COMMUNICATIONS AUTHORITY OF KENYA · COMMUNICATIONS AUTHORITY OF KENYA Head of Procurement Communications Authority of Kenya Waiyaki Way P.O. Box 14448 Westalands, 00800 Nairobi,

COMMUNICATIONS AUTHORITY OF KENYA

Head of Procurement

Communications Authority of Kenya

Waiyaki Way

P.O. Box 14448

Westalands, 00800

Nairobi, Kenya Tel:+254 20 4242000

TENDER FOR FRAMEWORK AGREEMENT FOR

PROVISION OF EVENT MANAGEMENT AND

RELATED SERVICES DURING CORPORATE AND

CONSUMER EDUCATION OUTREACH ACTIVITIES

(RESTRICTED TO WOMEN OWNED FIRMS)

TENDER NO: CA/PROC/OT/37/2018-2019

tender

Tel:+254%2020%204242000

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SECTION A: INVITATION TO BID

TENDER FOR PROVISION OF EVENT MANAGEMENT AND RELATED SERVICES

DURING CORPORATE AND CONSUMER EDUCATION OUTREACH ACTIVITIES

NO: CA/PROC/OT/37/2018-2019

The Communications Authority of Kenya (CA) is the regulatory authority for the ICT industry in

Kenya with responsibilities in telecommunications, e-commerce, cyber security, broadcasting

and postal/courier services, radio communications, broadcasting, and electronic transactions as

well as postal and courier services. CA is also responsible for managing the country’s numbering

and frequency spectrum resources as well as protecting the interests of consumers of ICT

services.

CA invites sealed tenders from interested and eligible firms for provision of event management

and related services as and when required during corporate events and consumer education

outreach activities for a framework contract of two (2) years renewable for a further one (1)

year subject to satisfactory performance

The event management tender is restricted to Women owned firms.

Eligible firms are invited to collect the tender documents from the Procurement Division,

Communications Authority of Kenya – CA Centre 2nd floor Wing A, along Waiyaki Way,

Nairobi, during normal working hours upon payment of a non-refundable fee of Kshs.1, 000.00

(hard copy of the tender document).

The Tender documents can also be accessed and downloaded from the IFMIS Supplier Portal:

http://supplier.treasury.go.ke and the Authority’s website: www.ca.go.ke for free. The firms that

download the document must arrange to forward their particulars/contacts to the Head of

Procurement, Communications Authority of Kenya, through email address [email protected]

before the closing date for records and for the purposes of receiving clarifications and/or

addendums, if any.

Bidders are required to undertake serialization of all bid documents as per requirements of the

Public Procurement and Asset Disposal Act (PPADA), 2015 clause 74(1) (i) to enable safeguard

loss of documentation during and after evaluation.

Duly completed tender documents, in a plain sealed envelope clearly marked:

CA/PROC/OT/37/2018-2019 “TENDER FOR PROVISION OF EVENT MANAGEMENT

AND RELATED SERVICES DURING CORPORATE AND CONSUMER EDUCATION

OUTREACH ACTIVITIES” should be deposited in our Tender Box at the Ground floor of CA

center along Waiyaki Way to be received on or before 6th March, 2019 at 10.30 a.m East

African Time.

http://supplier.treasury.go.ke/

http://www.ca.go.ke/

mailto:[email protected]

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The Head of Procurement


P.O Box 14448

Nairobi 00800

Tel: +254 (020) 4242000

Mobile: +254 703-042000

Website: www.ca.go.ke

Tenders will be opened immediately thereafter in the presence of the Bidders’ representative(s)

who choose to attend at the Authority’s meeting room meeting room 2 on ground floor.

Canvassing or lobbying for the tender shall lead to automatic disqualification.

Note:

There will be a pre-bidders conference on 19th February 2019 beginning at 2:30pm. The aim of

the conference is to give potential bidders the opportunity to learn more about the tender

document and clarify any concerns they may have with the solicitation documents, scope of

work and other details of the requirement.

Attendance to this pre-bid conference is MANDATORY as it is intended to provide clarity to all

bidders intending to participate in this tender. The pre-bid conference shall take place at CA

Center Waiyaki way Westlands at meeting room 2 ground floor.

Bidders are requested to register their participation by sending their details or that of their

representatives to [email protected].

Bidders are further required to submit questions if any regarding the tender to the email:

[email protected] , for consideration and response during the pre-bidders conference on or

before 19th February 2019.

http://www.ca.go.ke/



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TERMS OF REFERENCE ON CONCEPTUALISATION AND EXECUTION OF

CORPORATE EVENTS AND CONSUMER EDUCATION AND OUTREACH

ACTIVITIES

The Communications Authority of Kenya (CA) is the regulatory authority of the Information and

Communications Technology (ICT) sector in Kenya with regulatory oversight over the provision

of telecommunications, radio communications, broadcasting, electronic transactions, the

Country’s numbering and frequency spectrum resources as well as postal and courier services.

CA is also mandated to protect the interests of consumers of these services.

In fulfillment of its consumer protection mandate, the Authority, among other activities

empowers consumers of communication services with knowledge and skills to enable them make

informed purchase and use decisions in the market and specifically meet the following consumer

education objectives:

To enable consumers interpret available information and make informed discerning and

responsible consumer choices

To enable consumers to know their basic rights and responsibilities

To enable consumers analyze consumer information

To enable consumers develop confidence and skills to complain effectively and resolve

problems related to communication services

To provide information that will enable consumers to know where to seek help and

advice when necessary

To enable consumers recognize the wider social and economic impact of their decisions.

In light of the strategic regulatory role that CA plays in the ICT sector, it is important that it is

visible, well understood and highly regarded. These factors are crucial for maintaining

stakeholder’s confidence in the ICT sector and thus sustain and enhance investor confidence.

Visibility and good perception are critical in ensuring that consumers have sufficient confidence

in CA, and thus encourage aggrieved users of ICTs to, where necessary, seek regulatory redress.

It is thus crucial that any initiative that the Authority undertakes meets the highest set standards

so as to increase /maintain the current perception index.

In addition to the consumer protection mandate, the Authority, through the Consumer and Public

Affairs Department, undertakes reputation-building and promotional activities, including:

• Participating in relevant exhibitions and industry trade fairs.

• Availing ICT relevant information materials on the Authority and industry to the public

through public engagement forums, conferences and meetings

• Coordinating and managing corporate events, functions, official visits to other

organizations and by other visitors to the Authority

• Coordinating Corporate Social Responsibility Programmes, etc.

• Undertaking stakeholder consultations.

During any financial year, the Authority will undertake the following types of corporate and

consumer education activities. Some of these activities are scheduled while others are in support

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of the Authority’s brand building activities and serve to increase visibility and an increase in the

level of awareness on the mandate of the Authority. These events include but are not limited to

1. International events, symposiums, meeting and conferences hosted locally

2. Stakeholder forums, meetings and conferences

3. Consumer Forums

4. Local and international Exhibitions

5. Launch Events

6. Road shows

7. Sporting events (games, marathons, charity walks and runs e.t.c)

8. Corporate Special Responsibility events

9. Presidential and VVIP events

10. Family Fun days

11. Staff parties

12. Retreats and team building activities

13. Dinners and cocktail events

14. Award ceremonies

The Authority thus seeks to engage providers of event management services to conceptualize

and execute the above-mentioned corporate events and consumer education and outreach

activities. The event organizer(s) shall be expected to work together with the Director/Consumer

and Public Affairs office (D/CPA) located at CA Headquarters or his/her representatives or the

Regional Managers as and when required. At the moment, the Authority has four (4) regional

offices i.e. Eldoret, Mombasa, Kisumu and Nyeri each having a jurisdiction that spans various

counties.

The event organizers’ shall in the very least be expected to understand and undertake the

following key elements:

1. The brief on the various events as presented by the Communications Authority of Kenya;

2. Conceptualize the execution of the events;

3. Designate a CA Account manager, to be main liaison for management of all event;

4. Participate in briefing meetings at the CA’s HQ Office on Waiyaki Way Westlands,

Regional Offices in Eldoret, Mombasa, Nyeri or Kisumu, or at the event venues, as may

be agreed upon;

5. Participate/ accompany the Authority staff to various preparatory meetings as required;

either at CA’s HQ Office, regional offices or where advised;

6. Provide professional advise and or raise any clarifications required from the brief of the

event;

7. Source for all items as required for event as per the brief;

8. Mobilize participants for various events as detailed in brief;

9. Conceptualize and provide event management services as per brief;

10. Prepare and present an events management plan for the execution of the each event for

approval by the Authority;

11. Undertake a dry-run when this is required;

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12. Execute the event as per approved event management plan and write a report as per

predetermined format;

13. Prepare and present an outline of the event report to be prepared for approval by the

Authority;

14. Participate in evaluation meeting as required.

Procurement Schedule

No. Description Quantity Delivery

Schedule

1. Two Year framework contract for provision

of event management and related services

during corporate and consumer education

outreach activities

All parts of the

country (

categorized in

regions as

below)

On Need Basis

Bidders are required to bid for the conceptualization and execution of events in the regions listed

below:

NB: Costs quoted should apply to all Counties in the region cluster.

Region 1 Region 2 Region 3

Mandera County

Marsabit County

Wajir County

Isiolo County

Garissa County

Samburu County

Tana River County

Lamu County

Kilifi County

Kwale County

Taita Taveta County Mombasa

County

Makueni County

Narok County

Machakos County

Kitui County

Region 4 Region 5 Region 6

Meru County

TharakaNithi County

Embu County

Kirinyaga County

Nyeri County

Muranga County

Nyandarua County

Laikipia County

Nakuru County

Turkana County

Trans Nzoia County

West Ppokot County

Elgeyo Marakwet County

Baringo County

Uasin Gishu County

Bungoma County

Kakamega County

Busia County

Vihiga County

Nandi County

Kericho County

Bomet County

Nyamira County

Kisii County

Kisumu County

Migiro County

Homa Bay County

Siaya County

Region 7

Nairobi County

Kiambu County

Kajiado County

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SECTION B: GENERAL INFORMATION

Introduction

1. Eligible Tenderers

1.1 This invitation to tender is open to all tenderers eligible as described in the instructions to

tenderers. Successful tenderers shall provide the services for the stipulated duration from

the date of commencement (hereinafter referred to as the term) specified in the tender

documents.

1.2 CA’s employees, Committee members, Board members and their relatives (Spouse or

Children) are not eligible to participate in the tender unless where specially allowed

under section 131 of the Act.

1.3 Tenderers shall provide the qualification information statement that the tenderer

(including all members of a joint venture and subcontractors) is not associated, or have

been associated in the past, directly or indirectly, with a firm or any of its affiliates which

have been engaged by CA to provide consulting services for the preparation of the

design, specifications, and other documents to be used for the procurement of the goods

under this invitation for tenders.

1.4 Tenderers involved in corrupt and fraudulent practices or debarred from participating in

Public Procurement shall not be eligible.

1.5 Tenderers shall bid for the supply of items as per specifications (as outlined in the

schedule of requirements) and the fabrication of the items as specified in the technical

specifications.

2. Eligible Goods

2.1 All goods to be provided under this contract shall have their origin in eligible source

countries.

3. Cost of Tendering

3.1 The Tenderer shall bear all costs associated with the preparation and submission of its

tender, and CA, will in no case be responsible or liable for those costs, regardless of the

conduct or outcome of the tendering process.

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4. Contents

4.1 The tender document comprises the documents listed below and addenda issued in

accordance with Clause 6 of these instructions to tenders.

(i) Invitation for Tenders

(ii) General Information

(iii) General Conditions of Contract

(iv) Special Conditions of Contract

(v) Schedule of Requirements

(vi) Technical Specifications

(vii) Tender Form and Price Schedules

(viii) Bid Security Form

(ix) Contract Form

(x) Performance Security Form

(xi) Bank Guarantee form

(xii) Manufacturer’s Authorization Form

4.2 The Tenderer is expected to examine all instructions, forms, terms, and specifications in

the tender documents. Failure to furnish information required by the tender documents or

to submit a tender not substantially responsive to the tender documents in every respect

will be at the tenderers risk and may result in the rejection of its tender.

5. Clarification of Documents

5.1 A prospective tenderer requiring any clarification of the tender document may notify CA

in writing or by cable (hereinafter, the term cable is deemed to include telex and

facsimile) at the address indicated in the invitation for tenders. CA will respond in

writing to any request for clarification of the tender documents, which it receives no later

than seven (7) days prior to the deadline for the submission of tenders, prescribed by CA.

Written copies of CA response (including an explanation of the query but without

identifying the source of inquiry) will be sent to all prospective tenderers that have

received tender documents.

6. Amendment of Documents

6.1 At any time prior to the deadline for submission of tender, CA, for any reason, whether at

its own initiative or in response to a clarification requested by a prospective tenderer,

may modify the tender documents by amendment.

6.2 All prospective candidates who have received the tender documents will be notified of

the amendment in writing or by cable, and will be binding on them.

6.3 In order to allow prospective tenderers reasonable time in which to consider the

amendment in preparing their tenders, CA, at its discretion, may extend the deadline for

the submission of tenders.

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Preparation of Tenders

7. Language of Tender

7.1 The tender prepared by the tenderer, as well as all correspondence and documents

relating to the tender exchanged by the tenderer and CA, shall be written in English

language, provided that any printed literature furnished by the tenderer may be written in

another language provided they are accompanied by an accurate English translation of the

relevant passages in which case, for purposes of interpretation of the tender, the English

translation shall govern.

8. Documents Comprising the Tender

8.1 The tender prepared by the tenderer shall comprise the following components: -

(a) A Tender Form and a Price Schedule completed in accordance with paragraph 9,

10 and 11 below including

(b) Documentary evidence established in accordance with paragraph 12 that the

tenderer is eligible to tender and is qualified to perform the contract if its

tender is accepted.

(c) Documentary evidence established in accordance with paragraph 13 that the

goods and ancillary services to be supplied by the tenderer are eligible goods and

services and conform to the tender documents; and

9. Tender Form

9.1 The tenderer shall complete the Tender Form and the appropriate Price Schedule

furnished in the tender documents, indicating the goods to be supplied, a brief description

of the goods, documentation certifying their country of origin, quantity, and prices.

10. Tender Prices

10.1 The tenderer shall indicate on the appropriate Price Schedule the unit prices and total

tender price of the goods/ services it proposes to supply under the contract.

10.2 Prices indicated on the Price Schedule shall be the cost of the services quoted including

all custom duties and VAT and other taxes payable.

10.3 Prices quoted by the tenderer shall be fixed during the term of the contract unless

otherwise agreed by the parties. A tender submitted with and adjustable price quotation

will be treated as non-responsive and will be rejected, pursuant to paragraph 22.

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10.4 Contract price variations shall not be allowed for contracts not exceeding one year (12

months)

10.5 Where a contract price variation is allowed, the variation shall not exceed 10% of the

original contract price.

10.6 Price variation request shall be processed by CA within 30 days of receiving the request.

11. Tender Currencies

11.1 Prices shall be quoted in Kenya Shillings unless otherwise specified in the appendix to

instructions to tenderers

12. Tenderers Eligibility and Qualifications

12.1 Pursuant to paragraph 1 (1.1 – 1.4) of Section C, the tenderer shall furnish, as part of its

tender, documents establishing the tenderers eligibility to tender and its qualifications to

perform the contract if its tender is accepted.

12.2 The documentary evidence of the tenderers eligibility to tender shall establish to CA’s

satisfaction that the tenderer, at the time of submission of its tender, is from an eligible

source country as defined under paragraph (1.1 – 1.4 of Section C documentary evidence

of the tenderers qualifications to perform the contract if its tender is accepted shall

establish to CA satisfaction:

(a) that, the case of a tender offering to supply goods under the contract which the

tenderer did not manufacture or otherwise produce, the tenderer has been duly

authorized by the goods’ Manufacturer or producer to supply the goods;

(b) That the tenderer has the financial, technical, and production capability necessary

to perform the contract;

(c) that, in the case of a tenderer not doing business within Kenya, the tenderer is or

will be (if awarded the contract) represented by an Agent in Kenya equipped, and

able to carry out the Tenderer’s maintenance, repair, and spare parts-stocking

obligations prescribed in the Conditions of Contract and/or Technical

Specifications.

13. Goods’ Eligibility and Conformity to Tender Documents

13.1 Pursuant paragraph 2 of this Section, the tenderer shall furnish, as part of its tender,

document establishing the eligibility and conformity to the tender documents of all

goods, which the tenderer proposes to supply under the contract.

13.2 The documentary evidence of the eligibility of the goods shall consist of a statement in

the Price Schedule of the country of origin of the goods and services offered which shall

be confirmed by a Certificate of Origin issued at a time of shipment as stated above in

paragraph 2.

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13.3 The documentary evidence of conformity of the goods to the tender documents may be in

the form of literature, drawings, and data, and shall consist of:

(a) A detailed description of the essential technical and performance characteristics of

the goods;

(b) A list giving full particulars, including available sources and current prices of

spare parts, special tools, etc., necessary for the proper and continuing functioning

of the goods for a period of ten (10) years, following commencement of the use of

the goods by CA; and

(c) A clause-by-clause commentary on CA’s Technical Specifications demonstrating

substantial responsiveness of the goods and services to those specifications, or a

statement of deviations and exceptions to the provisions of the Technical

Specifications.

13.4 For purposes of the commentary to be furnished pursuant to paragraph 13.3(c) above, the

tenderer shall note that standards for workmanship, material, and equipment, as well as

references to brand names or catalogue numbers designed by CA in its Technical

Specifications, are intended to be descriptive only and not restrictive. The tenderer may

substitute alternative standards, brand names, and/or catalogue numbers in its tender,

provided that it demonstrates to CA’s satisfaction that the substitutions ensure substantial

equivalent to those designated in the Technical Specifications.

15. Validity of Tenders

15.1 Tenders shall remain valid during the contract period or as specified in the tender

documents after date of tender opening prescribed by CA, pursuant to paragraph 18. CA

shall reject a tender valid for a shorter period as non-responsive.

15.2 In exceptional circumstances, CA may solicit the Tenderer’s consent to an extension of

the period of validity. The request and the responses thereto shall be made in writing.

The Bid Security provided under paragraph 14 shall also be suitably extended.

16. Format and Signing of Tender

16.1 The tenderer shall prepare one original and one copy of the tender, clearly marking

“ORIGINAL TENDER” and “COPY OF TENDER” as appropriate. In the event of any

discrepancy between them, the original shall govern.

16.2 The original and copy of the tender shall be typed or written in indelible ink and shall be

signed by the tenderer or a person or persons duly authorized to bind the tenderer to the

contract. Written power-of-attorney accompanying the tender shall indicate the letter

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authorization. The person or persons signing the tender shall initial all pages of the

tender, except for un-amended printed literature.

16.3 The tender shall have no interlineations, erasures, or overwriting except as necessary to

correct errors made by the tenderer, in which case such corrections shall be initialed by

the person or persons signing the tender.

Submission of Tenders

17 Sealing and Marking of Tenders

17.1 The tenderer shall submit two sealed documents, one original document and a copy

containing both technical and financial proposals in separate envelopes, the two

documents shall then be sealed in an outer envelope. And addressed as shown below

17.2 The inner and outer envelopes shall:

(a) Be addressed to CA at the following address

The Head of Procurement


P.O. Box 14448

Westlands 00800

Nairobi

KENYA

Tel NO: 254703042000

(b) Bear, the Tender Number and words: “DO NOT OPEN BEFORE 6th

March, 2019 at 10.30 a.m.

17.3 The inner envelopes shall also indicate the name and address of the tenderer to enable the

tender to be returned unopened in case it is declared “late”.

17.4 If the outer envelope is not sealed and marked as required by paragraph 17.2, CA will

assume no responsibility for the tender’s misplacement or premature opening.

18. Deadline for Submission of Tenders

18.1 CA must receive tenders at the address specified under paragraph 17.2 not later than 6th

March 2019 at 10:30 a.m.

18.2 CA may, at its discretion, extend this deadline for the submission of tenders by

amending the tender documents in accordance with paragraph 6, in which case all rights

and obligations of CA and candidates previously subject to the deadline will thereafter be

subject to the deadline as extended.

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19. Modifications and Withdrawal of Tenders

19.1 The tenderer may modify or withdraw its tender after the tender’s submission, provided

that written notice of the modification, including substitution or withdrawal of the

tenders, is received by CA prior to the deadline prescribed for submission of tenders.

19.2 The tenderer’s modification or withdrawal notice shall be prepared, sealed, marked, and

dispatched in accordance with the provisions of paragraph 17. A withdrawal notice may

also be sent by cable, but followed by a signed confirmation copy, postmarked no later

than the deadline for submission of tenders.

19.3 No tender may be modified after the deadline for submission of tenders.

19.4 No tender may be withdrawn in the interval between the deadline for submission of

tenders and the expiration of the period of tender validity specified by the tenderer on the

Tender Form. Withdrawal of a tender during this interval may result in the Tenderer’s

forfeiture of its Bid Security, pursuant to paragraph 14.7.

Opening and Evaluation of Tenders

20. Opening of Tenders

20.1 CA will open all tenders in the presence of tenderers’ representatives who choose to

attend, at CA Headquarters meeting Room.

The tenderers’ representatives who are present shall sign a register evidencing their

attendance.

20.2 The tenderers’ names, tender modifications or withdrawals, and the presence or absence

of requisite Bid Security and such other details as CA, at its discretion, may consider

appropriate, will be announced at the opening.

20.3 CA will prepare minutes of the tender opening

21. Clarification of Tenders

21.1 To assist in the examination, evaluation and comparison of tenders CA may, at its

discretion, ask the tenderer for a clarification of its tender. The request for clarification

and its response shall be in writing and no change in the prices or substance of the tender

shall be sought, offered, or permitted.

21.2 Any effort by the tenderer to influence CA in its tender evaluation, tender comparison or

contract award decision may result in the rejection of the tenderers’ tender.

22. Evaluation criteria

The evaluation will be undertaken through a three-stage process as detailed below:

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i. Mandatory Evaluation- Pass/Fail basis

ii. Technical Capacity Evaluation- weighted scores with a pass mark of 75 out of 100

iii. Financial Evaluation- Lowest Evaluated bidder

Stage 1: General Pre-Qualification (Mandatory Requirements)

The Bids shall undergo a general pre-qualification process in order to determine the bid

compliance to the following preliminary qualification merits:

No. Requirement Pass/Fail

1. Submit a copy of Certificate of business registration/Incorporation

2. Must possess a valid Tax Compliance Certificate from the Kenya

Revenue Authority. Attach a copy of a VALID Tax Compliance

Certificate

3. The bidder must submit a CR12 Form obtained from Attorney General’s

office showing the shareholders/Trustees of the firm or Partnership deed

showing the partnership The tender is exclusively reserved to firms that

are one hundred percent Kenyan- owned

4. The bidder must submit a copy of certificate of registration as a Youth,

Women and Persons with Disabilities group issued by Ministry of

Finance. Attach the copy of AGPO certificate.

5. Dully filled, signed tender declaration form in the provided format

6. Must have attended the pre- bidders conference.

7. Duly filled and signed self-declaration that the person/tenderer is not

debarred in the matter of the public procurement and asset disposal act

2015 in the format provided.

1.

8. Certified Audited Accounts for the last 3 years (2015, 2016 and 2017) or

a line of credit of Kshs 20 million

9. Duly filled, form of tender in the format provided.

10. Duly filled Confidential Business Questionnaire in the format provided.

Bid evaluation shall be on the basis of pass/fail system and any bid failing in any of the general

pre-qualification (mandatory requirements) will not proceed to the technical capacity evaluation

stage.

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Notes: -

i. The firm with the AGPO certificate and who is bidding for this tender MUST meet ALL

the Mandatory requirements stipulated in the tender document. Firms that have entered

into a joint venture/ consortium with the bidding firm will not be allowed to submit a

separate bid for this tender.

ii. In the case of a joint venture, the agreement between the two parties MUST be provided

together with other submission of the tender document.

BRIEF OF THE LAUNCH AND CELEBRATION OF AUTHORITY’S 20TH

ANNIVERSARY (HYPOTHETICAL CASE)

This brief has been provided for the sole purpose of this tender. Technical evaluation does

not in any way imply that the Authority intends to undertake this activity.

The Communications Authority of Kenya regulates the local ICT sector, which is characterized

by fast changes in technology, new and innovative applications and services. Subsequently, the

reliability on ICTs is increasing at an equally fast pace with all sectors looking at the Authority

for direction. The significance of ICT development in Kenya is high. ICT is now recognized as

a pillar /enabler of other sectors as outlined in Kenya’s economic blue print, Vision 2030 and the

Big Four Agenda. By July 2019, CA will have existed for 20 years and therefore plans to carry

out a number of activities to mark the 20th anniversary celebrations.

The anniversary celebrations are aimed at showcasing:

Promoting public awareness on CA’s mandate;

Promoting public confidence and a favorable perception of the CA Brand;

Reflection of the Authority’s achievements in 20 years of regulating the ICT sector, the

service given to Kenyans and the greater socio-economic impact to the sector/economy;

Sector and CA’s Staff visibility and participation will be key in these celebrations.

The 20th Anniversary celebrations are scheduled to commence/be unveiled in March 2019. They

will be accompanied by other publicity activities to meet the objectives set above, all of which

will culminate in a grand event on the date of the anniversary in July 2019.

The grand event will be a premier high level occasion attended by local, regional and

international dignitaries and stakeholders..

As part of the celebrations the Authority also intends to hold a three-day National ICT Centric

Exhibition that showcases legacy ICT systems and technologies as well as modern and future

technologies.

It is therefore expected, that the event organizer shall conceptualize, plan, organize and co-

ordinate the launch/unveil of the celebrations, the exhibition and the grand event.

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The Bidder shall be expected to:

1. Conceptualize the unveil, and grand event as well as the exhibition in line with the brief

above. This should include the pictorial/graphical representation of the concepts to help

all parties involved in the planning to understand.

2. Organize and mobilize the required resources /manpower to manage the event. These

should be commensurate with the concepts developed

3. Create a theme for the events in alignment to the objectives. The theme should make the

events stand out, compelling, attention catching and fun while remaining purposeful.

This should be reflected in the planning and execution of the events.

4. Provide a master plan comprising all aspects of the event. This should include the venue

selection, all activities leading up to the events, suppliers involved, timelines,

planning/organizing structures , responsibility matrix, budgets etc.

5. Provide an evaluation process for the events

6. Provide the templates for the event reports

The bidder should show value addition considering the nature of the celebrations, envisaged

guests, airport reception plans, protocol arrangements, management of the registration of

participants, etc. The bidder may also provide (in their event concepts) a breakdown of other

mini events that may add value and meet the objective and expectation of the various

stakeholders of the Authority.

Stage 2: Technical Capacity Evaluation stage

In this stage, bids will be subjected to scoring and weighting system based on the parameters

below: -

CRITERIA MAXIMU

M

SCORE

1) Experience of firm (bidder) as a corporate entity engaged in Event

Management and Consumer Outreach Activities

a) Demonstration of the organization’s experience in undertaking event

management services. Bidder MUST provide a detailed description of at least

five (5) previous assignments carried out in the last three (3) years. The

Authority may contact the listed to verify information provided. For each

event in the various categories the Bidder MUST at the very least detail the

following:

Name of client

Dates of event

Contact person(s)

Number of participants

Description of the event

Letters of recommendation on clients letterhead

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CRITERIA MAXIMU

M

SCORE

Pictorial and other evidence of previous works done

Category 1: Presidential and VVIP events (Max 6 Marks)

National, County or Government Agency events (Max 5 Marks)

6

Category 2:International events, symposiums, meeting and conferences,

Stakeholder forums, meetings and conferences, Consumer

Forums, Pre-bidders conferences or similar events (Max 5

Marks)

5

Category 3: Launch Events, Opening of Regional offices or other corporate-

sponsored projects in different parts of the country, Corporate

Special Responsibility events, award events (Award of

Licenses, employee award ceremonies etc.) or similar events

Category 4: Retreats and team building activities, Sporting events (games,

marathons, charity walls and runs), Fun days, Holiday and staff

parties, Dinners and cocktail events or similar events

(Max 4 Marks)

4

Category 5: Exhibitions (Max 5 Marks) 5

Category 6: Road shows (Max 5 Marks) 5

b) Demonstration of strategic partnership (s) with other contractors/ suppliers or

the possession of equipment required in the following key categories. The

Bidder MUST submit at least two (2) suppliers in each of the categories

below they have worked with as reference contacts. In cases where supplier

owns the equipment/production capabilities, they MUST clearly state/provide

the list of equipment/facilities owned.. The Authority is at liberty to consult

the listed contacts to verify information provided.

Item/

Service

Minimum Service

agreement

Least acceptable

Number of Supplier

Contracts/agreements

1. Venue

Items

Staging, PA systems,

Generator, Sound and

Lighting, indoor and

outdoor LCD screens

etc.

2

2. Event

furniture

and

Décor

Decor services, Chairs,

Tables, linen, Tents

(Dome) and Mobile

toilets, lounge furniture

etc.

2

3. Entertain Band, dancers, DJ, 2

10

18

CRITERIA MAXIMU

M

SCORE

ment skaters and

chirographers, MCs

4. Catering Hotels and outdoor

Caterers

2 suppliers per Region

(Minimum 4-star)

Region 7 (Nairobi

County) - Caterers

MUST be Four (4) star

and Above

Region 1-6; Caterers

MUST be reputable

Hotels/caterers

5. Road

show

40 ft. and 20 ft. Road

Show Rig, serviced and

equipment

2

6. Event

Footage

Photography and

videography services

2

c) Scope of projects undertaken (Stated in value terms against each client

detailed in section 1 a above)

Cumulative average value of 4 events: Above KShs. 10 Million -Score 4

Marks

Cumulative average value out of 4 events: Between Kshs. 4 Million to 9.9

Million -Score 3 Marks

Cumulative average value out of 4 events: Above KShs. 1 Million to KShs.

4M – Score 2 Marks

Cumulative average value out of 4 events: Less than KShs. 1,000,000.00 –

Score 1 Mark

4

Sub-total 39

2) Expertise to undertake Corporate and Consumer Education Events

a) Understanding of work to be undertaken (responses in this part should be

aligned hypothetical case provided above for the sole purpose of this tender).

i. Description of the events concepts, for the unveil of the

anniversary celebration, exhibition and grand event for the

anniversary. This should include the pictorial/graphical

representation of the concepts to help all parties involved in the

planning to understand. It should also include the venue set up

(8 marks)

ii. Master Plan of the organization of the three events from

beginning to the end (8 marks)

iii. Proposed theme for the events and demonstration of the

execution (4 marks)

iv. Proposed budget for the events (2 marks )

24

19

CRITERIA MAXIMU

M

SCORE

v. Description for the evaluation of the events (2 marks)

vi. Template for the events reports(2 marks)

vii. Any value added activity to support the event in line with the

objectives (5 marks)

viii. Plans for other communication and marketing support that the

event management can provide for the event (5 marks)

Sub-total

36

3) Human resource capacity

a) Event Director: This will be the team leader who MUST posses the

following qualifications (CVs to be provided)

i. Possess at least five (5) years of professional experience in corporate

event management services stating five (5) previous events they have

personally been involved in. The information should indicate: Name of

the client, location and description of events and value of the contract and

list events that may have been managed concurrently. The event director

should be capable of managing at least two (2) concurring events. (Max

Score: 5 Marks)

5

b) Other Staff Professional Qualifications: Attach CVs detailing their

qualifications functions in the organization.

i. Overall Program coordinator - Must posses at least 5 years professional

experience stating previous events they have personally been involved in

especially in organizing Conferences, road shows, exhibitions, activations

and other similar events. The information should indicate: Name of the

client, location and description of event and value of the contract (Max

Score: 4 Marks) ii. Equipment coordinator: Must posses at least 3 years professional

experience in the set up and management of indoor and outdoor audio

visual equipment in large events especially Conferences, road shows,

exhibitions and similar events. The information should indicate: Name of

the client, location and description of event and value of the contract

(Max Score: 2 Marks)

iii. Hospitality coordinator: Must posses at least 3 years professional

experience coordinating the management of banqueting and events

management, food and beverage service supervision, hospitality

management having been personally involved in corporate launches,

meetings, forums, workshops, other similar events. The information

should indicate: Name of the client, location and description of event and

value of the contract (Max Score: 3 Marks)

iv. Exhibition co –coordinator: Must posses at least 3 years professional

experience in exhibition management, stating previous events they have

12

20

CRITERIA MAXIMU

M

SCORE

personally been involved and responsible for venue selection, scouting

and management of all other venue auxiliary services. The information

should indicate: Name of the client, location and description of exhibition

event and value of the contract (Max Score: 3 Marks)

c) Submit a simple organogram detailing the structure, functions and staff

assigned from the event management firm / partners firm. Bidder to provide

structure bearing in mind that bidder may be required to organise and manage

at least two concurring events at any given time that may be at different

locations.

3

Sub-total

20

4) Financial capacity: The Bidder must demonstrate financial capability to

undertake at least two (2) concurrent events at any given time. The bidder

MUST provide either

a) Certified Audited Accounts for at least 3 years (2015, 2016, 2017) . More

marks will be awarded for firms with an average annual turnover of Kshs.

100,000,000

b) Give evidence demonstrating a line of credit from a reputable bank for a

minimum of KShs. 20,000,000.

5

Sub-total 5

GRAND TOTAL 100

The firms that score 75 marks and above out of 100 marks in the technical capacity evaluation

shall proceed to the financial evaluation stage.

Stage 3: Financial Evaluation stage

The bids that qualify at the technical capacity evaluation stage will be subjected to financial evaluation to determine the winner.

This is a single contract agreement whereby the Authority will compare all the rates submitted by bidders and the Authority will

engage one event organizer who proposes the most competitive rates to provide services/goods required during the contract period at

the rates provided.

Based on the above, bidders shall provide the rates associated with the provision of the item/service(s) listed below. Bidders MUST

submit a breakdown of cost and submit rates. It should be noted that the lowest bidder will be selected for provision of services on a

framework agreement for a period of two years renewable for a further one year subject to satisfactory performance

All bidders are required to quote for ALL the items listed. For comparative evaluation purposes, bidders who will not have quoted for

ALL the items will have bid considered as non responsive and the bid will not be subject to financial comparison. The financial Bids

shall be submitted in the format provided and MUST be inclusive of all taxes.

Bidders must break down the financial bid for each of the items as detailed below:

Item

Specification Qty

Option 1 Option 2

Unit Cost per item per day (KES. Incl. VAT)

Unit Cost

per item per

day (KES.

Incl. VAT)

Regio

n No.

1

Regio

n No.

2

Regio

n No.

3

Regio

n No.

4

Regio

n No.

5

Re

gio

n

No.

6

Region No. 7

Pre-Event

Scouting

22

Conceptualiz

ation of

event

1. The development of event concept to

facilitate the successful execution of event.

Develop event plan, schedule of event,

program, event management plan

Job

2. The design, development and execution of

an unveil concept Job

3. The design, development and execution of

a visual/animated, 3D video unveil

concepts

Job

Scouts

4. Wages for scouts to undertake planning

prior to event at venue location/county to

facilitate identification of venue, guests,

invitation delivery, guests mobilization and

confirmations (RSVP)- (Wage per person

per day)

1

Logistics

Vehicle

5. Hire of vehicle for use by scouting team

prior to event for use within event

location/county (car hire per day of upper

limit of 1800cc)

1

County and

Government

Agency

Permits

6. Obtaining permits from the County

Government and relevant Government

Agency’s for carrying out the event

(Especially outdoor events such as road

shows, exhibitions, outdoor forums etc.)

7. Obtaining permits from National

Environmental Management Agency,

Kenya Copyrights Board, Music Society of

Kenya etc.

8. Branded Personnel publicizing the event:

Obtaining, payment and approval from the

county Government for the roadshow staff

publicizing the event.

23

9. Fliers: Obtaining (and stamping) county

permit for the distribution of CA fliers per

county based on the approve route plan

10. Truck Funfair: Obtaining, payment and

approval from the county Government for

the truck funfair as per approved route

map.

11.

Road Show personnel branding: The

branding of all roadshow personnel as per

brief

Job

Transport

12. Provision of transport for all set up items

(Quote per KM. Costing shall be done

based on the brief that shall detail the

venue of the event with CA Center as the

reference point)

Per

KM

Invitation

and RSVP of

guests

13. The printing, hand delivery and RSVP of

guest invitation cards, letters and/or

publicity materials

1

14. Printing of invitation cards on A5

glossy/matte art paper 350 GSM printed on

both sides and branded envelope printed in

full color

1

15. Design and production of hand made

invitation cards as per brief Each

16. Design, production and transmission of

electronic invitation e-cards as per brief Lot

17. Hand delivery of invitation cards to guests

identified by the scouts/CA as per event

brief (0-100 cards)

Lot



brief (0-100 cards)

Lot

24



brief

Lot



brief

Lot

21. Confirmation of Guests and preparation of

final confirmation list Job

22. The design, production and delivery of

badges and lanyards for participants and

events crew (each)

1

Event

Administrati

on

23. Administration of the events as per brief of

the event (A percentage of the total value

of the event). This should cater for all

event management costs execution of the

event.

Percen

tage

Event

Logistics

24. Costs for organization, planning and

logistical meetings in the county (A

percentage of the total value of the event).

This should cater for all personnel costs for

staff required for set up of the event.

Percen

tage

Venue Set-

up

Venue Hire

25. Fees for hire of indoor public venue for 1

day (Inclusive of costs for set up and

setting down days)

1

26. Fees for hire of outdoor public venue for 1

day (Inclusive of costs for set up and

setting down days)

1

27. Fees for exclusive hire of outdoor public

venue for 1 day (Inclusive of costs for set

up and setting down days)

1

25

28. Fees for exclusive hire of route

course/route inclusive of traffic/security

clearance (Inclusive of costs for set up and

setting down days)- rate per day

1

Tents

29. Hire, supply, delivery and mounting of 500

seater high peak dome tent with ceiling and

side walls

1


seater high peak dome tent with ceiling and

side walls

1

31. Hire, supply, delivery and mounting of

300-500 seater high peak dome tent with

ceiling and side walls

1


300-800 seater high peak hexagonal tent

with ceiling and side walls

1


seater white tent 1


seater white stretch tent 1








300-500 seater white stretch tent 1




seater marque tent with ceiling and side

walls

1

26


seater marque tent with ceiling and side

walls

1


300-500 seater marque tent with ceiling

and side walls

1


seater alluhall tent with ceiling and side

walls

1


seater alluhall tent with ceiling and side

walls

1


300-500 seater alluhall tent with ceiling

and side walls

1


seater gazebo tent with ceiling and side

walls

1


seater igloo tent with ceiling and side walls 1


seater igloo tent with ceiling and side walls 1


-300 seater igloo tent with ceiling and side

walls

1


300-500 seater igloo tent with ceiling and

side walls

1


300-500 seater tent (Other types) with


1


seater tent (Other types) with ceiling and 1

27

side walls


seater tent (Other types) with ceiling and

side walls

1



side walls

1



side walls

1




1




1


>500 seater tent (Other types) with ceiling

and side walls

1

Tables

59. Hire, supply and delivery of dressed

rectangular tables 2Mx 0.8M (Various

Colors and shall be based on brief)

1


rectangular conference tables (Various


1


rectangular food service tables (Various


1

62. Hire, supply and delivery of dressed round

tables - 10 seater (Various Colors and shall

be based on brief)

1

28

63. Hire, supply and delivery of dressed round

tables - 8 seater (Various Colors and shall

be based on brief)

1

64. Hire, supply and delivery of dressed square

pedestal tables (Various Colors and shall

be based on brief)

1

65. Hire, supply and delivery of dressed square

hydraulic pedestal tables (Various Colors

and shall be based on brief)

1


rectangular banquet tables 2Mx 0.8M

(Various Colors and shall be based on

brief)

1

67. Hire, supply and delivery of acrylic box

with LED (Various Colors shall be based

on brief)

1

68. Hire, supply and delivery of coffee table

(Various Colors shall be based on brief) 1

69. Hire, supply and delivery of side stool


70. Hire, supply and delivery of glass top

coffee table (Various Colors shall be based

on brief)

1

71. Hire, supply and delivery of glass top side

stool (Various Colors shall be based on

brief)

1

72. Hire, supply and delivery of lounge side

stool (Various Colors shall be based on

brief)

1

73. Hire, supply and delivery of round lounge

table (Various Colors shall be based on

brief)

1

29

74. Hire, supply and delivery of rectangular

lounge table (Various Colors shall be based

on brief)

1

75. Hire, supply and delivery of ottoman

lounge side stool (Various Colors shall be

based on brief)

1

Chairs

76. The Supply and delivery of branded Ghost

Chairs with arms and with cushion/pad 1

77. The Supply and delivery of branded

armless Ghost Chairs and with cushion/pad 1

78. Supply and Delivery of Chiavari Chairs

(Various Colors) with covered cushion/pad 1

79. Supply and Delivery of dressed plastic

chair with arms (Various Colors shall be

based on brief)

1

80. Supply and Delivery of dressed plastic

armless chair (Various Colors shall be

based on brief)

1

81. Supply and Delivery of draped white

folding chairs (Various Colors shall be

based on brief)

1

82. Supply and Delivery of draped banquet

chairs (Various Colors shall be based on

brief)

1

83. Supply and Delivery of high back

executive leather swivel chair 1

84. Supply and Delivery of high back

executive leather chair 1

85. Supply and Delivery of seven seater leather

sofa set 1

86. Supply and Delivery of seven seater lounge

ottoman armless couch 1

30


ottoman couch 1


ottoman benches 1

Stools

89. Supply and Delivery of Chiavari Barstool

(Various Colors) with covered cushion/pad 1

90. Supply and Delivery of hydraulic bombo

bar stools (Various Colors shall be based

on brief)

1

91. Supply and Delivery of hydraulic Ale bar

stools (Various Colors shall be based on

brief)

1

92. Supply and Delivery of standard side stools


Podium and

Lectern

93. Supply and delivery of branded aluminum

truss lectern (branded as per brief) 1

94. Supply and delivery of branded

Lectern/podium (branded as per brief) 1

95. Supply and delivery of branded dressed

winner podium (branded as per brief) 1

Audio-

Visual

Equipment

96. Hire, supply and delivery of PA system,

speakers and 2 Wireless mics with one

stand- 50 Pax

1



stand- 50 -100 Pax

1



stand- 100- 300 Pax

1

31



stand- 300- 500 Pax

1

100. Hire, supply and delivery of wireless

microphone 1

101. Hire, supply and delivery of table

microphone (per piece) 1

102. Hire, supply and delivery of lapel pin

microphones/ lavalier microphones, with

receivers and transmitters - with additional

cabling (XLR cabling to cameras) (per

piece)

1

103. Hire, supply and delivery of headset

microphone 1

104. Hire, supply and delivery of wireless

microphone with stand 1

105. Hire, supply and delivery of LCD

Projector: 2500-3000 Lumens 1


Projector: 3000 -4000Lumens 1





109. Photography- 300 Photos, 20 printed, 300

on DVD per day Job

110. Videography (Per Video Camera): Deliver

video on DVD, Broadcast quality Job

111. The supply and delivery of video camera

with complete ENG kit (HD camera- with

batteries and charger, lenses, camera

support, monitoring, on board light and

audio package - 2 lapel mics, shotgun

Set

32

microphone, boom pole, mixer,

headphones)

112. The supply delivery, mounting and use of

Video Camera Crane (Each) 1

113. Hire, supply delivery of video and audio

data mixing and switching with capacity to

Live Streaming on projection screens per

event

Set

114. Live Web Streaming per event Job

115. Live Feeds to Screen to facilitate

simultaneous display of speaker,

presentation and sign language interpreter

Job

116. Hire, Supply delivery and mounting of

LED Screens 1

117. Hire, Supply, delivery and mounting of

Touch Screens 32" with stand 1






seamless plasma wall (per square meter) 1


semi-seamless plasma wall (per square

meter)

1


backdrop LED Screen (4x6M) 1


outdoor backdrop LED Screen (per square

meter)

1


outdoor LED Screen (per square meter) 1

33


indoor LED Screen (per square meter) 1


plasma screens 46" with stand 1

127. Hire, supply and delivery of projector

screen (96"x96") 1


screen (120"x120") 1


screen (< 96"x96") 1

130. Hire, supply and delivery of Desktop

computer (Minimum Specifications: Type:

Workstation; Cabinet Form Factor: Tower;

Processor Type: 2nd Generation Core i5;

Number of Cores: Quad-Core; Processor

speed: Minimum 2.9GHz; RAM:

Minimum 4 GB; Hard Drive: Fixed; Hard

Drive Formatted Capacity: Minimum 500

GB; Optical Storage: DVD±RW; Screen

Size (inches): Flat screen 17" TFT; Screen

Technology: TFT active matrix; Audio

Output: Sound card; Networking Data Link

Protocol: Minimum 1 x Network - Ethernet

10Base-T/100Base-TX/1000Base; OS

Provided: Minimum Genuine Windows 8 -

64 Bit , Running MS Office; I/O ports:

Minimum of 6 Hi-Speed USB ports, one-

serial port, Media Card Reader, Audio

line out, RJ-45 port ; Key board: USB

Standard keyboard with enhanced Quiet

Keys; Mouse: 2 -Button USB Optical

Mouse. The Computer should be supplied

with associated cables.

1

34

131. Hire, supply and delivery of Laptop

(Minimum Specifications; Type: Laptop

Computer; Processor Type: Intel Core i5

processor; Memory: Minimum 4 GB

DDR3 memory; Hard Drive: Minimum

500GB; Optical Storage: DVD (+/-R);

Screen Size: Between 13” and 15”; Audio

Output: Sound card with standard stereo

speakers, Microphones jack, Headphone

jack (stereo); Networking: RJ-45 port that

supports 10/100/1000BASE-T networks;

Communication: Webcam and microphone

built into LCD; Battery Technology:

Lithium Ion Battery at least 6 Hours (6

cell) back up time; Power adapter to fit into

the British standard 3-pin socket; I/O Ports

: At least 3 USB,VGA, Audio I/ , RJ45, S-

video, one serial port, HDMI port; Input

devices: One USB Optical mouse; OS

Provided: Genuine windows 8 - 64-bit ;

Build- in devises : Wireless LAN card,

Bluetooth; Security: Please provide a

Security Lock for the laptop computer. The

Computer should be supplied with

associated cables.

1

132. Audio Visual cabling VGA cables, Power

cables, Audio cables, splitters, distribution

points etc. (per meter)

1

133. Numerous power sources for portable

audiovisual equipment. 1

134. Numerous power sources for each

exhibition tent audiovisual equipment. 1

35

135. Numerous power sources for each table at

conference rooms 1

136. The supply delivery and use of wide-angle

broadcast cameras with CCUs (XDCam or

similar) Std Lenses - Format 1920 X 1080

FULL HD (PAL) with tripods and all

necessary cabling

1

137. The supply and delivery of Studio lights

(with stands and diffusers) of variable

intensity, LED or fluorescent Kino-flo

Diva-Lite, or Tungsten, quartz, HMI.

1

138. The supply and delivery of secondary filler

lights and spots, with diffusers and

reflectors for background and filling

1

Equipment

139. The supply, delivery and installation of

indoor fan and A/C 1


indoor fans 1


indoor fans or A/C (able to be controlled

directly in the studio).

1

Generator

and power

distribution

142. Supply and delivery of Power Generator

(100KVA) to provide uninterrupted

silenced power supply

1

143. The design and deployment of power

distribution system to support

entertainment stages, PA systems, lighting,

audio visual and refreshment areas for both

indoor and outdoor events as per event

brief

Lot

36

Stage set up

144. Hire, supply, delivery and assembly of

raised outdoor stage (per square meter) and

risers/steps and ramp

1


raised indoor stage (per square meter) and

risers/steps and ramp

1


concert outdoor stage (per square meter)

and risers/steps and ramp

1


indoor conference stage (per square meter)

and risers/steps and ramp

1


stage trussing/ rigging for Sound and

Lighting

1


stage lighting (moving lights, spotlights,

effects lighting, mood lights etc.)

1

150. The supply and delivery of 50 seater

audience risers/bleachers for the placement

of banqueting seats to ensure elevated

platforms for seating (Per piece)

1

151. The supply delivery and stage fabrication

of a 9.6 M x 3.6 M raised stage 1

Carpets,

Flooring and

Dance floors

152. The supply delivery and installation of

runner 2 Meter width carpet (per meter) 1

153. The supply delivery and set up of red VIP

walkway 2Meter width carpet (per meter) 1


cord tile carpet (per square meter) 1


raised exhibition flooring (per square 1

37

meter)


velour executive floor in various color

carpet (per square meter)

1


portable modular temporary poly-

propylene outdoor flooring (per square

meter)

1


wooden vinyl carpet (per square meter) 1


dance floor (per square meter) 1

Mineral

Water

160. Supply and delivery of branded mineral

water (<500ml Each)- Max 2 logos in full

color

1


water (500ml Each)- Max 2 logos in full

color

1


water (1 Liter Each)- Max 2 logos in full

color

1


water (10 Liter Each)- Max 2 logos in full

color

1


water (20 Liter)- Max 2 logos in full color 1

165. Supply and delivery of branded white

water dispenser 1

166. Supply and delivery of branded disposable

200ml water caps- Max 2 logos in full

color

1

38

Mobile

Toilets

167. Hire and set up of VIP Mobile Toilets

(double units- male and female) with

adequate lighting, hand wash sink, with

soap, hand towels, mirror and maintenance

staff and toiletries (per day)

Unit

168. Hire and set up of Executive Mobile

Toilets (double units- male and female)

with adequate lighting, hand wash sink,

with soap, hand towels, mirror and

maintenance staff and toiletries (per day)

Unit

Ambulance

with

Paramedics

169. The hire of ambulance and paramedic

services per day 1

Security and

Crowd

Control

170. The supply and delivery of crowd control

barriers and barricade tape (per barrier)

171. The hire of security services and personnel

to provide security for event (rate per

personnel per day)

172. The hire of security services and armed

personnel to provide security for event

(rate per personnel per day)


security screening machine to screen both

event participants and language

1

Exhibition

set up

174. The supply, delivery, mounting and

labeling of 3m x 3m x 2.5mH white

exhibition shell scheme with 3 sides made

with aluminum framing system into which

the white lightweight panels slid, name

Panels/Board, the design, printing and

39

placement of signage on name panel/

board. The booth will be mounted on a

carpeted floor and have 2 power sockets

and adequate exhibition lighting

175.

The design and fabrication of exhibition

hall, booth/area as per brief (3x3M

exhibition area)

176. The design, fabrication of exhibition hall,

booth/area as per brief. For the design of

exhibition area, logo’s, logo placement,

paintwork, electrical and lighting, exterior

branding, banner branding (cost per square

meter)

Transport

Full Day hire and branding of courtesy bus

to transport guests, panelists and other

persons as per brief

177. 9 seater van

1

178. 25 seater shuttle bus

1

179. 25-33 Seater shuttle bus

1

180. 33-65 seater shuttle bus

1

Decor

181. The supply and provision of decor services

that should have in the very least

backdrops, canopies, fabric draping, banner

branding, chair covers, cushions, tie backs,

full room/tent fabric draping, ceremony

décor, floral designs and arrangements,

café; Lighting, up-Lighting, golden canopy

Lot

40

lighting, fairy lighting, Edison lighting,

flood lights, gobo projection / monogram

lighting, lanterns with LED lights, crystal

chandeliers, potted plants, table linen and

overlays, branded napkin rings, branded

tablemats centerpieces, sliver tray, tray

cushion and scissors with bows and ribbon,

party favors and giveaways, appropriate

branded signage, banner branding, posters

and snapper frames, buntings, media

banners, branding of lifts floors, branding

of walls, windows and other surfaces as

appropriate in CA Corporate Colors (Royal

Blue, Black, White) Digital migration

Colors (Red, Black), Kikao Kikuu

(Yellow, Black, Blue, White) Service

charter colour (Mangenta, Cyan and Egg

Yolk Yellow) or as per brief

182. The branding of buildings, surfaces and

outdoor spaces in full colour as per brief

and and may include include exterior

branding, signage/signboards, hand

painting of exterior walls, arena roofs,

pillars, crowd barricades, access gates e.t.c.

Lot

183. The design supply, delivery and mounting

of standard size corporate flag and pole

(Cost per flag)

1


of standard size country flag and pole (Cost

per flag)

1


of standard size corporate table flag and

pole (Cost per flag)

1

41


of standard size country table flag and pole

(Cost per flag)

1


of standard size corporate hand flag and

pole (Cost per flag)

1


of standard size country hand flag and pole

(Cost per flag)

1


of standard size flag and pole as per

designs in full colour (Cost per flag)

190. The design supply, delivery and placement

of country name board holders and name

cards

1

191. The design, supply, delivery and mounting

of double sided heavy duty PVC buntings

printed in Full color (cost per 10 m)

1

192. The supply delivery, branding and

mounting of inflatable finish line arches

with appropriate arch accessories

1

193. The purchase and placement of

presidential portrait as per brief 1

Unveil

Concept 194.

The design, production and mounting of

embossed/engraved brass plaque 24’x18’ 1

195. The design, production and mounting of

branded metal tags printed/

engraved/embossed in full colour 2’x1’

1

196. The development, presentation and

execution of unveil concept for event as

per brief (Cost per concept per event)

1

42

Unveil Kit

197. The freestanding standing plaque unveil kit

with curtains with pull cord operation at a

comfortable height

1

198. The mounting of full length unveiling

curtains fitted to a circular rail to facilitate

the unveiling any stand alone artwork

1

199. The supply, delivery and mounting of

spectacular unveil including but not limited

to release of cluster of balloons,

multicolored confetti, smoke, bubbles,

lighting e.t.c

1

Road Show

Truck

200. Hire and branding of 40ft road show truck

to create publicity as per brief and based on

preapproved route plan. Truck to be

branded by supplier as per approved

designs (cost of hire per day) 1

201. Hire and branding of 20ft road show truck

to create publicity as per brief and based on

preapproved route plan. Truck to be

branded by supplier as per approved

designs (cost of hire per day) 1

202. Hire and mounting of Public Address

system in Road show truck and installation

of Generator to power all equipment in

road show 1

County and

Government

Agency

Permits



Agency’s for carrying out indoor and

outdoor events as per brief e.g. NEMA,

KCB, KFC, KFCB etc. 1


Government and relevant Government 1

43

Agency’s for payment for branded staff

publicizing the event (cost per branded

personnel)



Agency’s for payment and stamping of CA

fliers for distribution (cost per flier) 1



Agency’s the funfair (cost per roadshow) 1

Catering

207. The outsourcing of catering to include 5-

course menu, food, drinks and service from

five star hotels. For the purpose of this

tender, the proposed menu should in the

very least comprise of: Salads, soup,

proteins, carbohydrates, vegetables, dessert

and drink (Cost per pax)

1

208. The outsourcing of catering to include 3- 5-

course food, drinks and service from highly

reputable hotels. For the purpose of this





1

209. The outsourcing of outside catering to

include 5 course menu, food, drinks and

service from reputable hotels outside

catering fee. For the purpose of this tender,

the proposed menu should in the very least

comprise of: Salads, soup, proteins,

carbohydrates, vegetables, dessert and

drink (Cost per pax)

1

44

210. The outsourcing of outside catering to

include 3- 5 course food, drinks and

service from reputable hotels outside

catering fee. For the purpose of this





1

211. The outsourcing of 5 star continental/

English breakfast (cost per pax) 1

212. The outsourcing of enhanced breakfast

(high tea) to include 5 star continental/

English breakfast (Cost per pax)

1

213. The outsourcing and provision of full

conference package to include writing

materials, water, mints, teas and lunch

from a highly reputable hotel (cost per pax)

1

214. The outsourcing of cocktail with enhanced

menu including curving, bitings including

vegetarian menu and drinks as per

consumption highly reputable hotel (cost

per pax)

1

215. The outsourcing of catering to include 5-

course dinner menu, food, drinks and

service from five star hotels. For the

purpose of this tender, the proposed menu

should in the very least comprise of:

Salads, soup, proteins, carbohydrates,

vegetables, dessert and drink (Cost per

pax)

1

216. The outsourcing of catering to include 3- 5

course dinner menu, food, drinks and

service from reputable hotels. For the

1

45

purpose of this tender, the proposed menu

should in the very least comprise of:

Salads, soup, proteins, carbohydrates,

vegetables, dessert and drink (Cost per

pax)

Entertainmen

t

217. The outsourcing of live band with

knowledge of wide range of music to

entertain guests that cut across all age

brackets to play in the very least

contemporary, soul, country, rock and

rumba music etc. per day

1

218. The outsourcing dancers/ acrobats per day

1

219. The outsourcing skaters per day

1

220. The outsourcing of DJ services per day

guests that cut across all age brackets to

play in the very least contemporary, soul,

country, rock and rumba music etc. per day

1

221. The outsourcing of children’s

entertainment to include puppets,

jumpsuits, dress-up, gamming stations,

bouncing castles, camel and horse ride e.t.c

Lot

222. The hire and set up of photo booth and

photo booth props and instant print out of

photos on predesigned, preapproved design

background for full day hire

Lot

223. The outsourcing of stand up comedian per

day 1

224. The outsourcing of a choir to entertain

guests that cut across all age brackets to

play in the very least contemporary, soul,

1

46

country, rock and rumba music etc. per day

Moderator

(Conferences

, meetings,

forums)

225. The scouting and securing of moderator

based on brief of the event. Indicate fees.

(Provide names of 3 proposed moderators

and indicate the rates of the one with

heighted charges/fees). In the very least,

the moderator should posses the following

characteristics: Is Neutral: Possess ability

to respect open dialogue and encourage a

balanced view of the subject matter under

discussion: Authoritative: Ability to

manage the speakers and control the

audience: Confident: Ability to present

matters confidently and be at ease with

various medium (TV/ radio coverage):

Spontaneous and flexible: Knowledgeable:

Posses hands on knowledge on ICT

regulation, Consumer protection,

communication technology and services

and ability to acquire requisite in depth

knowledge on the forum subject matter:

Understanding—the moderator should take

time to familiarize him/herself with the

goals of the forum: Prepare report of the

forum as per terms of reference in this

document

1

226. Moderator Transport cost per day 1

227. Moderator Accommodation Cost per day 1

47

Master of

Ceremony

228. The scouting and securing of MC based on

brief of the event and specifically provision

of MC Services during CA Corporate

events Indicate fees (Allowances) (Provide

names of 3 proposed MC's and indicate the

rates of the one with heighted

charges/fees). In the very least, the MC

should posses the following characteristics:

Is time conscious: Possess ability to respect

proposed program and progress activities

as scheduled. Humorous: is sociable and

able to engage participants. Confident:

Ability to present matters confidently and

be at ease with various medium (TV/ radio

coverage): Spontaneous and flexible:

Knowledgeable: Posses hands on

knowledge on ICT regulation,

communication technology and services

and ability to acquire requisite in depth

knowledge on the theme of the event:

Understanding: the MC should take time to

familiarize him/herself with the objectives

of the event. Stand up comedy would be an

added advantage

1

229. MC Transport cost per day 1

230. MC Accommodation Cost per day 1

Panelists:

231. Fees (Allowances). The disbursement to

panelists shall be made as and when

directed by CA. A nominal fee of KShs.

10,000.00 per panelist. Issue payment

7

48

vouchers/receipt confirming panelist has

been facilitated.

232. Accommodation and transport allowance

for 2 nights. A nominal fee of Kshs.

10,000.00 per night to be disbursed upon

arrival and as directed by CA. Issue

Payment vouchers/receipt confirming

panelist has been facilitated.

7

Sign

Language

Interpreters

233. Interpreters Fees: The provision of

professional Kenya sign language

interpretation services The interpreters

should in the very least be members of the

Kenya Sign Language Association and

recommended by the Kenya National

Association of the Deaf. Please note that

the interpretation will be carried out in both

English and Kiswahili and may be

technical in nature.

2

234. Accommodation and transport for Sign

language interpreters per night 2

Hostesses

235. Identification and provision of hostess

services (per day) to direct guests in venue

location, airport reception, event reception,

provision of hospitality service, collection

of feedback forms participants etc.

5

236. Hostess Attire- The design, production and

delivery of decently designed attire to suit

the occasion and stitched on cotton/

polyester fabric and shoes (Designs and

accessories MUST be approved by CA)

5

Road Show

Personnel 237.

Supervisor: The costs associated with

supervising the day to day execution of the 1

49

roadshow plans and as approved road show

plan

238. MC: The provision of MC Services during

the roadshow route as to publicize the

County ICT Forum as per the brief. The

MC should be popular personality and

preferably known by the County residents

and shall be stationed on the Roadshow

truck/rig 1

239. Entertainers/ Dancers/ skaters: Provision of

professional entertainment services in the

very least incorporate dancers, professional

skaters during roadshow to draw crowds to

roadshow as per brief. 1

240. Road Show Staff: The distribution of fliers

and provision of information to the public

about the forum at road show route Job

241. Security: The provision of security services

during the road shows and co-ordination of

security with Law enforcement as and

when required. Job

242. DJ: Provision of DJ services to draw

crowds to the road show and publicize

about the County ICT Forum as per brief 1

Event

personnel

243. Casuals for the execution of various

assignments as per brief e.g. cleaning of

venue e.t.c

Airport

reception

Services (

Meet and

greet for VIP

244. Provision of airport reception services per

day, these are costs over and above the cost

of hostesses

Job

50

guests)

Grand total unit cost inclusive of all taxes

51

ORDERING

1. The Authority will procure the items/services mentioned above as and when required during the

contract period through call offs orders when necessary.

(2) Individual orders shall clearly describe all services to be performed or goods to be delivered or

works to be done so that the full cost or price for the performance of the work can be established when

the order is placed..

(3) Orders may be placed by using any means, e.g. electronically (faxed, etc), as specified in the

contract.

Notes: -

i. All the unit cost submitted should be inclusive of all applicable taxes

23. Contacting Communications Authority of Kenya

23.1 Any communication to CA by a bidder in regard to this tender shall be in writing and any

response by the latter regarding the same shall also be in writing

24. Post-qualification

24.1 CA will determine to its satisfaction whether the tenderer that is selected as having submitted the

lowest evaluated responsive tender is qualified to perform the contract satisfactorily.

24.2 The determination will take into account the Tenderer’s production capabilities. It will be based

upon an examination of the documentary evidence of the Tenderer’s qualifications submitted, as

CA deems necessary and appropriate.

24.3 An affirmative determination will be a prerequisite for award of the contract to the tenderer. A

negative determination will result in rejection of the Tenderer’s tender, in which event CA will

proceed to the next lowest evaluated tender to make a similar determination of the Tenderer’s

capabilities to perform satisfactorily.

25. Award Criteria

25.1 Subject to paragraph 10, 23 and 28 CA will award the contract to the successful tenderer(s) whose

tender has been determined to be substantially responsive and has been determined to be the lowest

evaluated tender, provided further that the tenderer is determined to be qualified to perform the

contract satisfactorily.

26. Communications Authority of Kenya’s Right to Vary Quantities

52

26.1 CA reserves the right at the time of contract award to increase or decrease the quantity of items

originally specified in the Schedule of requirements without any change in unit price or other terms

and conditions.

27. CA Reserves Right to Accept or Reject Any or All Tenders

27.1 CA reserves the right to accept or reject any tender, and to annul the tendering process and reject

all tenders at any time prior to contract award, without thereby incurring any liability to the

affected tenderer or tenderers or any obligation to inform the affected tenderer or tenderers of the

grounds for CA’s action.

28. Notification of Award

28.1 Prior to the expiration of the period of tender validity, CA will notify the successful tenderer in

writing that its tender has been accepted.

28.2 The notification of award will constitute the formation of the Contract

28.3 Upon the successful Tenderer’s furnishing of the performance security pursuant to paragraph 31,

CA will promptly notify unsuccessful Tenderer and will discharge its Bid Security, pursuant to

paragraph 14.

29. Signing of Contract

29.1 At the same time as CA notifies the successful tenderer that its tender has been accepted, it will

send the tenderer the Contract Form provided in the tender document, incorporating all

agreements between the parties.

29.2 Within thirty (30) days of receipt of the Contract Form, the successful tenderer shall sign and

date the contract and return it to CA.

30 Performance Security- where applicable

30.1 The performance contract will be issued in accordance with the Conditions of the Contract, in the

Performance Security Form provided in the tender documents. The performance security shall be

in the form of letter of credit issued by a reputable bank carrying on business within Kenya and

acceptable to the Authority and the supplier,

30.2 Failure of the successful tenderer to comply with the requirement of paragraph 30 or paragraph

31 shall constitute sufficient grounds for the annulment of the award and forfeiture of the, in

which event CA may make the award to the next lowest evaluated Candidate or call for new

tenders.

53

SECTION III GENERAL CONDITIONS OF CONTRACT

31. Definitions

In this contract the following terms shall be interpreted as indicated

(i) “The contract” means an agreement entered into between CA and the tenderer as

recorded in the contract form signed by the parties, including all attachments and

appendices thereto and all documents incorporated by reference therein.

(ii) “The contract price” means the price payable to the tenderer under the contract for

the full and proper performance of its contractual obligations

(iii) “ The services” means services to be provided by the contractor including

materials and incidentals which the tenderer is required to provide to CA under

the contract.

(iv) “CA” means organization sourcing for the services under this contract.

(v) “The Contractor” means the individual or firm providing the services under this

contract.

(vi) “Day” means calendar day

(vii) “SCC” means special conditions of contract

(viii) “corrupt practice” means the offering, giving, receiving or soliciting of anything

of value to influence the action of a public official in the procurement process or

in contract execution; and

(ix) “fraudulent practice” means a misrepresentation of facts in order to influence a

procurement process or the execution of a contract to the detriment of CA, and

includes collusive practice among tenderer (prior to or after tender submission)

designed to establish tender prices at artificial non-competitive levels and to

deprive CA of the benefits of free and open competition;

32 Application These General Conditions shall apply to the extent that provisions of other part of contract do not

supersede them.

54

33. Standards

33.1 The services provided under this Contract shall conform to the standards mentioned in the

Schedule of requirements

34 Patent Right’s The tenderer shall indemnify CA against all third-party claims of infringement of patent,

trademark, or industrial design tights arising from use of the services under the contract or any

part thereof.

35 Inspections and Tests

35.1 CA or its representative shall have the right to inspect and/or to test the services to confirm their

conformity to the Contract specifications. CA shall notify the tenderer in writing, in a timely

manner, of the identity of any representatives retained for these purposes.

35.2 The inspections and tests may be conducted on the premises of the tenderer or its

subcontractor(s). If conducted on the premises of the tenderer or its subcontractor(s), all

reasonable facilities and assistance, including access to drawings and production data, shall be

furnished to the inspectors at no charge to CA.

35.3 Should any inspected or tested services fail to conform to the Specifications, CA may reject the

services, and the tenderer shall either replace the rejected services or make alterations necessary

to meet specification requirements free of cost to CA.

35.4 Nothing in paragraph 3.7 shall in any way release the tenderer from any warranty or other

obligations under this Contract.

36 Payment

36.1 The method and conditions of payment to be made to the tenderer under this Contract shall be

specified in SCC

37 Prices

Prices charged by the contractor for services performed under the Contract shall not, with the

exception of any Price adjustments authorized in SCC , vary from the prices by the tenderer in its

tender or in CA’s request for tender validity extension as the case may be. No variation in or

modification to the terms of the contract shall be made except by written amendment signed by

the parties.

38. Assignment

The tenderer shall not assign, in whole or in part, its obligations to perform under this contract,

except with CA’s prior written consent.

55

39 Termination for Default

CA may, without prejudice to any other remedy for breach of Contract, by written notice of

default sent to the tenderer, terminate this Contract in whole or in part:

a) if the tenderer fails to provide any or all of the services within the period(s) specified in the

Contract,

b) if the tenderer fails to perform any other obligation(s) under the Contract.

c) if the tenderer, in the judgment of CA has engaged in corrupt or fraudulent practices in

competing for or in executing the Contract.

In the event CA terminates the Contract in whole or in part, it may procure, upon such terms and

in such manner, as it deems appropriate, services similar to those undelivered, and the tenderer

shall be liable to CA for any excess costs for such similar services.

40. Termination of insolvency

CA may at the any time terminate the contract by giving written notice to the contractor if the

contractor becomes bankrupt or otherwise insolvent. In this event, termination will be without

compensation to the contractor, provided that such termination will not produce or affect any

right of action or remedy, which has accrued or will accrue thereafter to CA.

41. Termination

41.1 CA by written notice of 30 days sent to the contractor may terminate the contract in whole at any

time for its convenience. The notice of termination shall specify that the termination is for CA

convenience, the extent to which performance of the contractor of the contract is not satisfactory

and the date on which such termination becomes effective.

41.2 For the remaining part of the contract after termination CA may elect to cancel the services and

pay to the contractor on agreed amount for partially completed services.

42. Resolution of disputes

CA’s and the contractor shall make every effort to resolve amicably by direct informal

negotiations any disagreement or dispute arising between them under or in connection with the

contract.

If after thirty (30) days from the commencement of such informal negotiations both parties have

been unable to resolve amicably a contract dispute either party may require that the dispute be

referred for resolution to the formal mechanisms specified in the SCC.

56

43. Governing Language

The contract shall be written in the English language. All correspondence and other documents

pertaining to the contract, which are exchanged by the parties, shall be written in the same

language.

44. Force Majeure

The contractor shall not be liable for forfeiture of its performance security, or termination for

default if and to the extent that its delay in performance or other failure to perform its obligations

under the Contract is the result of an event of Force Majeure.

45. Applicable Law.

The contract shall be interpreted in accordance with the laws of Kenya unless otherwise specified

in the SCC

46. Notices

Any notices given by one party to the other pursuant to this contract shall be sent to the other

party by post or by fax or E-mail and confirmed in writing to the other party’s address specified

in the SCC

A notice shall be effective when delivered or on the notices effective date, whichever is later.

57

SECTION IV SPECIAL CONDITIONS OF CONTRACT

4.1 Special conditions of contract shall supplement the general conditions of contract, wherever

there is a conflict between the GCC and the SCC, the provisions of the SCC herein shall prevail

over those in the GCC.

4.2 Special conditions of contract with reference to the general conditions of contract.

General conditions of contract

reference

Special conditions of contract

3.6 Fill, sign Tender Security Declaration

Form and stamp.

3.8 The terms of payment shall be within 30

days from the date of inspection

and acceptance of the goods and upon

receipt of an official invoice

3.9 There is no Price adjustments within

the contract period

3.14 Resolution of disputes shall be through

Arbitration. Appointment of arbitrator to

be conducted as per the Arbitration Act

3.17 Kenyan laws are applicable

58

SECTION V – SCHEDULE OF REQUIREMENTS

The resultant framework contract shall be serviced through LPO’s on “as need arise basis”

59

SECTION VI - STANDARD FORMS

SECTION VI - STANDARD FORMS

1. Form of tender (To be filled )

2. Contract form

3. Bank guarantee for advance payment

4. Confidential Questionnaire form (To be filled )

5. Tender Security Declaration form (To be filled )

6. Self-declaration that the person/tenderer is not debarred in the matter of the

public procurement and asset disposal act 2015. (To be filled )

7. RB1 form

60

FORM OF TENDER

Date____________________________

Tender No._______________________

To……………………..

…………………………..

[Communications Authority of Kenya P.O. Box 14448Nairobi 00800]

Gentlemen and/or Ladies,

1. Having examined the tender documents including Addenda

No…………………………..Insert numbers.

the of which is hereby duly acknowledged, wed, the undersigned, offer to provide.

[Provision of event management services].

in conformity with the said tender documents for the sum of . [Total tender amount in words and

figures………………………………………..…………................................................].

or such other sums as may be ascertained in accordance with the Schedule of Prices attached

herewith and made part of this Tender.

2. We undertake, if our Tender is accepted, to provide the services in accordance with the services

schedule specified in the Schedule of Requirements.

3. If our Tender is accepted, we will obtain the tender guarantee in a sum equivalent to _____ percent

of the Contract Price for the due performance of the Contract, in the form prescribed by (Procuring

entity).

4. We agree to abide by this Tender for a period of [number] days from the date fixed for tender

opening of the Instructions to tenderers, and it shall remain binding upon us and may be accepted at

any time before the expiration of that period.

5. Until a formal Contract is prepared and executed, this Tender, together with your written acceptance

thereof and your notification of award, shall constitute a binding Contract between us.

Dated this _________________ day of_________________ 20

[signature] [In the capacity of]

Duly authorized to sign tender for and on behalf of___________

61

CONTRACT FORM

THIS AGREEMENT made the ___day of _____20____between…………[CA] of

……………….[KENYA]( hereinafter called “CA”) of the one part and ……………………[name of

tenderer] of ……….[city and country of tenderer](hereinafter called “the tenderer”) of the other part.

WHEREAS CA invited tenders for certain materials and spares. Viz……………………..[brief

description of materials and spares] and has accepted a tender by the tenderer for the supply of those

materials and spares in the spares in the sum of ………………………………………[contract price in

words and figures]

NOW THIS AGREEMENT WITNESSETH AS FOLLOWS:

1. In this Agreement words and expressions shall have the same meanings as are respectively assigned

to them in the Conditions of Contract referred to.

2. The following documents shall be deemed to form and be read and construed as part

of this Agreement, viz.:

(a) the Tender Form and the Price Schedule submitted by the tenderer;

(b) the Schedule of Requirements;

(c) the Technical Specifications;

(d) the General Conditions of Contract;

(e) the Special Conditions of Contract; and

(f) CA’s Notification of Award.

3. In consideration of the payments to be made by CA to the tenderer as hereinafter mentioned, the

tenderer hereby covenants with CA to provide the services in conformity to all respects with the

provisions of the Contract

4. CA hereby covenants to pay the tenderer in consideration of the provision of events management

services, the Contract Price or such other sum as may become payable under the provisions of the

contract at the times and in the manner prescribed by the contract.

IN WITNESS whereof the parties hereto have caused this Agreement to be executed in

accordance with their respective laws the day and year first above written.

Signed, sealed, delivered by___________the _________(for CA)

Signed, sealed, delivered by___________the __________(for the tenderer)

In the presence of_______________.

62

CONFIDENTIAL BUSINESS QUESTIONNAIRE

You are requested to give the particulars indicated in Part 1 and either Part 2 (a), 2(b) or 2(c) whichever

applied to your type of business.

You 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 ........................ Tel No. ................................... Fax Email ................................

Nature of Business ....................................................................................................................

Registration Certificate No. .......................................................................................................

Maximum value of business which you can handle at any one time – Kshs. ........................

Name of your bankers ................................................................................................................

Branch .........................................................................................................................................

Part 2 (a) – Sole Proprietor

Your name in full……………………….Age………………………………………….

Nationality……………………………Country of Origin……………………………..

Citizenship details

……………………………………………………..

Part 2 (b) – Partnership

Given details of partners as follows

Name Nationality Citizenship details Shares

1. …………………………………………………………………………………………

2. …………………………………………………………………………………………

3. …………………………………………………………………………………………

4. …………………………………………………………………………………………

Part 2 (c) – Registered Company

Private or Public

State the nominal and issued capital of company

Nominal Kshs.

Issued Kshs.

Given details of all directors as follows

Name Nationality Citizenship details Shares

1. …………………………………………………………………………………………

2. …………………………………………………………………………………………

3. …………………………………………………………………………………………

4. …………………………………………………………………………………………

Date……………………………………….Signature of Candidate………………………..

63

BANK GUARANTEE FOR ADVANCE PAYMENT

To…………………………

[name of tender]………………………………………

Gentlemen and/or Ladies:

In accordance with the payment provision included in the special conditions of contract, which amends

the general conditions of contract to provide for advance payment,

…………………………………………………………………

[name and address of tenderer][hereinafter called “the tenderer”] shall deposit with CA a bank guarantee

to guarantee its proper and faithful performance under the said clause of the contract in an amount

of …………………………………………………………………………………………

[amount of guarantee in figures and words].

We, the ………………………………………………………………………………

[bank or financial institution], as instructed by the tenderer, agree unconditionally and irrevocably to

guarantee as primary obligator and not as surety merely, the payment to CA on its first demand without

whatsoever right of objection on our part and without its first claim to the tenderer, in the amount not

exceeding [amount of

guarantee in figures and words].

We further agree that no change or addition to or other modification of the terms of the Contract to be

performed thereunder or of any of the Contract documents which may be made between CA and the

tenderer, shall in any way release us from any liability under this guarantee, and we hereby waive notice

of any such change, addition, or modification.

This guarantee shall remain valid and in full effect from the date of the advance payment

received by the tenderer under the Contract until [date].

Yours truly,

Signature and seal of the Guarantors

____________________________________________________________

[name of bank or financial institution]

_____________________________________________________________

[address]

________________________________________________________________

[date]

64

LETTER OF NOTIFICATION OF AWARD

Address of Procuring Entity

_____________________

_____________________

To:

RE: Tender No.

Tender Name

This is to notify that the contract/s stated below under the above-mentioned tender have been awarded to

you.

1. Please acknowledge receipt of this letter of notification signifying your acceptance.

2. The contract/contracts shall be signed by the parties within 30 days of the date of this letter but

not earlier than 14 days from the date of the letter.

3. You may contact the officer(s) whose particulars appear below on the subject matter of this letter

of notification of award.

(FULL PARTICULARS)

SIGNED FOR ACCOUNTING OFFICER

65

TENDER-SECURING DECLARATION FORM

The Bidders should complete in this Form in accordance with the instructions indicated

Date: ………………….. ..Of Bid Submission] Tender No……….

To: Communications Authority of Kenya.

We, the undersigned, declare that:

1 We understand that, according to your conditions, bids must be supported

By a Bid-Securing Declaration.

2 We accept that we will automatically be suspended from being eligible for

Bidding in any contract with CA for the period of time of one (1) year starting on 6th February

2019, if we are in breach of Our obligation(s) under the bid conditions, because we –

(a) Have withdrawn our Bid during the period of bid validity specified

By us in the Bidding Data Sheet; or

(b) Having been notified of the acceptance of our Bid by the Purchaser

During the period of bid validity,

(i) fail or refuse to execute the Contract, if required, or

(ii) fail or refuse to furnish the Performance Security, in

Accordance with the ITT.

3 We understand that this Bid Securing Declaration shall expire if we are

Not the successful Bidder, upon the earlier of

(i) Our receipt of a copy of your notification of the name of the

Successful Bidder; or

(Ii) twenty-eight days after the expiration of our Tender.

4 We understand that if we are a Joint Venture, the Bid Securing

Declaration must be in the name of the Joint Venture that submits the bid,

And the Joint Venture has not been legally constituted at the time of

Bidding, the Bid Securing Declaration shall be in the names of all future

Partners as named in the letter of intent.

Signed:……………………………………………………………………….. In the

Capacity of ……………………………………………………………………………….

[Insert legal capacity of person signing the Bid Securing Declaration]

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

Duly authorized to sign the bid for and on behalf of:………………………………………. [Insert

complete name of Bidder]

Dated on …………………. day of ……………., ………………. [Insert date of signing

SELF-DECLARATION THAT THE PERSON/TENDERER IS

NOT DEBARRED IN THE MATTER OF THE PUBLIC

PROCUREMENT AND ASSET DISPOSAL ACT 2015.

I, ……………………………………., of Post Office Box ........................................ being a

resident of ………………………………….. in the Republic of

…………………………….

do hereby make a statement as follows:-

1. THAT I am the Company Secretary/ Chief Executive/Managing Director/Principal Officer/Director of

………....……………………………….. (insert name of the Company) who is a Bidder in respect of Tender No.

………………….. for .............................................................................................. (insert

tender title/description) for ......................................................... ( insert name of the Procuring

entity) and

duly authorized and competent to make this statement.

2. THAT the aforesaid Bidder, its Directors and subcontractors have

not been debarred from participating in procurement proceeding under Part IV of the Act.

3. THAT what is deponed to herein above is true to the best of my

knowledge, information and belief.

…………………………………. ……………………………….

………………………

(Title) (Signature) (Date) Bidder

Official Stamp

67

FORM RB 1

REPUBLIC OF KENYA

PUBLIC PROCUREMENT ADMINISTRATIVE REVIEW BOARD

APPLICATION NO…………….OF……….….20……...

BETWEEN

…………………………………………….APPLICANT

AND

…………………………………RESPONDENT (Procuring Entity)

Request for review of the decision of the…………… (Name of the Procuring Entity) of

……………dated the…day of ………….20……….in the matter of Tender No………..…of

…………..20…

REQUEST FOR REVIEW

I/We……………………………,the above named Applicant(s), of address: Physical

address…………….Fax No……Tel. No……..Email ……………, hereby request the Public

Procurement Administrative Review Board to review the whole/part of the above mentioned

decision on the following grounds , namely:-

1.

2.

etc.

By this memorandum, the Applicant requests the Board for an order/orders that: -

1.

2.

etc

SIGNED ……………….(Applicant)

Dated on…………….day of ……………/…20…

FOR OFFICIAL USE ONLY

68

Lodged with the Secretary Public Procurement Administrative Review Board on ………… day

of ………....20….………

SIGNED

Board Secretary