SECTION3-Form of Tender and Bills of Quantities

REPUBLIC OF KENYA
MIGORI COUNTY GOVERNMENT
TENDER NO: MC/46/2016-2018
TENDER NAME: PROVISION OF UNIFORMED SECURITY GUARDS SERVICES.
NOVEMBER 2016

CONTENTS

SECTION 1 - Introduction

SECTION2-Invitation for Tenders

SECTION3-Form of Tender and Bills of Quantities

SECTION4-Instructions to Tenderers

SECTION 5-Conditions of Contract:

Part 1 – General Conditions

SECTION6-Conditions of Contract:

Part II- Special Conditions

SECTION7-Schedule of requirements

SECTRION8-Schedule of Supplementary Information

SECTION9-Form of Tender Security

SECTION10-Form of Agreement

SECTION 11-Form of Performance Security

SECTION 1 - INTRODUCTION

The County Government of Migori hereinafter also referred to as the “Purchaser,” invites tenders from interested firms with the necessary financial resources, experiences and technical expertise for Provision of Security Guards Services.

Tenderers must ensure that their submission fully includes the necessary documentation to demonstrate their experience and capabilities.

In order to be considered for award, prospective tenderers must submit all the information hereinafter requested. Tenders which are not filled out completely, or which omit requested information without suitable explanation, will not be considered.

Ag. HEAD, SUPPLY CHAIN MANAGEMENT SERVICES

FOR: ACCOUNTING OFFICER

MIGORI COUNTY

SECTION 2 –INVITATION FOR TENDERS

The County Government of Migori invites sealed tenders from eligible tenderers for Tender no. MC/46/2016-2017; Provision of Security Services.
This invitation to Tender is open to Suppliers who satisfy the following conditions:-

i)Supplier has previously provided securityguarding services tovarious reputablefirms in Kenya.

ii)Evidence of this, eg. Testimonial lettersfrom such authority must be attached to the tender document.

A complete set of Tender Documents may be downloaded free of charge from the County Government of Migori website:

Prices quoted should be net inclusive of all taxes and must be expressed in Kenya shillings and shall remain valid for a period of 90 days from the closing date of the tender.

All tenders must be accompanied by a tender security of 2% of the total bid price in the form of banker’s cheque, bank guarantee or Insurance and in the format attached.

Completed tender documents are to be enclosed in plain sealed envelopes, marked with the tender number and be deposited in the tender box provided at the County Headquarters properly addressed to ;

MIGORI COUNTY GOVERNMENT

P. O. BOX 195

MIGORI COUNTY

To be received on or before 10.00am Wednesday,21stDecember2016.

Tenders will be opened immediately thereafter in the presence of Tenderer’s representatives who choose to attend the opening shortly after the deadline on the date specified in the invitation at the County Headquarters.

This Tender will be for a period of twelve (12) months.

SECTION 3 - FORM OF TENDER & BILL OF QUANTITIES

Date…………………….….

To:…………………………………..……….. Tender No…………..……..

………………………………………………….

[Name and address of procuring entity]

Gentlemen and/or Ladies:-

Having examined the Tender documents including Addenda No. (Insert numbers) …….. the receipt of which is hereby duly acknowledged, we the undersigned, offer to provide Security Guard Services under this tender in conformity with the said Tender document for the sum ofKsh….……………………………[amount in figures]……………..………………………………………………………………………………[amount in words]or such other sums as may be ascertained in accordance with the Schedule of Prices attached herewith and made part of this Tender.

2. We undertake, if our Tender is accepted, to provide the Security Guard Services in accordance with the conditions of the tender.

3. If our tender is accepted we will obtain the guarantee of a bank in a sum equivalent to 10% of the Contract Price for the due performance of the Contract, in the form prescribed by County Government of Migori.

4. We agree to abide by this Tender for a period of 1 year from the date fixed for Tender opening of the Instructions to Tenderers, and it shall remain binding upon us and may be accepted at any time before the expiration of that period.

5. This Tender, together with your written acceptance thereof and your notification of award, shall constitute a Contract between us subject to the signing of the contract by both parties.

6. We understand that you are not bound to accept the lowest or any tender you may receive.

Dated this …………………day of ……………………………….……20………………...

…………………………………… …………………..…..……………………..

[Name & Signature] [In the capacity of]

Duly authorized to sign tender for and on behalf of ……………………………………

BILLS OF QUANTITIES

PREAMBLE

Attention is directed to the Form of Tender; the Instructions to Tenderers, the Conditions of Contract and the Specifications which document are to be read in conjunction with these Bills of Quantities.

General directions and descriptions of services given in the General Conditions of Contract and Specifications are not necessarily repeated in the Bills of Quantities.

In pricing the items the Tenderer shall cover himself and will be deemed to have covered himself for:-

(a)All services and materials which according to the true intent and meaning of the Contract may be reasonably inferred as necessary fordelivery of the services in sound condition to the designated delivery points, inclusive of all charges.

(b)All the duties, obligations, liabilities and responsibilities which the

Contract Documents place upon the Supplier, in connection with orrelation to the Contract.

This document must be completed neatly in ink or in typescript. All correction or amendments shall be initialed

SCHEDULE OF REQUIREMENTS

TENDER NO. MC/46/2016-2017

A.PROVISION OF SECURITY SERVICES
LOT No. / STATION / MONTHLY RATE PER GUARD / TOTAL
1 / Public Service Management Department
Governor’s Residence
4 Uniformed Day Guards
4 Uniformed Night Guards
2 / Nyatike Sub County
4 Uniformed Day Guards
4 Uniformed Night Guards
3 / Kaler Ward
1 Uniformed Day Guard
2 Uniformed Night Guards
4 / Governor’s Office
6 Uniformed Day Guards
4 Uniformed Night Guards
5 / Governor’s Annex
2 Uniformed Day Guards
3 Uniformed Night Guards
6 / Suna East Revenue
1 Uniformed Day Guard
2 Uniformed Night Guards
7 / Suna West Sub County Office
1 Uniformed Night Guard
2 Uniformed Night Guards
8 / Public Service Board Office
2 Uniformed Day Guards
2 Uniformed Night Guards
9 / PBS Chairman Residence
0 Uniformed Day Guards
2 Uniformed Night Guards
10 / Citizen Service Centre
1 Uniformed Day Guard
2 Uniformed Night Guards
11 / Awendo Sub County Office
2 Uniformed Day Guards
2 Uniformed Night Guards
12 / Kuria East Sub County Office
2 Uniformed Day Guards
2 Uniformed Night Guards
13 / KuriaAwest Sub County Office
2 Uniformed Day Guards
2 Uniformed Night Guards
Rongo Sub County Office
14 / 2 Uniformed Day Guards
2 Uniformed Night Guards
15 / Deputy Governor’s Residence
4 Uniformed Day Guards
6 Uniformed Night Guards
16 / Deputy Governor’s Office
2 Uniformed Day Guards
4 Uniformed Night Guards
17 / Tagare Ward Office
1 Uniformed Day Guard
2 Uniformed Night Guards
18 / Kanyasa Ward Office
1 Uniformed Day Guard
2 Uniformed Night Guards
19 / South Kanyamkago Ward Office
1 Uniformed Day Guard
2 Uniformed Night Guards
20 / Radio Station at Uriri
1 Uniformed Day Guard
2 Uniformed Night Guards
21 / Water Department
Nyatike Sub County Office
2 Uniformed Day Guards
2 Uniformed Night Guards
22 / Migori County Head Office
1 Uniformed Day Guard
1 Uniformed Night Guard
23 / Awendo Sub County
2 Uniformed Day Guards
2 Uniformed Night Guards
Rongo Sub County Office
24 / 2 Uniformed Day Guards
2 Uniformed Night Guards
25 / Kuria East
2 Uniformed Day Guards
2 Uniformed Night Guards
26 / Kehancha, Isebania, Rapogi
4 Uniformed Day Guards
4 Uniformed Night Guards
27 / Agriculture Department
Migori County Headquarters
2 Uniformed Day Guards
2 Uniformed Night Guards
28 / Miyare - ATC
2 Uniformed Day Guards
2 Uniformed Night Guards
29 / A.M.S
2 Uniformed Day Guard
2 Uniformed Night Guards
30 / Fisheries Department
Sori Beach
1 Uniformed Day Guard
1 Uniformed Night Guard
31 / Got Kachola
1 Uniformed Day Guard
1 Uniformed Night Guard
32 / Lichota
1 Uniformed Day Guard
1 Uniformed Night Guard
Fisheries HQS
33 / 2 Uniformed Day Guards
2 Uniformed Night Guards
34 / Veterinary Department
Nyasare Slaughter House
1 Uniformed Day Guard
1 Uniformed Night Guard
35 / Veterinary Headquarters
1 Uniformed Day Guard
1 Uniformed Night Guard
36 / Livestock Department
Migori County Headquarters
1 Uniformed Day Guard
1 Uniformed Night Guard
37 / Education Department
Migori County Headquarters
1 Uniformed Day Guard
2 Uniformed Night Guards
38 / Roads Department
Rongo
2 Uniformed Day Guards
2 Uniformed Night Guards
39 / Kuria West
2 Uniformed Day Guards
2 Uniformed Night Guards
40 / Migori
3 Uniformed Day Guards
3 Uniformed Night Guard
41 / Kuria East
2 Uniformed Day Guards
2 Uniformed Night Guards
Health Department
Migori County Referral Hospital
42 / 12 Uniformed Day Guards
13 Uniformed Night Guards
43 / Awendo Sub County Hospital and Market
4 Uniformed Day Guards
5 Uniformed Night Guards
44 / Rongo Sub County Hospital
3 Uniformed Day Guards
4 Uniformed Night Guards
45 / Uriri Health Centre
2 Uniformed Day Guards
2 Uniformed Night Guards
46 / Othoro Sub County Hospital
2 Uniformed Day Guards
2 Uniformed Night Guards
47 / Kuria West Sub County Hospital
3 Uniformed Day Guards
4 Uniformed Night Guards
48 / Isebania Sub County Hospital
3 Uniformed Day Guards
3 Uniformed Night Guards
49 / Ntimaru Sub County Hospital
2 Uniformed Day Guards
2 Uniformed Night Guards
50 / Kegonga Sub County Hospital
2 Uniformed Day Guards
2 Uniformed Night Guards
Macalder Sub County Hospital
51 / 2 Uniformed Day Guards
2 Uniformed Night Guards
52 / Karungu Sub County Hospital
2 Uniformed Day Guards
2 Uniformed Night Guards
53 / Nyamaranga Sub County Hospital
2 Uniformed Day Guards
2 Uniformed Night Guards
Environment Department
Head Office
54 / 1 Uniformed Day Guard
2 Uniformed Night Guards
Lands Department
Head Office
55 / 4 Uniformed Day Guards
2 Uniformed Night Guards
TOTAL COST PER MONTH
TOTAL AMOUNT FOR 12MONTHS (IN FIGURES)
TOTAL AMOUNT FOR 12 MONTHS (IN WORDS):

TOTAL AMOUNT FOR PROVISION OF SERVICE (in figures)……………………….……

(in words)………………………………………………………………………………………………

Signature of tenderer………………………………..Official Rubber Stamp………….………

Note: In case of discrepancy between monthly unit price and total, the monthly unit price shall prevail

SECTION 4 -INSTRUCTIONS TO TENDERERS

General Information

Introduction

1. Eligible Tenders

1.1This Invitation for Tenders is open to all tenderers eligible as described in the tender documents.

1.2Successful tenderers shall provide the services for the stipulated duration from the date of commencement (hereinafter referred to as the term) specified in the tender documents.

1.3Tenderers shall provide the qualification information statement that the tenderer (including all members, of a joint venture and subcontractors) is not associated, or have been associated in the past, directly or indirectly, with a firm or any of its affiliates which have been engaged by the Procuring entity to provide consulting services for the preparation of the design, specifications, and other documents to be used for the procurement of the services under this Invitation for tendersTenderer shall be declared ineligible for corrupt and fraudulent practices.

1.4This tender can be awarded in part or as a whole.

2. Cost of Tendering

The Tenderer shall bear all costs associated with the preparation and submission of Tender, and the County Government of Migori, will in no case be responsible or liable for those costs, regardless of conduct or outcome of the tendering process.

The Tender Document

3. Contents

3.1 The tender document comprises the sections listed below and addenda may be issued in accordance with clause 6 of these instructions to tenders.

General information
General Conditions of Contract
Special Conditions of Contract
Schedule of Requirements
Form of Tender
Price schedules
Tender Security Form
Contract Form
Confidential Business Questionnaire
Evaluation Criteria
The Tenderer is expected to examine all instructions, forms, terms and specifications in tender documents. Failure to furnish all information required by the tender documents or to submit a tender not substantially responsive to the tender documents in every respect will be at the tenderers risk and may result in the rejection of its tender.

4. Clarification of Documents

4.1A prospective tenderer requiring any clarification of the tender document may notify The County Government of Migori in writing or by cable (hereinafter, the term cable is deemed to include email) at the company’s address indicated in the Invitation for tenders. The County Government of Migori will respond in writing to any request for clarification of the tender documents, which it receives not later than seven (7) days prior to the deadline for the submission of tenders. Written copies of the County Government of Migori response (including an explanation of the query but without identifying the source of inquiry) will be sent to all prospective tenderers who have purchased the tender document.

5. Amendment of Documents

5.1 At any time prior to the deadline for submission of tenders, the County Government of Migori, for any reason, whether at its own initiative or inresponse to a clarification requested by a prospective tenderer, may modify thetender documents by amendment.

5.2All prospective candidates who have purchased the tender documents will be notified of the amendment in writing or by cable, and such amendment will be binding on them.

5.3In order to allow prospective tenderers reasonable time in which to take the

amendment into account in preparing their tenders, the County Government of Migori, at its discretion, may extend the deadline for the submission of tenders.

Preparation of Tenders

6.1Language of Tender

The tender prepared by the tenderer, as well as all correspondence and documents relating to the tender exchanged by the tenderer and County Government of Migori, shall be written in English language. However, any printed literature furnished by the tenderer written in another language shall be accompanied by an accurate English translation of the relevant passages in which case, for purposes of interpretation of the tender, the English translation shall govern.

6.2Any documents relating to the tender exchanged by the tenderer and County Government of Migori in addition to this document, shall form part of the tender document.

7. Documents Comprising the Tender

7.1The tender prepared by the tenderer shall comprise the following components:

a)A Tender Form and a Price Schedule completed in accordance with paragraph 8, 9 and 10 below.

b)Documentary evidence established in accordance with paragraph 11 that the tenderer is eligible to tender and is qualified to perform the contract if its tender is accepted.

c)Documentary evidence established in accordance with paragraph 12 that the materials and services to be used by the tenderer for the services contract conform to the tender documents; and

d)Tender security furnished is in accordance with paragraph 12 of this section.

8. Tender Form

8.1The tenderer shall complete the Tender Form and the appropriate Price Schedule furnished in the tender documents, indicating the services to be performed, a brief description of the services, and prices.

9. Tender Prices

9.1The tenderer shall indicate on the appropriate Price Schedule the unit prices and total Tender price of the services it proposes to provide under the contract.

9.2Prices indicated on the Price Schedule shall be the cost of the services quoted Including all customs duties and VAT and other taxes payable:

9.3Prices quoted by the tenderer shall be fixed during the Term of the contract

andnot Subject to variation on any account. A tender submitted with an adjustable price Quotation will be treated as non-responsive and will be rejected, pursuanttoParagraph 21.

10. Tender Currencies

10.1Prices shall be quoted in Kenya Shillings.

11. Tenderers Eligibility and Qualifications

11.1Pursuant to paragraph 1 and 2 of section c, the tenderer shall furnish, as part of its Tender, documents establishing the tenderers eligibility to tender and its qualification to perform the contract if its tender is accepted.

11.2The documentary evidence of the tenderers qualifications to perform the contract if Its tender is accepted shall establish to the satisfaction of County Government of Migori, that the tenderer has the financial and technical capability necessary to performthecontract.

12. Tender Security

12.1 The tenderer shall furnish, as part of its tender security for the amountspecified in the Special Conditions of Contract.

12.2The tender security is required to protect the County Government of Migori against the risk of Tenders conduct which would warrant the security’s forfeiture, pursuant to paragraph 12.7

12.3The tender security shall be denominated in Kenya Shillings and shall be in the Form of a bank guarantee or a bank draft issued by a reputable bank located in Kenya, in the form provided in the tender documents and valid for thirty (30) days beyond the validity of the tender.

12.4Any tender not secured in accordance with paragraph 12.1 and 12.3 will be rejected by the County Government of Migori as non-responsive. Pursuant to paragraph 20.

12.5Unsuccessful Tenderers tender security will be discharged or returned as promptly As possible but not later than thirty (30) days after the expiration of the period of tender validity prescribed by the County Government of Migori.

12.6The successful Tenderers tender security will be discharged upon the tendererSigning the contract, pursuant to paragraph 28 and furnishing the performance security, pursuant to paragraph 29.

12.7 The tender security may be forfeited:

a)If a tenderer withdraws its tender during the period of tender validity specified by the County Government of Migori on the Tender Form;

b)In the case of a successful tenderer fails:

To sign the contract in accordance with paragraph 28

To furnish performance security in accordance with paragraph 29.

13. Validity of Tenders

13.1Tenders shall remain valid for 90 days or as specified in the tender documents after Date of tender opening prescribed by the County Government of Migori, pursuant to paragraph 16 and 18. a tender valid for a shorter period shall be rejected by the company as non-responsive

13.2In exceptional circumstances, the County Government of Migori may solicit the tenderer’s consent to an extension of the period of validity. The request and responses thereto shall be made in writing.The tender security provided under paragraph 12 shall also be suitable extended. A tenderer may refuse the request without forfeiting its tender security. A tenderer granting the request will not be required nor permitted to modify its tender.

14Format and Signing of Tender

14.1The tenderer shall prepare two copies of the tender, clearly marking each ORIGINAL TENDER and COPY OF TENDER as appropriate. In the event of any discrepancy between them, the original shall govern.

14.2The original and all copies of the tender shall be typed or written in indelible ink and shall be signed by the tenderer or a person or persons duly authorized to bind the tenderer to the contract. The letter of authorization shall be indicated by written power-of- attorney accompanying the tender. All pages of the tender, except for un-amended printed literature, shall be initialed by the person or persons signing the tender.