022-2023 Supply of promotional materials, design & printing e.g. T-Shirts, banners etc.

ASC/25/2022-2023 Garbage collection

ASC/26/2022-2023 Travel services i.e. Air ticketing/ Taxi & car/bus Hire

ASC/27/2022-2023 Provision of bulk SMS Services

ASC/28/2022-2023 Supply, repair & maintenance of air conditioning equipment

ASC/29/2022-2023 Hire, repair & supply of sound equipment, Video & Photography

ASC/30/2022-2023 Supply & Maintenance of Telephone equipment, network and PABX;

ASC/31/2022-2023 Insurance brokers

ASC/32/2022-2023 Cleaning & Sanitary Services

Interested candidates may download Pre-qualification/Registration of suppliers’ documents from the All Saints Cathedral, Nairobi website (www.allsaintsnairobi.org) and pay a non-refundable fee of Kshs. 1000/= per category. The payments should be made through the bank account as follows:

Account Name: All Saints Cathedral Church Bank Name: ABSA Branch: Queensway House Account Number: 0941048099.

Candidates should then attach original bank deposit slips to the tender documents. Completed pre-qualification documents in plain sealed envelopes indicating tender number and category shall be placed in separate envelopes (each category MUST be submitted in a separate envelope) and clearly marked on the envelope as below;

PRE-QUALIFICATION OF SUPPLIERS 2022-2023

CATEGORY Number …………………………………………………………..


And should be addressed to The Provost

All Saints Cathedral Church P.O.Box 40539 – 00100

Nairobi. To be dropped in the pre-qualification box at the All Saints’ Cathedral Church, Kenyatta Avenue, Opposite Serena Hotel not later than 2:00pm on 13th October 2021. NB: Bids without original bank deposit slips will be disqualified.



1. INTRODUCTION

All Saints’ Cathedral Nairobi, located on Kenyatta Avenue, is the Provincial Cathedral of the Anglican Church of Kenya. As per the procurement & disposals policy, All Saints Cathedral is undertaking this supplier prequalification/ registration program for the selection of potential suppliers of goods & services for the year 2022 to 2023. The purpose of the program is to promote supplier partnership and to improve on the quality of products and services whiles achieving the most competitive prices. All Saints’ Cathedral will prequalify and enlist prospective bidders for the provision of goods & services from among those who will have submitted their documents in accordance with the prequalification requirement to undertake the assignments described herein. All suppliers currently prequalified with All Saints’ Cathedral should note that they too have to re-apply afresh as all other previous prequalifications shall stand cancelled. The pre-qualification document and the response thereof shall be the ONLY basis for pre-qualification as a supplier in specified category. Suppliers must familiarize themselves with the requirements described in this document including all attachments and take them into account while preparing the responses. All Saints’ Cathedral Nairobi does not bind itself to assign provision of goods & services but shall endeavor to ensure tenders for specific services will be treated equitably. Please read through this document carefully and provide the requested information together with ALL required supporting documents.

2. IMPORTANT NOTES FOR SUPPLIERS

2.1. The purpose of this document is to assist the All Saints’ Cathedral in the identification and evaluation of potential suppliers who may subsequently be invited to tender or give quotation for the supply of goods and/ or services within the specified category.

2.2. All documents must be submitted in English Language

2.3. You may also be asked to clarify your answers to provide more details. Please answer

ALL questions. If the question does not apply to you please write N/A.

2.4. All Saints’ Cathedral will examine the documents to determine completeness, general orderliness and sufficiency of response. Failure to complete this questionnaire and/ or provide written answers to any further question or requested additional information for clarification may result in the supplier’s elimination from further consideration.


2.5. Please note that by responding to this questionnaire you accept that all answers

provided in this questionnaire are legally binding and should the need arise, may be used as evidence in any court of law, which has jurisdiction. Further, All Saints’ Cathedral reserves the right without further recourse to verify at its own cost the accuracy of any answers provided herein.

2.6. The information provided in the prequalification document is strictly confidential and

solely for use by All Saints’ Cathedral.

2.7. Participants to kindly note that this does not amount to any contractual obligation on the part of the All Saints’ Cathedral, and All Saints’ Cathedral is not obliged to invite tender/ quotation from any or all who express interest by responding to this prequalification process.

2.8. Where necessary and if insufficient space has been provided on the questionnaire for

the answers, please provide the answers as supplementary on separate sheets.

2.9. The original Document shall be prepared in indelible ink. It shall contain no interlineations or overwriting, except as necessary to correct errors made by the supplier. Any such correction must be initialed by the person or persons who sign(s) the Document.

2.10. The completed documents shall be signed off and initialled by the Director/ Partner of

the organization and signed on the last page in the space provided.

2.11. Suppliers will meet all cost associated with preparation and submission of their application.

2.12. It is All Saints’ Cathedral’s policy to require that supplier observe the highest standard

of ethics during the selection and execution of such pre-qualifications. In pursuance of this policy, All Saints’ Cathedral:

2.12.1. Defines, for the purpose of this provision, the terms set forth below as

follows: ‘Corrupt practice’ means the offering, giving, receiving or soliciting of anything of value to influence the action of any officer of the Purchaser/ Employer in the pre-qualification process; and

‘Fraudulent practice’ means a misrepresentation of facts in order to influence the pre-qualification process to the detriment of the Purchaser/ Employer designed to establish prices at artificial, non-competitive levels and to deprive the purchaser of the benefits of free and open competition.


2.12.2. All Saints’ Cathedral will disqualify a supplier where it is determined that the

supplier has engaged in corrupt or fraudulent activities in competing for the pre-qualification in question.

2.12.3. All Saints’ Cathedral will have the right to examine all documents relating to the performance of such services or supply of such goods to determine capability.

2.12.4. All Saints’ Cathedral will have the right to inspect the business premises of

the supplier. 2.12.5. Will declare a supplier ineligible for prequalification if at any time it

determines that the supplier has not legal capacity to enter into a contract for the procurement.

2.12.6. Will declare a supplier ineligible for prequalification if an any time All Saints’

Cathedral determines that the supplier is insolvent, in receivership, bankrupt or in the process of being wound up and is not the subject of legal proceedings related to the foregoing.

2.12.7. The completed questionnaire forms in plain sealed envelops clearly marked

PRE-QUALIFICATION OF SUPPLIERS 2022-2023

CATEGORY Number …………………………………………………………..


Should be addressed to: The Provost

All Saints’ Cathedral P. O. Box 40539 – 00100

Nairobi, Kenya And deposited at All Saints’ Cathedral, Administration office, Kenyatta Avenue, opposite Serena Hotel on or before 13th October 2021.

The closing date and time for prequalification shall be 13th October 2021 at 2:00 pm. Any documents received after the deadline shall be rejected as a late prequalification document and shall not be considered further.


3. PRE-QUALIFICATION QUESTIONNAIRE

No. PARTICULARS RESPONSE

3.1 Full name of organization

3.2 Is your organization (please tick one)

i) A limited company? If yes, attach certificate of incorporation.

ii) A partnership? Yes attach partnership deed.

iii) A sole trader? Yes attach business certificate.

iv) Other (please specify)

3.3 Date of Registration

3.4 Full physical address of principal place of business Full postal of the principal place of business

3.5 Registered address if different from the above: Post Code

3.6 Telephone number

3.7 Fax number

3.8 Email address:

3.9 Website address (if any)

3.10 Company Tax PIN: (Kindly provide a copy of the PIN certificate)

3.11 VAT Registration number: (Kindly provide a copy of VAT certificate)

3.12 Period in which you have been in the specific business for which you wish to be pre-qualified.


3.13 Associated company if any

3.14 Contact person within the organization to whom enquiries about this bid should be directed:

NAME:

TITLE:

TEL:

FAX:

EMAIL:

4. FINANCIAL INFORMATION

No. PARTICULARS

4.1 Has your organization met all its obligations to pay its creditors and staff during the past year

Yes/ No

If No, please give details

4.2 Have you had any contracts terminated for poor performance in the last three years, or any contract where damages have been claimed by the contracting authority?

Yes/ No

If Yes, please give details

4.4 What is the name and branch of your bankers

Name:

Branch:

Account Number:

Sort & Swift Code:

Address:

5. BUSINESS ACTIVITIES

No. PARTICULARS

5.1 What are the main business activities of your organization? (please specify)


6. TRADE REFERENCE Please provide in the space below details of at least three (3) jobs you have undertaken relevant to the job you are bidding for performed over the last three years, or that are relevant to this prequalification document.

i. 1st Client (Organization) Name of Client Organization: ______________________________________________

Name of contact person at the client organization: ____________________________

Address: ______________________________________________________________

Telephone No. __________________________________________________________

E-mail address: __________________________________________________________

Value of Contract: _______________________________________________________

ii. 2nd Client (Organization)

Name of Client Organization: ______________________________________________


Address: ______________________________________________________________

Telephone No: __________________________________________________________

E-mail address: __________________________________________________________


iii. 3rd Client (Organization)

Name of Client Organization: ______________________________________________


Address: _______________________________________________________________

Telephone No: __________________________________________________________

E-mail address: __________________________________________________________


7. AGENCIES AND PARTNERSHIP a) Detail any agencies and partnerships that you have that are relevant to the

categories of goods and/or services you are interested in supplying. b) List your primary sources of supply for goods that you propose to supply


8. BUSINESS PROBITY AND LITIGATION MANAGEMENT

Please confirm whether any of the following criteria applies to your organization: Note that failure to disclose information relevant to this section may result in your exclusion as a potential All Saints’ Cathedral Supplier.

No. PARTICULARS RESPONSE

10.1 Is the organization bankrupt or being wound up, having its affairs administered by the court, or have you entered into an arrangement with creditors or any analogous situation arising from similar proceedings in Kenya or the country which its is established.

10.2 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?

10.3 Has any partner, director or shareholder been the subject of corruption or fraud investigations by the police, Kenya Anti-corruption authority or similar authority in the country in which your organization is established?

10.4 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?

10.5 Please state if any Director shareholder/partner and / or Company Secretary of the Organization is currently employed or had been employed in the past three years by All Saints’ Cathedral Church

10.6 Please state if any Director/ Partner and / or Company Secretary of the organization has a close relative who is employed by All Saints’ Cathedral Church and who is in a position to influence the award of any supply. For purposes of pre-qualifications process close relative refers to parents, siblings spouse or children

10.7 Please state if any Director/ Partner and / or Company Secretary of the organization is a registered member of All Saints’ Cathedral

9. EVALUATION

9.1. A committee shall open the prequalification documents immediately after the closing time for submission of the documents.

9.2. The returned documents must be bound and clearly marked as per clause 2.12.7

9.3. All Saints’ Cathedral will examine the documents to determine completeness, general orderliness and sufficiency in responsiveness.


9.4. The suppliers shall not contact All Saints’ Cathedral on matters relating to their

documents from the time of opening to the time the evaluation is finalized and official communication sent to them. Any effort by the suppliers to influence All Saints’ Cathedral in the evaluation shall result in the cancelation of their documents.

9.5. Prequalification will be based on meeting the minimum criteria regarding the

applicant’s legal status, general and particular experience, personnel and financial position as demonstrated by the responses in the attached forms.

9.6. The applicants must have registered offices and All Saints’ Cathedral reserves the

discretion of visiting physical premises from which the applicant conducts business if so desired to confirm existence and capability to deliver the said goods or services or works.

9.7. Suppliers who qualify according to the selection criteria will be invited to submit their

quotations for the supply of services as and when required.

9.8. Mandatory Requirements for Pre-qualification

9.8.1. Copies of Certificate of Incorporation, Partnership or Business Registration.

9.8.2. Copy of VAT Registration Certificate of firm/company/individual

9.8.3. Current Tax compliance certificate from Kenya Revenue Authority

9.8.4. Copy of PIN Certificate of firm/company/individual

9.8.5. Certificate from affiliated regulatory or accrediting bodies/ association

(Where applicable)

9.8.6. Current Trading License/ Business Permit from relevant authority.

9.8.7. Copy of Registration certificate as a contractor by Ministry of Roads and

Public Works and other relevant authorities for all civil/ works contractors

9.8.8. Detailed Company/ Business Profile

9.8.9. Air Ticketing firms must be IATA registered.

The suppliers who do not meet the above criterion shall be declared non responsive and thus disqualified from further analysis.


10. PREQUALIFICATION SUBMISSION FORM

To: The Provost All Saints’ Cathedral P.O.Box 40539 – 00200 NAIROBI

Dear Sir, We, the undersigned, offer to supply the required goods and services in accordance with your request for prequalification of suppliers for the provision of goods & services indicated and hereby submit our prequalification document. Our prequalification document is binding to us and if found acceptable we shall be please to be included in the list of the prequalified suppliers. We understand you are not bound to accept either in part or whole any tender you receive. We remain Yours sincerely, Authorized Signature: ______________________________________________________ Name of Signatory: ______________________________________________________ Title of Signatory: ______________________________________________________ Name of Supplier: ______________________________________________________ Address: _______________________________________________________ _______________________________________________________ _______________________________________________________


11. DECLARATION Having studied the pre-qualification information for the above project we/I hereby state:

a) The information furnished in our application is accurate to the best of our knowledge.

b) That in case of being pre-qualified we acknowledge that this grants us the right to participate in due time in the submission of a tender or quotation on the basis of provisions in the tender or quotation documents to follow.

c) We enclose all the required documents and information required for the pre-

qualification evaluation. Date: __________________________________________________________________ Applicant’s Name: _______________________________________________________ Position (Job Title) ______________________________________________________ Phone Number: _________________________________________________________ Email: _________________________________________________________________ Signature: ______________________________________________________________ (Full name and designation of the person signing and stamp or seal)

All Saints Cathedral, Nairobi reserves the right to accept or reject any or all bids and is not bound to give reasons for its decision. Late bids will be rejected

Documents

ALL SAINTS CATHEDRAL NAIROBI