REPUBLIC OF KENYA

OFFICE OF THE GOVERNOR

COUNTY GOVERNMENT OF
NYERI

TENDER NO. CGN/63/2020-2022

REGISTRATION OF ROAD-WORKS AND BRIDGE

CONTRACTORS

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TENDERER’S NAME: REGISTRATION OF ROAD-WORKS AND BRIDGE
CONTRACTORS
REFERENCE: CGN/63/2020-2022
ITEM DESCRIPTION:
REGISTRATION OF ROAD-WORKS AND
BRIDGE CONTRACTORS

Table of Contents

Page

1. TENDER NOTICE 2-3

2. REGISTRATIONINSTRUCTIONS 4-5

3. BRIEF CONTRACT REGULATIONS 5-6

4. REGISTRATIONDATA INSTRUCTIONS 6-8

5. FORM R - 1 REGISTRATIONDOCUMENTS 9

6. FORM R - 2 REGISTRATION DATA 10-11

7. FORM R - 3 SUPERVISORY PERSONNEL 12

8. FORM R - 4 FINANCIAL POSITION 13

9. FORM R - 5 CONFIDENTIAL BUSINESS QUESTIONNAIRES 14

10. FORM R - 6 PAST EXPERIENCE 15

11. FORM R - 7 LITIGATION HISTORY 16

12. FORM R - 8 SWORN STATEMENT 17

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Tender Notice
Reference: CGN/63/2020-2022
Tender name: REGISTRATION OF ROAD-WORKS AND BRIDGE
CONTRACTORS

1.1 The Office of the Governor, Nyeri County invites applications for
registration of Suppliers from interested and eligible bidders for provision
road works and bridge.
1.2 Interested eligible candidates may obtain further information from and
inspect the tender documents at the office of the Supply Chain
Management Services, Nyeri County during normal working hours.A
complete set of tender documents may be obtained by interested candidates
at County website www.nyeri.go.ke

Duly completed registration documents in plain sealed envelopes clearly marked

“Tender NO.CGN/63/2020-2022 for the supply of REGISTRATION OF
ROAD-WORKS AND BRIDGE CONTRACTORS and be deposited in the
Tender Box at the entrance of the Nyeri County Headquarters or be addressed to:

THE COUNTY SECRETARY

NYERI COUNTY GOVERNMENT,
P.O BOX 1112-10100
NYERI
So as to be received on or before 22nd July, 2020, at 11:00AM.

1.3 Tenders will be opened immediately thereafter in the presence of the

Candidates or their representatives who choose to attend at the county chambers,
Nyeri County Headquarters.

NB: COVID 19 MOH and PPRA guidelines will be applicable.

County Secretary
County Government of Nyeri

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REGISTRATION INSTRUCTIONS

2.1 Introduction

The Office of the Governor, Nyeri County, would like to invite interested
candidates who must qualify by meeting the set criteria as provided by
the procuring entity to perform the contract of supply and delivery or
provision of goods and services to the government.

2.2 Registration Objective

The main objective is to procure travel services and also provide services
under relevant tenders/quotations to the various departments in the
Nyeri County as and when required.

2.3 Invitation of registration

Suppliers registered with Registrar of Companies under the Law of

Kenya in respective merchandise or services are invited to submit their
REGISTRATION documents to THE COUNTY SECRETARY, NYERI
COUNTY, so that they may be registered for submission of quotations.
Bids will be submitted in complete lots singly or in combination. The
prospective Suppliers are required to supply mandatory information for
Registration.

2.4 Experience

Prospective suppliers and contractors must have carried out successful

supply and delivery of similar items/services to Government institutions
of similar size and complexity. Potential suppliers/contractors must
demonstrate the willingness and commitment to meet the registration
criteria.

2.5 Registration Document

This document includes questionnaire forms and documents required of

prospective suppliers.

2.6 In order to be considered for Registration, prospective suppliers must

submit all the information herein requested.

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2.7 Distribution of registration Documents

A copy of the completed registration data and other requested

information shall be submitted to reach:

THE COUNTY SECRETARY.

COUNTY GOVERNMENT OF NYERI,
P.O BOX 1112-10100,
NYERI

Not later than 22nd July, 2020, at 11:00AM

2.8 Questions Arising from Documents

Questions that may arise from the registration documents should be

directed to the supply chain management.

2.9 Additional Information

The Government reserves the right to request submission of additional

information from prospective bidders.

2.10 Request for quotations will be made available only to those bidders
whose qualifications are accepted by Government after the completion
of the registration process.

3. BRIEF CONTRACT REGULATIONS/GUIDELINES

3.1 Taxes on Imported Materials

The Supplier will have to pay custom duty and VAT as applicable for all
imported materials to be supplied unless the item(s) is/are donor
funded.

3.2 Customs Clearance

The contractors shall be responsible for custom clearance of their

imported goods and materials.

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3.3 Contract Price

The contract shall be of unit price type or cumulative of computed unit

price and quantities required. Quantities may increase or decrease as
determined by demand on the authority of the client’s Accounting
Officer or Tender Committee. Prices quoted should be inclusive of all
delivery charges.

3.4 Payments

All local purchase shall be on credit of a minimum of thirty (30) days or

as it may be stipulated in the Contract Agreement.

4. REGISTRATIONDATA INSTRUCTIONS

4.1 Registration data forms

Bidders are instructed not to change the format, page
arrangements of this document.

4.1.1 The attached questionnaire forms R-1, R-2, R-3, R-4, R-5, R-6, R-7, R-8,
are to be completed by prospective suppliers/contractors who wish to be
registered for submission of tender for the specific tender.

4.1.2 The registration application forms which are not filled out completely
and submitted in the prescribed manner will not be considered. All the
documents that form part of the proposal must be written in English.

4.2 Qualification

4.2.1 It is understood and agreed that the registration data on prospective

bidders is to be used by Government in determining, according to its
sole judgment and discretion, the qualifications of prospective bidders to
perform in respect to the Tender Category as described by the client.

4.2.2 Prospective bidders will not be considered qualified unless in the

judgment of Government they posses capability, experience,
qualified personnel available and suitability of equipment and net
current assets or working capital sufficient to satisfactorily execute
the contract for road-work and bridge construction.

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4.3 Essential Criteria for Registration

4.3.1 (a) Experience: Prospective bidders shall have at least 2 years

Experience in provision of the said services and allied items incase
of potential supplier/contractor should show competence,
willingness and capacity to service the contract.

(b) Prospective supplier requires special experience and capability to

organize supply and delivery of items, or services at short notice.

4.3.2 Personnel

The names and pertinent information and CV of the key personnel for
individual or group to execute the contract must be indicated in form R-
3.

4.3.3 Financial Condition

The Supplier’s financial condition will be determined by latest financial

statement submitted with the registration documents as well as letters of
reference from their bankers regarding suppliers/contractors credit
position. Potential suppliers/contractors will be registered on the
satisfactory information given.

4.3.4 Special consideration will be given to the financial resources available as

working capital, taking into account the amount of uncompleted orders
on contract and now in progress. Data on Form R-4. However, potential
bidders should provide evidence of financial capability to execute the
contract.
4.3.5 Past Performance

Past performance will be given due consideration in

registering bidders. Letter of reference from past customers should be
included in Form R-6

4.4 Statement

Application must include a sworn statement Form R-8 by the Tenderer

ensuring the accuracy of the information given.

4.5 Withdrawal of registration

Should a condition arise between the time the firm is registered to bid
and the bid opening date which in the opinion of the client/Government
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 could substantially change the performance and qualification of the
bidder or his ability to perform such as but not limited to bankruptcy,
change in ownership or new commitments, the Government reserves the
right to reject the tender from such a bidder even though he was initially
registered.

4.6 The firm must have a fixed Business Premise and must be registered in
Kenya, with certificate of registration incorporation/memorandum and
Article of Association, copies of which must be attached.

4.6.1 The firm must show proof that it has paid all its statutory obligations
and have current Tax compliance certificate

4.7 Registration Criteria

Required Information Form Type

1. Registration Documentation R-1

2. Registration Data R-2

3. Supervisory Personnel R-3

4. Financial Position R-4

5. Confidential Report R-5

6.Relevant Past Experience R-6

7. Litigation History R-7

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FORM R-1 REGISTRATION

All firms must provide: -

1. Copies of Certificate of Registration/Incorporation.

2. Tax Compliance Certificate from Kenya Revenue Authority (failure to produce
this certificate to approve compliance, will lead to automatic disqualification thus
no further evaluation of your application).
3. Copy of valid business permits.
4. Details of company directors (CR12).
5. Copy of registration by regulating body NCA 8 and above.
6. Audited account for the last two years 2018 and 2019.
7. Relevant Past experience

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FORM R-2 - REGISTRATION DATA

REGISTRATION OF SUPPLIERS APPLICATION FORM

REGISTRATION OF ROAD-WORKS AND BRIDGE CONTRACTORS

Tenderers are asked to give as much information as possible.

They may attach extra papers if necessary. This formation may be verified.

I/We ………………………………………………………… hereby apply for registration as supplier(s)

(Name of Company/Firm)

of …………………………………………………………………………………………………………………………..
(Item Description)

………………………………………………………………………………………………………………………………

Post Office Address ………………………………………………………………………………………………….

Town ……………………………………………………………………………………………………………………..

Street ……………………………………………………………………………………………………………………..

Name of building …………………………………………………………………………………………………….

Room/Office No. ……………………………………………… Floor No. …………………………………

Telephone Nos. ……………………………………………………………………………………………………….

Full Name of applicant …………………………………………………………………………………………….

Other branches location …………………………………………………………………………………………..

2. Organization & Business Information

Management Personnel ……………………………………………………………………………………………

President (Chief Executive) ………………………………………………………………………………………

Secretary ………………………………………………………………………………………………………………..

General Manager …………………………………………………………………………………………………….

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Treasurer ……………………………………………………………………………………………………………….

Other ……………………………………………………………………………………………………………………..

Partnership (if applicable)

Names of Partners

3. Business founded or incorporated ……………………………………………………………...........

4. Under present management since ……………………………………………………………………..

5. Net worth equivalent Ksh…………………………………………………………………………………

6. Bank reference and address ………………………………………………………………………………

……………………………………………………………………………………………………………………….

7. Bonding company reference and address ……………………………………………………………

8. Enclose copy of organization chart of the firm indicating the main fields of

activities …………………………………………………………………………………………………………

9. State any technological innovations or specific attributes which distinguish you

from your competitors ………………………………………………………………………………………

……………………………………………………………………………………………………………………….

……………………………………………………………………………………………………………………….

10. Indicate terms of trade/sale

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R-3 SUPERVISORY PERSONNEL

Name …………………………………………………………………………………………………………………

Age …………………………………………………………………………………………………………………….

Academic Qualification ………………………………………………………………………………………..

…………………………………………………………………………………………………………………………..

Professional Qualification …………………………………………………………………………………….

…………………………………………………………………………………………………………………………..

Length of service with Contractor or Supplier position held …………………………………….

…………………………………………………………………………………………………………………………..

(Attach copies of certificates of key personnel in the organization)

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R-4 - FINANCIAL POSITION AND TERMS OF TRADE

Audited account for the last two years 2018 and 2019.

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FORM R-5
REPUBLIC OF KENYA

CONFIDENTIAL BUSINESS QUESTIONNAIRE

You are requested to give the particulars indicated in Part I and either Part 2 (a), 2 (b) or 2 (c) whichever applies to your
type of business.

You are advised that it is a serious offence to give false information on this form

Part I- General :
Business Name ……………………………………………………………………………………..
Location of business premises………………………………………………………….……………
Plot No. …………………………………….………. Street/Road…………………………..….…..
Postal Address……………………………………………..………….Tel. No………………...…...
Nature of business……………………………………………………………………………………
Current Trade License No………………………………….…………Expiring date………..……..
Maximum value of business which you can handle at any one time: K£…………………………….
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
 ………………………………………………………………………………………….
………………………………………………………………………………………….
………………………………………………………………………………………….
…………………………………………………………………………………………..

Part 2 ( c) – Registered Company:

Private or Public…………………………………………………………………………….
State the nominal and issued capital of company-
Nominal K£………………………………..
Issued K£…………………………………..
Given details of all directors as follows:-
Name Nationality Citizenship Details Shares
1. …………………………………………………………………………………………
2. …………………………………………………………………………………………
3. …………………………………………………………………………………………
4. …………………………………………………………………………………………

 5. ………………………………………………………………………………………….

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

*if Kenya Citizen, indicate under “Citizenship Details” whether by Birth, Naturalization or Registration.

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FORM R-6 - PAST EXPERIENCE
NAMES OF OTHER CLIENTS AND VALUES OF CONTRACT/ORDERS

1. i) Name of Client (organization) …………………………………………………………

ii) Address of Client (organization) ………………………………………………………
iii) Name of Contact Person at the client (organization) …………………………..
iv) Telephone No. of Client ……………………………………………………………………
v) Value of Contract …………………………………………………………………………….
vi) Duration of Contract (date) ……………………………………………………………..
(Attach documental evidence of existence of contract)

2. Name of 2nd Client (organization)

i) Name of Client (organization) …………………………………………………………

ii) Address of Client (organization) ………………………………………………………
vii) Name of Contact Person at the client (organization) …………………………..
viii) Telephone No. of Client ……………………………………………………………………
ix) Value of Contract …………………………………………………………………………….
x) Duration of Contract (date) ……………………………………………………………..
(Attach documental evidence of existence of contract)

3. Name of 3rd Client (organization)

i) Name of Client (organization) …………………………………………………………

ii) Address of Client (organization) ………………………………………………………
xi) Name of Contact Person at the client (organization) …………………………..
xii) Telephone No. of Client ……………………………………………………………………
xiii) Value of Contract …………………………………………………………………………….
xiv) Duration of Contract (date) ……………………………………………………………..
(Attach documental evidence of existence of contract)

4. Others ………………………………………………………………………………………………………

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 FORM R-7 - LITIGATION HISTORY

Name of Contract Supplier……………………………………………………………………….

Contractors/Suppliers should provide information on any history litigation or

arbitration resulting from contracts executed in the last five years or currently under
execution.

YEAR AWARD FOR OR NAME OF CLIENT CAUSE DISPUTED AMOUNT

AGAINST OF LITIGATION AND (CURRENT VALUE,
MATTER IN DISPUTE KSHS. EQUIVALENT

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FORM R-8 - SWORN STATEMENT

Having studied the registration information for the above project we/I hereby
state:

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

our knowledge.

b. That in case of being registeredwe acknowledge that this grants us

the right to participate in due time in the submission of a tender or
quotation on the basis of provisions in the tender or quotation
documents to follow.

c. When the call for Quotations is issued the legal technical or financial
conditions or the contractual capacity of the firm changes we come
ourselves to inform you and acknowledge your right to review the
registration made.

d. We enclose all the required documents and information required for

the registration evaluation.

Date …………………………………………………………………………………………

Applicant’s Name …………………………………………………………………

Represented by …………………………………………………………………………

Witnessed by…………………………………………………………………………

Signature …………………………………………………………………………………

……………………………………………………………………………….

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FORM SD2
SELF DECLARATION FORMS

SELF DECLARATION THAT THE PERSON/TENDERER WILL

NOT ENGAGE IN ANY CORRUPT OR FRAUDULENT
PRACTICE.

I, …………………………………….of P. O. Box ………………………. being

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

hereby make a statement as follows:-

THAT I am the 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.

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