Notes, Standard Forms and Preliminaries: Proposed Renovation and Extension of The Agriculture Laboratory Building

PROPOSED RENOVATION AND EXTENSION OF THE AGRICULTURE LABORATORY BUILDING
NOTES, STANDARD FORMS AND PRELIMINARIES
SPECIAL NOTES
1. Tenders shall be submitted on the form of tender attached hereto and all blanks in this
form and in the schedules attached to the specification shall be completed.
2. No alteration shall be made on the form of tender or in the specifications and schedules.
3. The tenderer (whether his tender is accepted or not) and all other recipients of the
specification and documents shall treat the details of specification and the documents
attached thereto as private and confidential.
4. The employer does not bind himself to accept the lowest or any tender and will not be
responsible for or pay for expenses or losses which may be incurred by any tenderer in
the preparation of this tender.
5. It will be presumed that the tenderer will have visited the site, and to have taken into
consideration any special difficulties and requirements not referred to herein but
associated with a new plant being installed to serve a new or existing buildings, as the
case maybe, and to have made allowance for such in this tender.
6. All items of additional information, issued to tenderers prior to the time for closing the
bids, shall become a part of the Contract Documents and shall be included in the
proposals.
7. The tenderer shall, where applicable, provide leaflets and catalogues giving technical and
physical details of the fittings being offered by him as an integral part of his bid.
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8. Unless otherwise specified in the particular specification, Tenderers shall assume that all
fittings required will be import duty paid.
9. The Contractor is required to check the numbers of the pages of these Bills of Quantities
against the contents stated in the content page and should he find any missing, in
duplicate or indistinct, he must inform the Project Manager at once and have the same
rectified.
10. Should the Contractor be in doubt about the precise meaning of any item or figure, for
any reason whatsoever, he shall inform the Project Manager in order that the correct
meaning may be established before the date for submission of tenders.
11. No liability will be admitted or claim allowed in respect of errors in the Contractor’s
tender due to mistakes in the Bills of Quantities which should have been rectified in the
manner described above.
12. The accurate ordering of materials is the sole responsibility of the contractor in
accordance with the final drawings and the instructions from the Project Manager. No
claim for any loss or expense will be entertained for orders for materials based upon Bills
of Quantities.
13. The successful tenderer shall be required to enter in a subcontract agreement with the
main contractor under the terms of the KABCEC conditions of subcontract.
14. The copyright of these Bills of Quantities is vested in the Project Manager and no
reproduction in part or in whole may be carried out without their express or written
consent.
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FORM OF TENDER
TO: ___________________________________________ [Name of Employer)

____________[Date]
_____________________________________________________________ [Name of
Contract]
At ________________________________
Dear Sir,
1. In accordance with the Conditions of Contract, Specifications, Drawings and Bills of

Quantities for the execution of the above named Works, we, the undersigned offer to construct,
install and complete such Works and remedy any defects therein for the sum of
Kshs._________________________________________________[Amount in figures]
Kenya Shillings_____________________________________________________________
__________________________________________________________[Amount in words]
2. We undertake, if our tender is accepted, to commence the Works as soon as is reasonably

possible after the receipt of the Project Manager’s notice to commence, and to complete the
whole of the Works comprised in the Contract within __________________________weeks.
3. We agree to abide by this tender until ___________________ [Insert date], and it shall remain
binding upon us and may be accepted at any time before that date.
4. Unless and until a formal Agreement is prepared and executed this tender together with your
written acceptance thereof, shall constitute a binding Contract between us.
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5. We understand that you are not bound to accept the lowest or any tender you may receive.
Dated this ___________ day of ___________________20___________________________
Signature ___________________________in the capacity of________________________
Duly authorized to sign tenders for and on behalf of

____________________________________
______________________________________________________ ______[Name of
Contractor]
of_____________________________________________________[Address of Contractor]
Witness; Name____________________________________________________________
Address_____________________________________
Signature____________________________________________________________
Date_______________________________________________________________
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FORM OF TENDER SECURITY
WHEREAS_____________________________________________ (hereinafter called “the

Tenderer”) has submitted his tender dated_____________________________ for the construction
of ____________________________________________________________________ (name of
Contract)
KNOW ALL PEOPLE by these presents that WE

____________________________________having our registered office at
_________________________________ (hereinafter called “the Bank”), are bound unto
_________________________________ (hereinafter called “the Employer”) in the sum of Kenya
shillings _________________________________ (Kshs. ___________________) for which
payment well and truly to be made to the said Employer, the Bank binds itself, its successors and
assigns by these presents sealed with the Common Seal of the said Bank this_________ Day
of___________________20______
THE CONDITIONS of this obligation are:
1. If after tender opening the tenderer withdraws his tender during the period of tender validity
specified in the instructions to tenderers
Or
2. If the tenderer, having been notified of the acceptance of his tender by the Employer during
the period of tender validity:
(a) fails or refuses to execute the form of Agreement in accordance with the
Instructions to Tenderers, if required; or
(b) fails or refuses to furnish the Performance Security, in accordance with the
Instructions to Tenderers;
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We undertake to pay to the Employer up to the above amount upon receipt of his first written
demand, without the Employer having to substantiate his demand, provided that in his demand the
Employer will note that the amount claimed by him is due to him, owing to the occurrence of one
or both of the two conditions, specifying the occurred condition or conditions.
This guarantee will remain in force up to and including thirty (30) days after the period of tender
validity, and any demand in respect thereof should reach the Bank not later than the said date.
___________________________
______________________________
[Date] [Signature of the Bank]
___________________________
______________________________
[Witness] [Seal]
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FORM OF PERFORMANCE BOND
To: ________________________________________ (Name of employer)

_________________(Date)
________________________________________________________ (Address of Employer)
Dear Sir,
WHEREAS ___________________________________________ (hereinafter called “the

Contractor”) has undertaken, in pursuance of Contract No. _____________ dated
_______________ to execute __________________________________________________
(hereinafter called “the Works”);
AND WHEREAS it has been stipulated by you in the said Contract that the Contractor shall furnish
you with a Bank Guarantee by a recognised bank for the sum specified therein as security for
compliance with his obligations in accordance with the Contract;
AND WHEREAS we have agreed to give the Contractor such a Bank Guarantee:
NOW THEREFORE we hereby affirm that we are the Guarantor and responsible to you, on behalf
of the Contractor, up to a total of Kshs. ___________________(amount of Guarantee in figures)
Kenya
Shillings______________________________________________________________________
_________________________________(amount of Guarantee in words), and we undertake to
pay you, upon your first written demand and without cavil or argument, any sum or sums within
the limits of Kenya Shillings
_______________________________________________________(amount of Guarantee in
words) as aforesaid without your needing to prove or to show grounds or reasons for your demand
for the sum specified therein.
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We hereby waive the necessity of your demanding the said debt from the Contractor before
presenting us with the demand.
We further agree that no change, addition or other modification of the terms of the Contract or of
the Works to be performed thereunder or of any of the Contract documents which may be made
between you and the Contractor shall in any way release us from any liability under this Guarantee,
and we hereby waive notice of any change, addition, or modification.
This guarantee shall be valid until the date of issue of the Certificate of Completion.
SIGNATURE AND SEAL OF THE GUARANTOR

___________________________________
Name of Bank __________________________________________________________
Address ______________________________________________________________
Date _________________________________________________________________
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QUALIFICATION INFORMATION
1. Individual Tenderers or Individual Members of Joint Ventures
1.1 Constitution or legal status of tenderer (attach copy or Incorporation Certificate);

Place of registration: ____________________________
Principal place of business _____________________________
Power of attorney of signatory of tender ____________________
1.2 Total annual volume of construction work performed in the last five years
Year Volume
Currency Value
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1.3 Work performed as Main Contractor on works of a similar nature and volume
over the last five years. Also list details of work under way or committed,
including expected completion date.
Project name Name of client and Type of work Value of contract

contact person performed and year (Kshs)
of completion
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1.4 Major items of Contractor’s Equipment proposed for carrying out the Works. List
all information requested below.
Item of Description, Condition (new, Owned, leased

Equipment Make and age good, poor) and (from whom?), or
(years) number available to be purchased
(from whom?)
1.5 Qualifications and experience of key personnel proposed for administration and
execution of the Contract. Attach biographical data.
Position Name Years of Years of experience

experience in proposed position
(general)
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1.6 Financial reports for the last five years: balance sheets, profit and loss statements,
auditor’s reports, etc. List below and attach copies.
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
1.7 Evidence of access to financial resources to meet the qualification requirements:

cash in hand, lines of credit, etc. List below and attach copies of supportive
documents.
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
1.8 Name, address and telephone, telex and facsimile numbers of banks that may
provide reference if contacted by the Employer.
__________________________________________________________________
_________________________________________________________________
1.9 Statement of compliance with the requirements of Clause 1.2 of the Instructions
to Tenderers.
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
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1.10 Litigation and arbitration history (attach affidavit)

__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
1.11 Proposed program (work method and schedule) for the whole of the Works.
2 Joint Ventures
2.4 The information listed in 1.1 – 1.10 above shall be provided for each partner of the
joint venture.
2.5 The information required in 1.11 above shall be provided for the joint venture.
2.6 Attach the power of attorney of the signatory(ies) of the tender authorizing
signature of the tender on behalf of the joint venture
2.7 Attach the Agreement among all partners of the joint venture ( and which is legally
binding on all partners), which shows that:
a) all partners shall be jointly and severally liable for the execution of the
Contract in accordance with the Contract terms;
b) one of the partners will be nominated as being in charge, authorized to incur

liabilities and receive instructions for and on behalf of any and all partners
of the joint venture; and
c) the execution of the entire Contract, including payment, shall be done

exclusively with the partner in charge.
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TENDER QUESTIONNAIRE
Please fill in block letters.
1. Full names of tenderer
______________________________________________________________________
2. Full address of tenderer to which tender correspondence is to be sent (unless an agent has
been appointed below)
______________________________________________________________________
Physical address _________________________________________________________
3. Telephone number (s) of tenderer
________________________________________________________________________
4. Fax number(s) of tenderer
_____________________________________________________________________
5. E-mail address of tenderer
_____________________________________________________________________
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6. Name of tenderer’s representative to be contacted on matters of the tender during the tender
period
______________________________________________________________________
7. Details of tenderer’s nominated agent (if any) to receive tender notices. This is essential if
the tenderer does not have his registered address in Kenya (name, address, telephone, telex)
______________________________________________________________________
____________________________
Signature of Tenderer
Make copy and deliver to:___________________________________(Name of Employer)
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CONFIDENTIAL BUSINESS QUESTIONNAIRE
You are requested to give the particulars indicated in Part 1 and either Part 2 (a), 2 (b) or 2 (c) and
2 (d) whichever applies 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 ;

Country/Town……………………….
Plot No……………………………………… Street/Road …………………………
Postal Address……………………………… Tel No………………………………..
Nature of Business…………………………………………………………………..
Current Trade Licence No…………………… Expiring date…………………
Maximum value of business which you can handle at any time: Kshs………………………..
Name of your bankers………………………………………………………………
Branch…………………………………………………………………………………
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Part 2 (a) – Sole Proprietor
Your name in full…………………………………… Age…………………………
Nationality………………………………… Country of Origin…………………
*Citizenship details …………………………………………………………………
Part 2 (b) – Partnership
Give details of partners as follows:
Name in full Nationality Citizenship Details Shares
1……………………………………………………………………………………………………
………
2……………………………………………………………………………………………………
………
3……………………………………………………………………………………………………
………
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Part 2(c) – Registered Company:
Private or public……………………………………………………………
State the nominal and issued capital of the Company-
Nominal Kshs…………………………………………………………………
Issued Kshs……………………………………………………………………
Give details of all directors as follows:
Name in full . Nationality. Citizenship Details*. Shares.
1.
………………………………………………………………………………………
2.
………………………………………………………………………………………
3.
………………………………………………………………………………………
4.
………………………………………………………………………………………
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Part 2(d) – Interest in the Firm:
Is there any person / persons in …………… ………(Name of Employer) who has interest
in this firm? Yes/No………………………(Delete as necessary)
I certify that the information given above is correct.
……………………… ……………………… …………………

(Title) (Signature) (Date)
 Attach proof of citizenship
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INSTRUCTIONS TO TENDERERS AND EVALUATION CRITERIA
1. General
1.1 The Employer as defined in the Appendix to Conditions of Contract invites tenders
for Works Contract as described in the tender documents. The successful tenderer
will be expected to complete the Works by the Intended Completion Date specified
in the tender documents.
1.2 All tenderers shall provide the Qualification Information, a statement that the
tenderer (including all members of a joint venture and subcontractors) is not
associated, or has not been associated in the past, directly or indirectly, with
the Consultant or any other entity that has prepared the design, specifications,
and other documents for the project or being proposed as Project Manager
for the Contract. A firm that has been engaged by the Employer to provide
consulting services for the preparation or supervision of the Works, and any
of its affiliates, shall not be eligible to tender.
1.3 In the event that pre-qualification of potential tenderers has been undertaken, only
tenders from pre-qualified tenderers will be considered for award of Contract.
These qualified tenderers should submit with their tenders any information
updating their original pre-qualification applications or, alternatively, confirm in
their tenders that the originally submitted pre-qualification information remains
essentially correct as of the date of tender submission.
1.4 Where no pre-qualification of potential tenderers has been done, all tenderers shall
include the following information and documents with their tenders, unless
otherwise stated:
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(a) copies of original documents defining the constitution or legal status, place
of registration, and principal place of business; written power of attorney of
the signatory of the tender to commit the tenderer,
(b) total monetary value of construction work performed for each of the last
five years,
(c) experience in works of a similar nature and size for each of the last five
years, and details of work under way or contractually committed; and names
and addresses of clients who may be contacted for further information on
these contracts,
(d) major items of construction equipment proposed to carry out the Contract
and an undertaking that they will be available for the Contract,
(e) qualifications and experience of key site management and technical

personnel proposed for the Contract and an undertaking that they shall be
available for the Contract.
(f) reports on the financial standing of the tenderer, such as profit and loss
statements and auditor’s reports for the past five years;
(g) evidence of adequacy of working capital for this Contract (access to line(s)
of credit and availability of other financial resources);
(h) authority to seek references from the tenderer’s bankers;
(i) information regarding any litigation, current or during the last five years, in
which the tenderer is involved, the parties concerned and disputed amount;
and
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(j) proposals for subcontracting components of the Works amounting to more

than 10 percent of the Contract Price.
1.5 Tenders submitted by a joint venture of two or more firms as partners shall comply
with the following requirements, unless otherwise stated:
(a) the tender shall include all the information listed in clause 1.4 above for
each
joint venture partner;
(b) the tender shall be signed so as to be legally binding on all partners;
(c) all partners shall be jointly and severally liable for the execution of the
Contract in accordance with the Contract terms;
(d) one of the partners will be nominated as being in charge,

authorised to incur liabilities, and receive instructions for and on behalf
of all partners of the joint venture; and
(e) The execution of the entire Contract, including payment, shall be done
exclusively with the partner in charge.
1.6 To qualify for award of the Contract, tenderers shall meet the following minimum
qualifying criteria;
(a) annual volume of construction work of at least 2.5 times the estimated
annual cashflow for the Contract;
(b) experience as main contractor in the construction of at least two works of a

nature and complexity equivalent to the Works over the last 10 years (to
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comply with this requirement, works cited should be at least 70 percent

complete);
(c) proposals for the timely acquisition (own, lease, hire, etc.) of the essential
equipment listed as required for the Works;
(d) a Contract manager with at least five years’ experience in works of an

equivalent nature and volume, including no less than three years as
Manager; and
(e) Liquid assets and/or credit facilities, net of other contractual commitments
and exclusive of any advance payments which may be made under the
Contract, of no less than 4 months of the estimated payment flow under this
Contract.
(f) The figures for each of the partners of a joint venture shall be added together
to determine the tenderer’s compliance with the minimum qualifying
criteria of clause 1.6 (a) and (e); however, for a joint venture to qualify, each
of its partners must meet at least 25 percent of minimum criteria 1.6 (a), (b)
and (e) for an individual tenderer, and the partner in charge at least 40
percent of those minimum criteria. Failure to comply with this requirement
will result in rejection of the joint venture’s tender. Subcontractors’
experience and resources will not be taken into account in determining the
tenderer’s compliance with the qualifying criteria, unless otherwise stated.
(g) Tenders that shall unreasonably deviate from the official estimate by either
being too high or too low (outside+10%) shall be considered unresponsive.
1.7 Each tenderer shall submit only one tender, either individually or as a partner in a
joint venture. A tenderer who submits or participates in more than one tender (other
than as a subcontractor or in cases of alternatives that have been permitted or
23
requested) will cause all the proposals with the tenderer’s participation to be
disqualified.
1.8 The tenderer shall bear all costs associated with the preparation and submission of
his tender, and the Employer will in no case be responsible or liable for those costs.
1.9 The tenderer, at the tenderer’s own responsibility and risk, is encouraged to visit
and examine the Site of the Works and its surroundings, and obtain all information
that may be necessary for preparing the tender and entering into a contract for
construction of the Works. The costs of visiting the Site shall be at the tenderer’s
own expense.
2. Tender Documents
2.1 The complete set of tender documents comprises the documents listed below and
any addenda issued in accordance with Clause 2.4.
(a) These Instructions to Tenderers

(b) Form of Tender and Qualification Information
(c) Specifications
(d) Drawings
(e) Bills of Quantities
(f) Forms of Securities
2.2 The tenderer shall examine all Instructions, Forms to be filled and Specifications in
the tender documents. Failure to furnish all information required by the tender
documents, or submission of a tender not substantially responsive to the tendering
documents in every respect will be at the tenderer’s risk and may result in rejection
of his tender.
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2.3 A prospective tenderer requiring any clarification of the tendering documents may
notify the Employer in writing or by cable, telex or facsimile at the address
indicated in the letter of invitation to tender. The Employer will only respond to
requests for clarification received earlier than seven days prior to the deadline for
submission of tenders. Copies of the Employer’s response will be forwarded to all
persons issued with tendering documents, including a description of the inquiry,
but without identifying its source.
2.4 Before the deadline for submission of tenders, the Employer may modify the
tendering documents by issuing addenda. Any addendum thus issued shall be part
of the tendering documents and shall be communicated in writing or by cable, telex
or facsimile to all tenderers. Prospective tenderers shall acknowledge receipt of
each addendum in writing to the Employer.
2.5 To give prospective tenderers reasonable time in which to take an addendum into
account in preparing their tenders, the Employer shall extend, as necessary, the
deadline for submission of tenders, in accordance with Clause 4.2 herebelow.
3. Preparation of Tenders
3.1 All documents relating to the tender and any correspondence shall be in English
language.
3.2 The tender submitted by the tenderer shall comprise the following:
(a) These Instructions to Tenderers, Form of Tender, Conditions of Contract,

Appendix to Conditions of Contract and Specifications;
(b) Tender Security;
(c) Priced Bill of Quantities ;
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(d) Qualification Information Form and Documents;
(e) Alternative offers where invited; and
(f) Any other materials required to be completed and submitted by the

tenderers.
3.3 The tenderer shall fill in rates and prices for all items of the Works described in the
Bill of Quantities. Items for which no rate or price is entered by the tenderer will
not be paid for when executed and shall be deemed covered by the other rates and
prices in the Bill of Quantities. All duties, taxes, and other levies payable by the
Contractor under the Contract, or for any other cause relevant to the Contract, as of
30 days prior to the deadline for submission of tenders, shall be included in the
tender price submitted by the tenderer.
3.4 The rates and prices quoted by the tenderer shall only be subject to adjustment
during the performance of the Contract if provided for in the Appendix to
Conditions of Contract and provisions made in the Conditions of Contract. NB:
THE PRICES SHALL NOT BE ADJUSTED. THE CONTRACT SHALL BE
FIXED PRICE.
3.5 The unit rates and prices shall be in Kenya Shillings.
3.6 Tenders shall remain valid for a period of 90 days from the date of submission.
However in exceptional circumstances, the Employer may request that the
tenderers extend the period of validity for a specified additional period. The request
and the tenderers’ responses shall be made in writing. A tenderer may refuse the
request without forfeiting the Tender Security. A tenderer agreeing to the request
will not be required or permitted to otherwise modify the tender, but will be
26
required to extend the validity of Tender Security for the period of the extension,
and in compliance with Clause 3.7 - 3.11 in all respects.
3.7 The tenderer shall furnish, as part of the tender, a Tender Security for the amount
specified in the invitation to tender. This shall be in the form of a bank draft or a
bank guarantee from an established and reputable bank approved by the Employer.
3.8 The format of the Tender Security should be in accordance with the form of Tender
Security included herein or any other form acceptable to the Employer. Tender
Security shall be valid for 30 days beyond the validity of the tender.
3.9 Any tender not accompanied by an acceptable Tender Security shall be rejected.
The Tender Security of a joint venture must define as “Tenderer” all joint venture
partners and list them in the following manner: a joint venture consisting
of”…………”,”…………”,and “…………”.
3.10 The Tender Securities of unsuccessful tenderers will be returned within 28 days of
the end of the tender validity period specified in Clause 3.6.
3.11 The Tender Security of the successful tenderer will be discharged when the tenderer
has signed the Contract Agreement and furnished the required Performance
Security.
3.12 The Tender Security may be forfeited
(a) if the tenderer withdraws the tender after tender opening during the period
of tender validity;
(b) if the tenderer does not accept the correction of the tender price, pursuant to
Clause 5.7;
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(c) in the case of a successful tenderer, if the tenderer fails within the specified
time limit to
(g) sign the Agreement, or
(ii) furnish the required Performance Security.
3.13 Tenderers shall submit offers that comply with the requirements of the tendering
documents, including the basic technical design as indicated in the Drawings and
Specifications. Alternatives will not be considered, unless specifically allowed in
the invitation to tender. If so allowed, tenderers wishing to offer technical
alternatives to the requirements of the tendering documents must also submit a
tender that complies with the requirements of the tendering documents, including
the basic technical design as indicated in the Drawings and Specifications. In
addition to submitting the basic tender, the tenderer shall provide all information
necessary for a complete evaluation of the alternative, including design
calculations, technical specifications, breakdown of prices, proposed construction
methods and other relevant details. Only the technical alternatives, if any, of the
lowest evaluated tender conforming to the basic technical requirements shall be
considered.
3.14 The tenderer shall prepare one original of the documents comprising the tender
documents as described in Clause 3.2 of these Instructions to Tenderers, bound with
the volume containing the Form of Tender, and clearly marked “ORIGINAL”. In
addition, the tenderer shall submit copies of the tender, in the number specified in
the invitation to tender, and clearly marked as “COPIES”. In the event of
discrepancy between them, the original shall prevail.
3.15 The original and all copies of the tender shall be typed or written in indelible ink
and shall be signed by a person or persons duly authorised to sign on behalf of the
28
tenderer, pursuant to Clause 1.5 (a) or 1.6 (b), as the case may be. All pages of the
tender where alterations or additions have been made shall be initialled by the
person or persons signing the tender.
4. Submission of Tenders
4.1 The tenderer shall seal the original and all copies of the tender in two inner
envelopes and one outer envelope, duly marking the inner envelopes as
“ORIGINAL” and “COPIES” as appropriate. NB: TENDERERS TO
PROVIED 1 ORIGINAL TENDER ONLY WITHOUT COPIES. The inner
and outer envelopes shall:
(a) be addressed to the Employer at the address provided in the invitation to

tender;
(b) bear the name and identification number of the Contract as defined in the
invitation to tender; and
(c) provide a warning not to open before the specified time and date for tender
opening.
4.2 Tenders shall be delivered to the Employer at the address specified above not later
than the time and date specified in the invitation to tender. However, the Employer
may extend the deadline for submission of tenders by issuing an amendment in
accordance with Sub-Clause 2.5 in which case all rights and obligations of the
Employer and the tenderers previously subject to the original deadline will then be
subject to the new deadline.
4.3 Any tender received after the deadline prescribed in clause 4.2 will be returned to
the tenderer un-opened.
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4.4 Tenderers may modify or withdraw their tenders by giving notice in writing before
the deadline prescribed in clause 4.2. Each tenderer’s modification or withdrawal
notice shall be prepared, sealed, marked, and delivered in accordance with clause
3.13 and 4.1, with the outer and inner envelopes additionally marked
“MODIFICATION” and “WITHDRAWAL”, as appropriate. No tender may be
modified after the deadline for submission of tenders.
4.5 Withdrawal of a tender between the deadline for submission of tenders and the
expiration of the period of tender validity specified in the invitation to tender or as
extended pursuant to Clause 3.6 may result in the forfeiture of the Tender Security
pursuant to Clause 3.11.
4.6 Tenderers may only offer discounts to, or otherwise modify the prices of their
tenders by submitting tender modifications in accordance with Clause 4.4 or be
included in the original tender submission.
5. Tender Opening and Evaluation
5.1 The tenders will be opened by the Employer, including modifications made
pursuant to Clause 4.4, in the presence of the tenderers’ representatives who choose
to attend at the time and in the place specified in the invitation to tender. Envelopes
marked “WITHDRAWAL” shall be opened and read out first. Tenderers’ and
Employer’s representatives who are present during the opening shall sign a register
evidencing their attendance.
5.2 The tenderers’ names, the tender prices, the total amount of each tender and of any
alternative tender (if alternatives have been requested or permitted), any discounts,
tender modifications and withdrawals, the presence or absence of Tender Security,
and such other details as may be considered appropriate, will be announced by the
Employer at the opening. Minutes of the tender opening, including the information
disclosed to those present will be prepared by the Employer.
30
5.3 Information relating to the examination, clarification, evaluation, and comparison

of tenders and recommendations for the award of Contract shall not be disclosed
to tenderers or any other persons not officially concerned with such process until
the award to the successful tenderer has been announced. Any effort by a tenderer
to influence the Employer’s officials, processing of tenders or award decisions may
result in the rejection of his tender.
5.4 To assist in the examination, evaluation, and comparison of tenders, the Employer
at his discretion, may ask any tenderer for clarification of the tender, including
breakdowns of unit rates. The request for clarification and the response shall be in
writing or by cable, telex or facsimile but no change in the price or substance of the
tender shall be sought, offered, or permitted except as required to confirm the
correction of arithmetic errors discovered in the evaluation of the tenders in
accordance with Clause 5.7.
5.5 Prior to the detailed evaluation of tenders, the Employer will determine whether
each tender (a) meets the eligibility criteria defined in Clause 1.7;(b) has been
properly signed; (c) is accompanied by the required securities; and (d) is
substantially responsive to the requirements of the tendering documents. A
substantially responsive tender is one which conforms to all the terms, conditions
and specifications of the tendering documents, without material deviation or
reservation. A material deviation or reservation is one (a) which affects in any
substantial way the scope, quality, or performance of the works; (b) which limits in
any substantial way, inconsistent with the tendering documents, the Employer’s
rights or the tenderer’s obligations under the Contract; or (c) whose rectification
would affect unfairly the competitive position of other tenderers presenting
substantially responsive tenders.
31
5.6 If a tender is not substantially responsive, it will be rejected, and may not
subsequently be made responsive by correction or withdrawal of the
nonconforming deviation or reservation.
5.7 Tenders determined to be substantially responsive will be checked for any

arithmetic errors. Errors will be corrected as follows:
(a) where there is a discrepancy between the amount in figures and the amount
in words, the amount in words will prevail; and
(b) where there is a discrepancy between the unit rate and the line item total
resulting from multiplying the unit rate by the quantity, the unit rate as
quoted will prevail, unless in the opinion of the Employer, there is an
obvious typographical error, in which case the adjustment will be made to
the entry containing that error.
(c) In the event of a discrepancy between the tender amount as stated in the
Form of Tender and the corrected tender figure in the main summary of the
Bill of Quantities, the amount as stated in the Form of Tender shall prevail.
(d) The Error Correction Factor shall be computed by expressing the difference
between the tender amount and the corrected tender sum as a percentage of
the corrected Builder’s Work (i.e. Corrected tender sum less P.C. and
Provisional Sums)
(e) The Error Correction Factor shall be applied to all Builder’s Work (as a
rebate or addition as the case may be) for the purposes of valuations for
Interim Certificates and valuation of variations.
(f) The amount stated in the tender will be adjusted in accordance with the
above procedure for the correction of errors and, with concurrence of the
32
tenderer, shall be considered as binding upon the tenderer. If the tenderer

does not accept the corrected amount, the tender may be rejected and the
Tender Security may be forfeited in accordance with clause 3.11.
5.8 The Employer will evaluate and compare only the tenders determined to be
substantially responsive in accordance with Clause 5.5.
5.9 In evaluating the tenders, the Employer will determine for each tender the evaluated
tender price by adjusting the tender price as follows:
(a) making any correction for errors pursuant to clause 5.7;
(b) excluding provisional sums and the provision, if any, for contingencies in
the Bill of Quantities, but including Dayworks where priced competitively.
(c) making an appropriate adjustment for any other acceptable variations,

deviations, or alternative offers submitted in accordance with clause 3.12;
and
(d) making appropriate adjustments to reflect discounts or other price

modifications offered in accordance with clause 4.6
5.10 The Employer reserves the right to accept or reject any variation, deviation, or
alternative offer. Variations, deviations, and alternative offers and other factors
which are in excess of the requirements of the tender documents or otherwise result
in unsolicited benefits for the Employer will not be taken into account in tender
evaluation.
5.11 The tenderer shall not influence the Employer on any matter relating to his tender
from the time of the tender opening to the time the Contract is awarded. Any effort
by the Tenderer to influence the Employer or his employees in his decision on
33
tender evaluation, tender comparison or Contract award may result in the rejection
of the tender.
5.12 Firms incorporated in Kenya where indigenous Kenyans own 51% or more of the
share capital shall be allowed a 10% preferential bias provided that they do not sub-
contract work valued at more than 50% of the Contract Price excluding Provisional
Sums to a
non-indigenous sub-contractor.
6. Award of Contract
6.1 Subject to Clause 6.2, the award of the Contract will be made to the tenderer whose
tender has been determined to be substantially responsive to the tendering
documents and who has offered the lowest evaluated tender price, provided that
such tenderer has been determined to be (a) eligible in accordance with the
provision of Clauses 1.2, and (b) qualified in accordance with the provisions of
clause 1.7 and 1.8.
6.2 Notwithstanding clause 6.1 above, the Employer reserves the right to
accept or reject any tender, and to cancel the tendering process and reject all tenders,
at any time prior to the award of Contract, 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 the action.
6.3 The tenderer whose tender has been accepted will be notified of the award prior to
expiration of the tender validity period in writing or by cable, telex or facsimile.
This notification (hereinafter and in all Contract documents called the “Letter of
Acceptance”) will state the sum (hereinafter and in all Contract documents called
the “Contract Price”)that the Employer will pay the Contractor in consideration of
the execution, completion, and maintenance of the Works by the Contractor as
prescribed by the Contract.
34
The notification of award will constitute the formation of the Contract, subject to
the tenderer furnishing the Performance Security in accordance with Clause 6.6 and
signing the Agreement in accordance with Clause 6.4.
6.4 The Agreement will incorporate all agreements between the main contractor and
the successful tenderer. The agreement shall be acceptable to the employer.
6.5 Within 21 days after receipt of the Letter of Acceptance, the successful tenderer
shall deliver to the main contractor a performance Security in the amount stipulated
in the Appendix to Conditions of Contract and in the form stipulated in the Tender
documents. The Performance Security shall be in the form of a Bank Guarantee,
and shall be issued at the tenderer’s option, by a reputable bank located in Kenya
and acceptable to the Employer.
6.6 Failure of the successful tenderer to comply with the requirements of clause 6.5
shall constitute sufficient grounds for cancellation of the award and forfeiture of
the Tender Security.
6.7 Upon the furnishing by the successful tenderer of the Performance

Security, the Employer will promptly notify the other tenderers that
their tenders have been unsuccessful.
35
APPENDIX TO INSTRUCTIONS TO TENDERERS
The following instructions for tender evaluation shall supplement, complement or amend the
instructions to tenderers.
Where there is a conflict between the provisions of instructions to tenderers and this appendix, the
provisions of the appendix herein shall prevail.
TENDER EVALUATION CRITERIA
A) Preliminary evaluation (Mandatory requirements)
To be deemed as responsive, tenders shall be checked for the following mandatory requirements:
Item Description Remark ( X/√)

1 Form of tender dully filled
2 Bid security of 1% of tender sum
3 Company registrations or incorporation certificate (Copy)
4 Current NCA registration certificate in Category NCA 4
and above. (Provide copy of registration and or renewal
certificate)
5 VAT registration certificate (Copy)
6 Valid tax compliance certificate (Copy)
7 Proof of tender purchase (Copy of receipt)
8 Provide product brochures and manufacturers technical
specifications
9 Tender sum to be within +10% of the official cost estimate
CONCLUSIVE REMARK
36
Tenders that do not meet any of the above requirements shall be considered not responsive,
disqualified and not considered for further evaluation.
B) Technical evaluation
Tenders meeting the minimum responsiveness requirements will be evaluated according to the
following Evaluation Criteria.
Item Parameter Maximum points

1 Tender questionnaire duly filled 3
2 Confidential business questionnaire duly filled 3
3 Similar works completed in the last five(5) years 20
4 Ongoing similar projects 10
5 Schedule of contractors equipment 10
6 Qualifications and experience of key personnel 12
7 Audited financial reports for the last 3 years 6
8 Evidence of financial resources (Bank statements, letters of 20
credit etc)
9 Name, address and telephone of bank reference 5
10 Statement of compliance with clause 1.2 of instructions to 3
tenderers
11 Litigation and arbitration history (Provide affidavit) 5
12 Completeness and clarity of the tender document in 3
accordance with
Clause 3 of instructions to tenderers
TOTAL 100
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The detailed scoring matrix is as shown in the table below:

Detailed scoring matrix for technical evaluation
Item Description Scoring Max- Score

breakdown points
1 Tender questionnaire duly filled (Aggregate 3
score)
Properly filled 3
Partially filled 1
Not filled 0
2 Confidential business questionnaire duly filled (Aggregate 3

score )
Properly filled 3
Partially filled 1
Not filled 0
3 Similar works completed in the last five(5) years 20

(Attach completion certificates or proof) (Aggregate
score)
5 projects and above successfully completed 20
None or no relevant project 0
4 Schedules of on-going projects 10

(Attach award letters, interim certificates or other (Aggregate
proof) score)
4 projects and above ongoing well 10
38

None or no relevant project 0
5 (Attach log books for vehicles, purchase receipts (Add 10

for equipment or lease agreements) Individual
item score)
Welding and Fabrication workshop/yard 3
Fixed equipment 3
Site equipment 3
Transport equipment 1
Total 10
6 Qualifications and experience of key personnel (Add 12

(Attach CVs and certificates) individual
item score)
Director of the firm/C.E.O who is a holder of
degree or diploma in relevant construction 4
discipline 3
Site agent or site manager ditto 5
Site foremen (at least 2) holders of diploma 12
Total
7 Audited financial reports for the last 3 years (Aggregate 6
score)
3 years attached; found satisfactory 6
None 0
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8 Evidence of financial resources (Aggregate 20

score)
Current bank statements satisfactory 20
Current letters of credit from a bank ditto 15
Current supplier letters of credit ditto 10
None 0
9 Name, address and telephone of bank reference (Aggregate 5

score)
Provided and satisfactory 5
None 0
10 Statement of compliance with clause 1.2 of (Aggregate 3

instructions to tenderers score)

None 0
11 Litigation and arbitration history (Provide (Aggregate 5

affidavit) score)
5
None
12 Completeness and clarity of the tender documents (Aggregate 3
score)
Satisfactory
Not satisfactory 3
0
TOTAL 100
40
Only bidders who scores 70% and above shall be considered for further evaluation.
C) Financial evaluation
Stage 1
Tenders shall be checked for errors, inconsistencies and frontloading.
The following tenders shall be automatically disqualified.
i) Tenders with an arithmetic error of more than 5%.

ii) Tenders that are frontloaded.
iii) Tenders that have errors or inconsistencies in pricing that are significant enough to
cause distortion in a successful contractor’s cash flow or put the client in a contractually
unfavorable or risky position.
The remaining tenders shall go to stage 2
Stage 2 and post qualification

The lowest evaluated tender having passed stage 1 above shall be the winning bid subject to the
employer’s right to exercise due diligence relating to confirmation of information submitted by
the bidder. Any bidder who shall be found to have supplied false or misleading information
shall be disqualified and the next lowest tender that has passed stage 1 shall be considered.
41
DEFINITIONS
EMPLOYER
The “Employer” is THE VICE CHANCELLOR JKUAT whose

address unless otherwise notified is P.O. BOX 62000-00200
NAIROBI.
TEL+254-67- 5870001- 5
vc@jkuat.ac.ke
PROJECT MANAGER
The term "P.M." wherever used in the Bills of Quantities shall be

deemed to imply SAB-PO, JOMO KENYATTA UNIVERSITY OF
AGRICULTURE AND TECHNOLOGY.
P.O. BOX 62000-00200,NAIROBI
ARCHITECT
The term “Architect” shall be deemed to mean “The P.M.” as defined

above whose address unless otherwise notified is SAB-PO, JOMO
KENYATTA UNIVERSITY OF AGRICULTURE AND
TECHNOLOGY.
P.O. BOX 62000-00200,NAIROBI
42
QUANTITY SURVEYOR
The term “Quantity Surveyor” shall be deemed to mean QS NELLY
NYAMBURA, TEL: 0702 868813
ELECTRICAL ENGINEER
The term “Electrical Engineer” shall be deemed to mean “The P.M.”

as defined above..
THE CONTRACTOR OR MAIN CONTRACTOR
The term ‘contractor’ or ‘main contractor’ shall be deemed to mean the firm appointed by the
employer to carry out the main building works . The terms ‘contractor’ and ‘main contractor’
shall be synonymous.
WORKS
The expression ‘work’ or ‘works’ shall mean all or any portion of the work, material and plant
to be provided and the labour to be performed for the execution and in fulfillment of this
contract, and whether the same may be on site or not.
THE SITE
The proposed works shall be situated at JKUAT MAIN CAMPUS - JUJA.
The tenderer is advised to visit the site and will be deemed to have satisfied himself with regard
to the existing conditions thereof, the means of access, the risk of injury or damage to existing
property and property adjacent to the site or to the occupiers of such property. No claim by the
43
contractor will be allowed on the ground of any misunderstanding or misapprehension in respect

of any such matter or otherwise.
The contractor must obtain the approval of the Engineer regarding the use of any materials found
on the site.
GENERAL DESCRIPTION OF THE WORKS
The works comprise supply, installation and commissioning ELECTRICAL SERVICES

INSTALLATION
SPECIFICATION
Shall mean the whole of the contract document including but not restricted to:-
a) This document comprising definitions and preliminaries, General specifications, particular
specifications and schedules as contained herein.
b) The contract drawings.
BILLS OF QUANTITIES
Where the term ‘Bills of Quantities’ bears any relation to subcontract, it shall mean the
‘specification’ and the prices or any other schedules contained therein.
CONTRACT DRAWINGS
Shall mean those drawings listed in the schedules or referred to herein, forming part of this
specification.
MANUFACTURER’S RECOMMENDATIONS
Shall mean the manufacturer’s recommendation or instructions, printed or in writing and current
at the time of execution of the works.
44
OR OTHER APPROVED
Shall mean that commodities of a manufacturer other than that specified by the proprietary name
may be substituted provided they meet the standards specified and that express approval has been
obtained from the Engineer. The rates of prices will be held to be of the commodity specified and
current at the time of tender.
PROPRIETARY NAME
The phrase ‘or other approved’ shall be deemed to be included in every case where commodities
are specified by proprietary name.
APPROVED, DIRECTED AND SELECTED
Shall mean approved, directed or selected by the Engineer and shall not be binding unless put in
writing and signed by the Engineer.
45
ABBREVIATIONS
NO - shall mean number

m - shall mean metre
L.M - shall mean linear metre
mm - shall mean millimetre
kg - shall mean kilogramme
Ltr. - shall mean litre
G.M.S - shall mean galvanised mild steel
M.O.P.W- shall mean ministry of public works
B.S - shall mean the Current British standards specification published by
The British standard Institution
C.P - shall mean the current British standard code of practice published
together with the B.S
I.E.E - shall mean the Institute of Electrical Engineers, Savoy Place
, London.
I.S.O - shall mean the International organization for standardization
K.B.S - shall mean the Kenya Bureau of Standards.
Ditto - shall mean the whole of the preceding description except as qualified
in the description in which it occurs.
46
SPECIFICATIONS
GENERAL SPECIFICATION FOR ELECTRICAL WORKS
A. GENERAL CLAUSES
2.01 Regulations
This specification covers the requirements of lighting and power installation in Kenya. All
apparatus and material supplied and all work carried out shall comply with the Kenya
Government Electrical Specifications, GES.1 and GES.2 and local Statutory Regulations.
Installations should also be generally in accordance with the requirements of the 16th Edition
of the "Regulations of the Electrical Equipment for Buildings" issued by the institution of
Electrical Engineers, Which should be used as a “Code of practice" except where they conflict
with Kenya Government Legislation regarding electrical installations.
2.02 Standards
Except where otherwise indicated in this Specification the Contract Works and all
manufactured items shall comply with the relevant Specification of the British Standards
Installation. Such Specification are here in after referred to as "BS". In each case, the latest
edition of such Specification shall apply.
Should it be desired to offer equipment covered by other National or International Standards;
the approval of the Engineer must be obtained, in Writing, before completion of the tender.
2.03 Records Drawings

The contractor shall mark accurately on one set of drawings the conduit laid during the
progress of the work. This information must be made available on site for inspection by the
Engineer.
At the completion of the Contract, the Contractor shall supply the engineer with one set of
transparent originals, and two complete sets of prints showing the complete installation.
The drawing shall include the location of all apparatus conduits and cable routes and a
schematic diagram of the main distribution indicating the phasing of the system.
47
2.04 Contract Drawings

These drawing form part of this specification and are to be read in conjunction with this
specification to enable the contractor to prepare a tender. Where there are any omissions in
the bills of quantities, contract drawings supersede the bills of quantities.
These drawings are not intended to be used as working drawings unless they are released for
that purpose.
2.05 Working Drawings

The contractor shall prepare the working drawings as may be necessary. These shall be
submitted to be Engineer for approval before the execution of the works.
Working drawings, to be prepared by the contractor, shall be detailed as below but not
restricted only to these:-
1. General arrangement of drawings showing plants, Switchgear, distribution boards,

consumer units, fittings, switches, switched sockets outlets etc.
2. Layout drawings of concealed and surface conduits, ducts, trucking etc.
3. Any other drawings that are not called for in the Specification.
Two copies of all working drawings shall be submitted to the Engineer for approval.
Thereafter, the contractor shall submit copies of approved working drawings for distribution
to the parties concerned. The contractor shall not be relieved of any of this obligation under
the contract or from correction any errors on site or elsewhere found subsequently in the
approved working drawings by the Engineer.
48
2.06 Labels
All switchgear, switch fuses, distribution boards, etc., shall be clearly labeled with black on
white background engraved labels to indicate the name, purpose and position of the gear. All
circuits in distribution boards shall be clearly identified in respect of the number and location
of the M.C.B. The charts shall be securely fixed inside the covers of the distribution boards.
2.07 Galvanizing
Galvanizing shall be applied by the hot process and shall consist of a smooth clean zinc
coating free from defects and be uniform in thickness.
The thickness shall be not less than 610gms of zinc per square meter of surface and tested in
accordance with the requirements of B.S 729 where applicable. Sheradiling or other
alternative processes shall not be used without approval in writing of the Engineer.
The preparation for galvanizing itself shall not adversely affect the mechanical properties of
the coated material. Surfaces which are normally in contact with oil shall not be galvanized
or cadmium plated.
All out-door structures, access ladders, platforms, equipment cubicles shall be galvanized.
2.08 Cleaning and painting

Having due regard to the destination and climate conditions under which the plant is to
operate, extreme care shall be exercised in the manufacture of the equipment to prevent the
formation of any corrosion. All equipment shall be cleaned of all dust, oil, grease, dirt, scale
and rust by power tool operated metal brush or preferably by shot or grit blasting and then
ground smooth where necessary. Unless otherwise approved, they shall then immediately
have applied to them two coats of approved primer paint. After inspection any rough surface
shall be filled in and smoothed over and further painting in the factory shall be as follows:-
(a) All interior of cubicles, kiosks, boxes etc., containing wiring or other apparatus and
internal components of the plant which are dispatched to site in an assembled condition, shall
49
be finish painted with at least two coats of white enamel. The final oat shall be of white anti-
condensation finish, where so specified.
(b) The external surface of the panels shall be finished in gray stove enamel to B.S. shade
631 or other shade as may be approved by the Engineer.
(c) All interior surface of tanks and other oil filled chambers and external surface of piping
therein shall be painted finally with an oil resisting coating to the approved by the
Engineer.
(d) All wall and floor mounted junction boxes, loose starters, etc., throughout the
works shall be finished in grey stove enamel or painted finally with to B.S. 381C shade
631 or other shade as may be approved by the Engineer.
After all erection has been made completed at site, the contractor shall make good all defects
in painting and galvanizing which have arisen during transport, storage and erection on site
and shall apply undercoat and one finished coat of gloss paint to B.S. 311C shade as may be
approved by the Engineer to the external surface of all equipment.
Where galvanized metal work has been damaged it shall either be repaired by cold galvanizing
at site or alternatively at the discretion of the Engineer, be returned to the manufacturer for re-
galvanizing by the hot process.
2.09 Lighting and Distribution Boards
emerald lighting and power distribution boards shall comply with the B.S. 3817, 5861 and
B.S. 214 and shall be of the metal clad pattern, flush mounted, except where otherwise
specified on the drawings.
2.10 Construction
Enclosures shall be substantially constructed from 16S.W.G. minimum thickness sheet steel
having hinged front cover, and shall be vermin and insect proof. Each unit shall house
50
M.C.B.’s and shall be supplied complete with bus-bars, earthing terminal, neutral bar, circuit
chart, and blanking plate for any spare ways. The incoming isolator switch shall be integral
with the distribution board in consumer Units only.
2.11. Miniature Circuit Breakers

All distribution boards shall be supplied with M.C.B.'s manufactured to B.S. 3871 and of a
rating as specified on the drawings. The circuit breakers shall incorporate both thermal
overload and magnet short circuit tripping, with a trip-free mechanism.
Three phase circuits shall be controlled by integrally manufactured three pole circuit breakers,
with one common operating lever. An intertripping mechanism shall ensure isolation of all
three poles in the event of an overload or short circuit on any one phase.
2.12 Earth leakage Circuit Breakers

If specified or indicated on the Contract drawings the use of E.L.C.B. for isolation of incoming
supply in the distribution board shall be of an approved type for flush mounting. The general
requirements of the E.L.C.B. are as follows:-
(a) It shall have high sensitivity i.e. it shall operate in 30 milliseconds for a leakage current of
30 milliampere.
(b) Its operation shall not rely on the mains supply for tripping under fault conditions. For
example, in the event of a leakage from the live to earth conductor occurring at the same time
as break in the neutral supply wire, the breaker shall trip.
2.13. Labeling
A circuit chart in each board shall show the name, location and current loading of each circuit
connected. Each board shall be fitted with an engraved identification label in black on white,
such as "Distribution Board D.I.", etc, and all three phase distribution boards shall be labeled
in white on red, "DANGER 415 VOLTS".
51
B. NON-METALLIC CONDUIT
2.14. Standards and Installation

All non-metallic conduits shall be class `A' heavy gauge, high impact, PVC complying with
BS 4606 part 2 type All. The minimum size to be used on the Contract is 20mm external
diameter. The required sizes are shown on the Contract drawings. All conduit installation shall
be concealed in the walls and floors or in structural slabs.
2.15. Joints
Conduit will be joined and terminated utilizing the appropriate rigid PVC compounds as
detailed below, or standard conduit entry electrical equipment. Jointing will conform to one
of the following techniques:-
No. 1 - Permanent Adhesives - The solvent cement supplied by the conduit manufacturers
will be used to produce a rigid sealed connection.
No. 2 - Flexible Adhesive - A non-hardening adhesive supplied by the conduit manufacturers

will be used to produce a flexible sealed joint where allowance is necessary for longitudinal
movement (e.g. expansion couplers).
2.16. Bends
Bends and sets in the conduit will be made in accordance with the manufacturer’s instructions.
The radius of the bend shall not be less than 2.5 times the outside diameter of the conduit or
such greater radius which will facilitate easy drawing in of cables.
2.17. Expansion
Adequate allowance shall be made for longitudinal expansion and contraction of the conduit
under normal working temperature variations as follows:-
(a) Expansion couplers should be used in straight runs exceeding 6 meters with a loose or
flexible type joint
N0.2 above) at the long spout end of the coupler.
52
(b) Saddles as supplied by the manufacturers shall include a sliding support tolerance for
longitudinal expansion.
Special consideration may need to be given to the fixing of accessories where this
may prevent natural conduit movements. Over size or slotted fixing holes may be
necessary or the introduction of expansion couplers.
2.18. Support
Conduits should be supported by saddles, at not more than 900mm intervals. Where working
temperatures tend to be high this should be reduced to 600mm.
2.19. Conduit Boxes and Fittings

(a) All conduit boxes shall be circular or square pattern of Rigid PVC suitable for plain
connections conforming to sheet 62 B.S. 4607 part 2. Boxes for supporting a fitting
or accessory shall be fitted with a PVC lid held in position by means of two 2BA
round headed screws Boxes shall have metallic screwed inserts.
(b) Circular or square boxes shall be provided at all outlet points, unless otherwise
specified and lighting fitting, ceiling switches and other accessories will be screwed
to the internal lugs of the boxes. Care must be taken when considering the use of
totally enclosed fitting with PVC circular boxes where the temperature within the box
is likely to rise above 60 C [140 F]. Special steel insert clips should be used
in conjunction with circular boxes where heavy pendants are used.
(c) Looping in boxes of circular P.V.C. pattern to sheet 63B.S. 4607 part 2 may be used
in such work as dictated by the structure of the buildings. Conduit entry shall be made
by means of P.V.C. bushes.
(d) Adaptable boxes shall be of molded or fabricated PVC of square or oblong shape
complete with P.V.C. Lids secured by 2 BA or steel plates round-headed screws. All
adaptable boxes and lids of the same size shall be interchangeable. No adaptable box
53
smaller than 75mm x 50mm or larger than 300mm x 300mm shall be employed. Boxes
shall be of adequate depth in relation to the size of conduit entering them.
(e) Conduits shall be terminated at adaptable boxes, fuse-board switches, sockets outlets
or other
equipment not possessing push-in or threaded spouts, by means of appropriate size
female adapter and PVC hexagonal headed Bare Bush. All cemented joints to be made
to a depth of not less than the diameter of the conduit being used.
2.20 Earth Continuity

Earth continuity shall be provided by a separate insulated conductor drawn into the plastic
conduit and rated in accordance with circuit loadings and appropriate regulations, or as
mentioned, on the drawings.
Where required under the Regulations, an earth continuity conductor shall be provided for
lighting fittings in which case the control switches shall be equipped with an appropriate earth
terminal.
2.21. Arrangement of Conduit Layout

The conduit system shall be carefully planned and erected to avoid unnecessary bends or
changes in direction. Conduits shall be laid in straight horizontal or vertical lines with easy
sets. Where several conduits follow similar routes, they shall be laid out from a common
center. Where draw-in boxes for right angled change of direction are required in multiple
runs, adaptable boxes shall be used for such size as to allow conduits to enter the box without
sets. Where conduits are concealed or laid on constructional floors, they shall be secured by
fixing as approved by the Engineer. Where it is essential that conduits cross one another in
floors, the chases shall be deepened and the conduits set to create the minimum desirable
diversion.
54
Care shall be taken to ensure that there are no obstructions to cables within the conduits caused
by the ingress of plaster, concrete, or other matter. Conduit ends must be square and cleaned
of burrs.
2.22. Conduit Draw-in Points

Conduits for each circuit shall be completely erected before any cable is drawn in. Adequate
draw-in points shall be provided. Straight runs shall have draw-in facilities at distance not
exceeding 12 metres. Runs incorporating sets of bends shall have draw-in facilities at a
distance not exceeding 9 metres. These distances may need to the reduced in difficult
situations or with particular cable complexes.
Not more than four easy sets, or two right angle bends or sets may be installed between draw-
in points. Solid elbows or tees shall not be accepted.
C. FINAL CIRCUIT WIRING
2.23. Type
All power and lighting wiring cables shall be 600/1000 volt grade, single core, P.V.C.
insulated, with stranded copper conductors, manufactured in accordance with B.S. 6006. The
minimum size of lighting circuits shall be 1.5 sq.mm sizes, 4.0sq.mm on power spur circuits
and 2.5sq.mm on ring main circuits.
2.24. Installation
Cables forming circuits connected to different distribution boards shall not be drawn into the
same conduit or draw-in box. The cables shall be coloured in accordance with Table B4 of
the IEE Regulations. Cables used on extra low voltage circuits shall be of distinctive colours
other than these colours.
No reduction of the strands forming the conductors shall be allowed at switch or other
terminals, but all strands shall be effectively secured by screws, nuts and washers or other
approved means.
55
Cables shall be joined together at the terminals of ceiling boxes and other
accessories. Under no circumstances will joints be permitted in the run of the cable.
D. P.V.C. INSULATED ARMOURED CABLES
2.25. Type
These shall be 600/1000 voltage grade to BS.6346 or B.S 6004 having copper wire insulated,
P.V.C. sheathed, single wire armoured and P.V.C. sheathed overall. The cores of four core
cables shall be distinctively coloured red, yellow, blue and black. The Contractor shall
provide suitable glands and accessories for all armoured cable termination, and where cables
are suspended shall provide the necessary rack, cleat or hanger supports and fixing.
Cable supports and racks shall be made by a recognised manufacturer and shall be to the
approval of the Consulting Engineer.
All supports and racks shall be arranged as far as is practicable for the easy removal of any
single cable in a multi-cable run, without threading cables through supports and racks. The
number of types of supports and racks shall be kept to a minimum commensurate with
meeting the requirements of the Contract Works.
2.26. Laying of Cables
The work of excavating and back-filling of all trenches for cables, is included in this contract
and the responsibility for positioning, width and depth of trenches, and for laying and bedding
of all cables and protective covers is included with the Electrical Works covered by this
Specification. Cables shall be laid in trenches at the following minimum depths.
For M.V. cables in open ground 0.55m

For M.V. cables under roads and
pavements 0.85
56
Where more than one cable is laid in a trench, cables shall be spaced as follows:
Between M.V. cables 0.1m

Between M.V. and telephone cables 0.4m
Between M.V. and L.V. cables 0.4m
Between L.V. and telephone cables 0.4m
Between L.V. cables 0.1m
In straight run trenches cable crossings shall not be permitted except where cables branch
from the main run.
At every draw-in point or junction box the cable should be snaked.
Before cables are laid the bottom of the trench shall be evenly graded and cleared of all loose
stones, and shall then be covered with an 80mm layer of sand or sifted soil and lightly
compacted, and a further 80mm layer shall be placed on top of the cables. The approved cable
protection, see Clause 2.27, shall then be laid and the excavated materials in 0.2m layers,
each layer being well compacted by hand or mechanical punners before the
next layer is filled.
The width of the trench shall be such that a clearance of 80mm shall be provided between
outermost cable and the side of the trench. Where cables are disposed in more than one layer,
the vertical spacing shall be 0.4. between centres of cables or cable groups, the depth of the
trench being made suitable accordingly.
2.27 . Protective Covers

The protective covers, of approved local manufacture to BS.2484 shall be provided over
cables laid in the ground each complete with an interlocking device to prevent lateral
displacement. These protective covers shall extend at least 50mm laterally beyond the outside
of the outer cable in each group of cables so protected.
57
2.28. Cable Position Markers

These should be placed adjacent to all points where cables change direction, and at all intervals
of not more than 30m and at other positions designated by the Architect or the Consulting
Engineer.
2.29. Sealing of Cable Entries

Where cables enter a building in pipes, or ducts, the mouths of the pipes or ducts shall be
effectively sealed by means of close fitting solid impregnated wooden plugs and mixture of
compound and transformer oil, or other approved manner.
All cables passing through interior walls or floors shall be effectively sealed to the approval
of the Engineer By means of asbestos cement after the cables have been pulled through, in
order to prevent the accumulation of moisture and the ingress of debris, sand or vermin. The
cost of sealing the cables shall be included in the rates for erection and laying.
2.30. Protection Against Mechanical Damage

All cables located in such positions where they are vulnerable to damage by mechanical or
other means shall be protected by suitable lengths of steel pipe bushed to prevent damage to
the cable.
2.31. Rating Plates

Each cable when completely erected shall have permanently attached to it at each end, and in
such intermediate positions as may be considered necessary by the Engineer, metal plates
upon which is engraved, or stamped, the identification number of cable together with it
supplies. This information shall be recorded by the contractor so that it may appear on
drawings of the completed installation.
58
2.32. Cable Jointing

The Contractor shall be wholly responsible for sealing and jointing of all cables supplies and
erected under the contract. The cable boxes, loop-boxes and glands for power and L.V. cables
on all items of equipment shall be provided under the contract.
Sealing and jointing shall be in accordance with the best current practices and of first class
workmanship. Where cable armouring is used as earth continuity conductors the glands shall
have the necessary contact surfaces or straps to provide a low resistance path under fault
conditions.
The Tender shall include for all cable jointing where appropriate and also all labour, jointing
material and compound, together with the use of all jointer`s tools and making of the tails to
the apparatus terminals.
Generally, cable terminations on switchgear, transformers, joint boxes, outgoing, and
incoming circuits on the switch-boars shall be glanded in an approved manner.
E. SOCKET OUTLETS
2.33 General
In all areas, general power outlets shall be of the 13 Amp.3 pin fused plug type complying
with BS. 1363. They shall be flush pattern with white or ivory plates unless otherwise
specified on the drawings. Where the circuits are supplied from a common feed, two outlets
shall form a twin unit in a common box. The earthing terminal of every socket outlet shall be
connected to the earth continuity conductor of the final circuit by an appropriately sized
insulated copper conductor. Unless otherwise stated they shall be mounted at 300mm above
finished floor level.
2.34. Plugs
One fused plug top shall be supplied for each socket outlet installed. Fuses shall be 13 Amp
unless otherwise specified.
59
F. FUSED CONNECTION UNITS

2.35. General
All fused connection units shall be 13 Amp. with fuse and neon indicator lamp. Boxes shall
be flush type with white or ivory copper plates and shall be switched type unless otherwise
specified on the drawings.
2.36. Fuses
All fused connection units shall be fitted with 13 Amp. fuses, unless otherwise specified.
2.37. Labeling
The front plate of each fused connection unit shall, unless otherwise specified, be engraved
with the name of the appliance connected to it.
G. LIGHTING SWITCHES
2.38. Type
Lighting switches shall be of the all insulated rocker operating plate switch type to BS. 3676
of ample rating. Switch inserts shall be white set in white or ivory cover plates.
Switches controlling points in bathrooms shall be placed outside the bathroom or consist of a
ceiling switch operated by a non-conducting cord, as specified. Switches mounted outdoors
shall be of a weather tight pattern.
Switches shall be one way, two ways or intermediate as specified and where a number of
switches are mounted together they shall be tilted in a common box.
Ceiling switches shall be white or ivory semi recessed

pattern, and shall only be used where specified. Pull cords shall be fitted with shock absorbing
springs.
60
H. LIGHTING FITTINGS
2.39. General
The Contractor shall supply and fit all lighting fittings of the type indicated on the drawings
and in the schedules. All fittings shall be suitable for operation on a 240V, 50Hz supply.
Lighting fittings rated other than 240 volts will not be accepted. All lighting fittings shall be
supplied with lamps.
2.40. Fluorescent Fittings.

Fluorescent fittings shall generally be of the batten type, with control gear contained within
the supporting channel. All fittings shall be supported from conduit boxes, and shall be
suspended by two 20mm diameter conduits to give a clearance of 25mm between the top of
the fitting and the ceiling. Where fittings are suspended by chains from the ceiling the
contractor shall use white flexible cord between the box and the fittings.
The installation of the suspension chain and cord shall be approved on site by the Engineer.
In the ceiling, conduit boxes, to BS. 31, shall be fitted with dome covers, to which the
suspension conduits shall be joined, so that the lighting fitting hangs vertically below the
conduit boxes.
Fitting shall comply with BS. 3820 or class1, indoor normal atmospheres.
All fluorescent fittings shall be fitted with radio interference suppression capacitors and power
factor correction capacitors and shall be earthen.
2.41 Reflectors and Diffusers

All reflectors for fluorescent fittings shall be made of sheet metal suitably shaped and
stiffened, and shall be of white enamel finish. The diffusers shall be of white enamel finish.
The diffusers shall be of white opal type in extruded plastic with external reeding.
61
2.42. Lamps
All lighting fittings shall be supplied complete with lamps of the type and rating specified.
Fluorescent tubes shall be of the "white" type, except where otherwise stated. Pearly type
tungsten lamps will be fitted in open fittings.
FLEXIBLE CORDS
2.43. General
These shall be of 250 volt grade PVC insulated and shall comply with BS.7. Flexible cords
shall not be less than 24/.20(23/.0076).
Flexible cords for pendant fittings shall be circular type, heat resistant and white in coluor.
J. EARTHING
2.44 Earthing Electrodes

Earth electrodes shall be minimum 1.4 metres long by 12mm diameter hard drawn copper
rod, and shall be located not less than 3 metres apart at a convenient position 6 metres away
from the building. The terminal head of each electrode shall be in a concrete inspection pit,
with cover. If the resistance to earth is not satisfactory with one electrode, then additional
electrodes or an earth mat shall be provided as directed by the Engineer.
2.45 Distribution System Earthing

All distribution boards shall be earthed in accordance with the I.E.E. Regulations. All metal
work associated with the regulations currently in force.
2.46 Testing of Earthing System

The resistance of the earth continuity system when measured between earthing point and other
point in the installation, including all conduit and metal work which may provide a path or
earth, shall not exceed 0.5 ohm where steel conduit forms part or the whole part of the system,
or 1.0 ohm, if the earth continuity system is composed entirely of copper, copper alloy or
62
aluminium. When the installation is complete the Contractor shall carry out tests for earth
loop impedance, polarity insulation resistance, ring circuit continuity and earth electrode
resistance, in the presence of, and to the satisfaction of the Engineer and the K.P.&L. The
Contractor shall rectify all work not giving test results within the limits prescribed.
2.47. P.M.E. system

Provision shall be made for P.M.E. System at supply intake (where applicable) and on the
isolators of the adjacent building. "P.M.E." means that system whereby the neutral conductor
of the supply network is earthed at a prescribed number of points along its route, together with
the installation earth continuity conductor, at each consumer's installation, so providing a
metallic path for the flow of earth fault currents. The connections between the neutral
conductor of the installation shall be made by the supply. Authority at the point of intake only.
The connection at the isolators will be made by the Contractor in the presence of the Engineer
after completion of all tests.
2.48. COMMISSIONING
All installations shall be tested to the statutory requirements of the Electricity Authority, and
commissioned in the presence of and to the satisfaction of the Engineer.
Four copies of tests reports shall be provided within seven days of carrying out the tests; and
reports shall include full details of how each test was carried out, and a copy of all readings
taken.
63
SPECIAL NOTES TO BILL OF QUANTITES
1. The Bills of Quantities form part of the contract documents and are to be read in
conjunction with the contract drawings , general and particular specifications of
materials and works.
2. The prices quoted shall be deemed to include for all obligations under the contract
including but not limited to labour, supply of materials, equipment, apparatus, fittings,
spares ,tools , delivery handling and storage on site, installation, testing, commissioning
,insurance, clearing and forwarding and all taxes (including import duty, VAT and
Withholding tax) as applicable at the time of tender.
In accordance with Government policy, the VAT and Withholding Tax shall be deducted
from all payments made to the tenderer, and the same shall be forwarded to the Kenya
Revenue Authority (KRA)
3. All prices omitted from any item, section or part of the Bills of Quantities shall be
deemed to have been included to another item, section r part thereof.
4. The brief description of the items given in the Bills of Quantities are for the purpose of
establishing a standard to which the Contractor shall adhere. Otherwise alternative
brands of equal and approved quality will be accepted.
Should the contractor install any material not specified here in before receiving written
approval from the Project Manager, the Contractor shall remove the material in question
and, at his own cost, install the proper material.
5. The grand total of prices in the price summary page must be carried forward to the Form
of Tender for the tender to be deemed valid.
64
6. Tenderers must enclose, together with their submitted tenders, manufacturer’s brochures
detailing technical literature and specifications of the lift make that they intend to offer.
Where the brochure contains different models and sizes of lifts, the bidders MUST
clearly mark out the model and size of lift they intend to offer by using a “mark pen”
The brochures are to be used to ascertain the suit ability of the lift make being
offered by the bidders, and bidders not complying with this requirement will be
considered non-responsive and may subsequently be disqualified from technical
evaluation.
7. Tenderers must fill all rates and prices in the Bills of Quantities and in the schedules
provided as Appendices to the Bills of Quantities. Failure to do so may lead to
disqualification.
65

Notes, Standard Forms and Preliminaries: Proposed Renovation and Extension of The Agriculture Laboratory Building

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PROPOSED RENOVATION AND EXTENSION OF THE AGRICULTURE LABORATORY BUILDING

NOTES, STANDARD FORMS AND PRELIMINARIES

TO: ___________________________________________ [Name of Employer)

1. In accordance with the Conditions of Contract, Specifications, Drawings and Bills of

2. We undertake, if our tender is accepted, to commence the Works as soon as is reasonably

Dated this ___________ day of ___________________20___________________________

Signature ___________________________in the capacity of________________________

Duly authorized to sign tenders for and on behalf of

FORM OF TENDER SECURITY

WHEREAS_____________________________________________ (hereinafter called “the

KNOW ALL PEOPLE by these presents that WE

THE CONDITIONS of this obligation are:

FORM OF PERFORMANCE BOND

To: ________________________________________ (Name of employer)

WHEREAS ___________________________________________ (hereinafter called “the

SIGNATURE AND SEAL OF THE GUARANTOR

Name of Bank __________________________________________________________

1. Individual Tenderers or Individual Members of Joint Ventures

1.1 Constitution or legal status of tenderer (attach copy or Incorporation Certificate);

Principal place of business _____________________________

Power of attorney of signatory of tender ____________________

Project name Name of client and Type of work Value of contract

Item of Description, Condition (new, Owned, leased

Position Name Years of Years of experience

1.7 Evidence of access to financial resources to meet the qualification requirements:

1.10 Litigation and arbitration history (attach affidavit)

b) one of the partners will be nominated as being in charge, authorized to incur

c) the execution of the entire Contract, including payment, shall be done

Please fill in block letters.

1. Full names of tenderer

Physical address _________________________________________________________

3. Telephone number (s) of tenderer

4. Fax number(s) of tenderer

5. E-mail address of tenderer

Make copy and deliver to:___________________________________(Name of Employer)

CONFIDENTIAL BUSINESS QUESTIONNAIRE

Business Name ………………………………………………………………………

Location of business premises ;

Plot No……………………………………… Street/Road …………………………

Postal Address……………………………… Tel No………………………………..

Current Trade Licence No…………………… Expiring date…………………

Name of your bankers………………………………………………………………

Part 2 (a) – Sole Proprietor

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

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

*Citizenship details …………………………………………………………………

Part 2 (b) – Partnership

Give details of partners as follows:

Name in full Nationality Citizenship Details Shares

Part 2(c) – Registered Company:

State the nominal and issued capital of the Company-

Give details of all directors as follows:

Name in full . Nationality. Citizenship Details*. Shares.

Part 2(d) – Interest in the Firm:

I certify that the information given above is correct.

……………………… ……………………… …………………

 Attach proof of citizenship

INSTRUCTIONS TO TENDERERS AND EVALUATION CRITERIA

(e) qualifications and experience of key site management and technical

Dated this _ day of _20___________________

Signature ___in the capacity of