Tavevo Water and Sewerage Company Ltd

TAVEVO WATER

AND

SEWERAGECOMPANY

LTD.

PRE-QUALIFICATION AND REGISTRATION

OF SUPPLIERS FOR THE

FINANCIAL YEAR

2017/2018 & 2018-2019

TABLE OF CONTENTS

SECTION ONE(1):INVITATION FOR REGISTRATION
1.1 / Introduction / 3
1.2 / Categories / 4&5
1.3 / Purchase of Registration Documents / 5
SECTION TWO(2):INSTRUCTION TO APPLICANTS
2.1 / Format and signing / 6
2.2 / Submission of Application / 6
2.3 / Eligible bidders / 6
2.4 / Qualification Criteria / 6
2.5 / Cost of Application / 7
2.6 / Clarification of Registration Documents / 7
2.7 / Amendment of Registration Documents / 7
2.8 / Opening of Registration Documents / 7
2.9 / Currencies / 7
SECTION THREE(3):IMPORTANT INFORMATION
3.1 / Confidentiality / 8
3.2 / Notification of Registration / 8
3.3 / Acceptance and approval / 8
3.4 / Corrupt/Fraudulent Practices / 8
3.5 / Other Information / 8
SECTION FOUR(4):REGISTRATION CONFIDENTIAL BUSINNESS QUISIONAIRE / 9,10,11,12,13
SECTION FIVE(5):DECLARATION / 14

1.1Introduction

Tavevo water and Sewerage Company limited is Water Company mandated to supply water to the residents of Taita-Taveta County. Their offices are located at Voi, along CIT road, oppositeministry of agriculture offices Sofia.

Vision

To be the leading provider of quality & affordable water and sanitation services in Taita-Taveta County of Coast Region

Mission

To ensure provision of adequate portable piped water and sanitation services efficiently economically at affordable cost to the Taita –Taveta county community within the legal frame work of water Act.

In order for Tavevo water & Sewerage Company Limited to carry out its work, it is undertaking supplierRegistration exercise for the selection of potential suppliers of various goodsand services for financial year 2017-2018 & 2018-2019. The purpose of this exercise is to promote supplier partnership andto improve on the quality of Goods, services and works whilst achieving the mostcompetitive prices.

1.2CATEGORIES

REGISTRATION OF SUPPLIERS FINANCIAL YEARS 2017-2018 &2018-2019

Tavevo Water and Sewerage Company Ltd invites interested and eligible suppliers, contractors for registration of suppliers for supply/provision of under listed goods/services and works for financial year 2017-2018 &2018-2019

All bidders currently engaged with us need to re-apply in line with the requirements of stipulated Registration conditions under the various categories.

S/N / REGISTRATION NO. / ITEM DESCRIPTION / TARGET GROUP
CATEGORY A-GOODS
1 / TVO/PRQR/A/001/2017-2018 / Supply and Delivery of General Office Stationery,Cartidges and Tonners / Special group
2 / TVO/PRQR/A/002/2017-2018 / Supply and Delivery of General Office furniture, fittings and Equipments(Metal filling cabinets) / Open
3 / TVO/PRQR/A/003/2017-2018 / Supply and Delivery of Window Blinders and Curtains / Special group
4 / TVO/PRQR/A/004/2017-2018 / Supply and Delivery of Lightings, Electrical and Electro Mechanic material and Accessories / Open
5 / TVO/PRQR/A/005/2017-2018 / Supply and Delivery of Pumps and Motors and Spares / Open
6 / TVO/PRQR/A/006/2017-2018 / Supply and Delivery of Computers, Servers, Laptops, Printers, Scanners and other related ICT Equipments / Special group
7 / TVO/PRQR/A/007/2017-2018 / Supply and Delivery of Staff Uniforms, Protective Equipment and Promotional Materials(t-shirts, caps) / Special group
8 / TVO/PRQR/A/008/2017-2018 / Supply and Delivery of G.I, UPVC, PPR, HDPE Pipes and Fittings and Tools / Open
9 / TVO/PRQR/A/009/2017-2018 / Supply and Delivery of Cold Water Meters / Open
10 / TVO/PRQR/A/010/2017-2018 / Supply and Delivery of Motor Vehicles and Motor Cycles, Motor Vehicle/Motor Cycles Spare Parts, Tyres , Tubes and Batteries / Open
11 / TVO/PRQR/A/011/2017-2018 / Supply and Delivery of fuel Oil and Lubricants / Open
12 / TVO/PRQR/A/012/2017-2018 / Supply and Delivery of General Building and Construction Materials / Open
13 / TVO/PRQR/A/013/2017-2018 / Supply ,Delivery and Servicing of Fire Fighting Equipments / Open
14 / TVO/PRQR/A/014/2017-2018 / Supply and Delivery of laboratory Equipments, Water Treatment Chemicals and Reagents / Open
15 / TVO/PRQR/A/015/2017-2018 / Supply and Delivery of Mobile Phone Airtime / Special group
16 / TVO/PRQR/A/016/2017-2018 / Supply and Delivery of Newspaper, Periodicals and Legal Materials / Special group
17 / TVO/PRQR/A/017/2017-2018 / Supply and Delivery of Cleaning, Sanitary Materials, Detergents and Disinfectants / Special group
CATEGORY B-SERVICES
1 / TVO/PRQR/B/001/2017-2018 / Provision of Medical insurance cover(service providers) / Open
2 / TVO/PRQR/B/002/2017-2018 / Repair and Servicing of Motor Vehicles and Motorcycles / Open
3 / TVO/PRQR/B/003/2017-2018 / Hire of Transport Service / Open
4 / TVO/PRQR/B/004/2017-2018 / Provision for Printing Services and Promotional Materials (Banners, Business Cards, Bags Umbrellas, Diaries, Bronchure,Stickers, Booklets Etc.) / Special group
5 / TVO/PRQR/B/005/2017-2018 / Provision of billing, Accounting and Payroll Softwares / Special group
6 / TVO/PRQR/B/006/2017-2018 / Provision of Training and Consultants Services(must be registered by NITA) / Open
7 / TVO/PRQR/B/007/2017-2018 / Provision of Insurance Brokerage Services and General Insurance(must be registered by IRA) / Open
8 / TVO/PRQR/B/008/2017-2018 / Provision of Security Services / Open
9 / TVO/PRQR/B/009/2017-2018 / Repair, Maintenance And Servicing of Water Pumps ,Generators ,Engines and Plants / Open
10 / TVO/PRQR/B/010/2017-2018 / Repair and Servicing of Computers ,Photocopiers, Printers and Assorted Equipment / Special group
11 / TVO/PRQR/B/011/2017-2018 / Provision of Internet Services / Open
12 / TVO/PRQR/B/012/2017-2018 / Provision of Catering, Conference and Accommodation Facilities / Open
13 / TVO/PRQR/B/013/2017-2018 / Provision of Courier Services / Open
14 / TVO/PRQR/B/014/2017-2018 / Provision of Cleaning and Sanitary Services / Special group
15 / TVO/PRQR/B/015/2017-2018 / Maintenance and Repair of Office Furniture / Special group
16 / TVO/PRQR/B/016/2017-2018 / Provision of Civil & Electro-Mechanical Construction Works / Open

Note. Special/Target group are encouraged to apply for Special categories and should attach certificate of the Special group and they will not be subjected to full registration process. They can also apply for open categories and will be evaluated with the same criteria.

Registration documents containing detailed instructions and requirements may be downloaded from our website free of charge.

Completed registration documents should be submitted in plain sealed envelopes clearly marked “Registration of suppliers and services providers financial year 2017-2018 &2018-2019” and category number, addressed to

THE MANAGING DIRECTOR

TAVEVO WATER AND SEWERAGE COMPANY LIMITED

P.O BOX 6—80300.

VOI

And deposited in the tender box situated at Tavevo water and Sewerage Company headquarters office Voi on or before 16th June 2017 at 2.00pm.Documents opening will be done immediately at Tavevo new boardroom in the presence of bidders and representatives who may wish to attend.

MANDATORY DOCMENTS

Company Profile
Valid Business Permit
Pin Certificate
Valid Tax Compliance Certificate
Certificate Of Incorporation
Certificate Of AGPO For Special Groups
Certificate Of IRA For Insurance Services
Certificate Of NITA For Training Services

1.3 Purchase of Registration Document.

Registrationdocuments (in hard copy) can be obtained from the company headquarters (Procurement Office) during normal working hours or downloaded for free from our company website Firms are free to participate in more than one category.

SECTION TWO (2) INSTRUCTIONS TO APPLICATIONS

2.1 Format and signing of application

a) The applicants shall prepare one document comprising the Registration document clearly marked “Registration of suppliers’ financial year 2017-2018 &2018-2019” with the category should be signed and rubberstamped on the declaration form.

b) TheRegistration document shall be typed or written in indelible ink.

2.2 Submission of Application

Application for Registration shall be submitted in sealed envelopes marked with the Registration document name and reference, addressed to the Managing Director, Tavevo water and Sewerage Company limited P.o Box 6-80300 Voi.And are to be received on or before Monday16th June 2017 at 2.00pm.

Please note that late submission of documents will not be accepted. Canvassing for

Tenders by bidders/applicants or by proxy shall lead to automatic disqualification

a) The applicants are required to submit pre-qualification request per Registrationcategory inSeparate envelopes if the applicant is interested in more than one category.

b) Multiple applications sealed in one envelope will be disqualified from further review andconsideration.

c) Each application envelope must be clearly marked with the Registrationcategory reference codenumber the supplier is applying for.

d) Any Registration document received after the deadline will be disqualified.

e) Applications received after the closing date shall be rejected and returned to the applicantunopened.

f) All the information requested for Registration shall be provided in English.

g) Failure to provide information that is essential for effective evaluation of the applicant’s qualification or to provide timely clarification or substantiation of the information supplied mayresult in the applicant’s disqualification.

2.3Eligible Bidders

a) Only suppliers registered with Registrar of Companies under the Laws ofKenya in respective merchandise or services are invited to submit their Registrationdocuments.

b) Suppliers currently doing business with Tavevo water are free to re-apply for this Registration.

c) The prospective suppliers are required to supply mandatory information for Registration.

d) The applicant shall not be under a declaration of ineligibility for corrupt and

Fraudulentpractices.

2.4 Qualification criteria.

i).Mandatory document. Applicants who fail to attach all mandatory document will be will be disqualified

iv. Past performance: Past performance will be given due consideration in pre- qualifying

2.5 Cost of Application.

The applicant shall bear all costs associated with the preparation and submission of theRegistration documents. Tavevo water and Sewerage Company limitedwill not be responsible or liable for those costs, regardless of the conduct and/or the outcome of the Registration process.

2.6 Clarification of Registration Documents.

The prospective applicant requiring any clarification on the Registration documents maynotify Tavevo Water & Sewerage Company in writing at e-mail address . ke.The organization will respond through email to any request that it receives earlier than 4 days priorto the deadline for the submission of applications.

2.7 Amendments of Registration documents

At any time prior to the deadline for submission of applications, Tavevo water & sewerage company Ltd may, for anyreason, whether at its initiative or in response to a clarification requested by a prospectiveapplicant, notify the Registration documents by issuing subsequent addendum. The addendum thus issued shall be part of the Registration documents and shall becommunicated in writing to all the purchasers of the Registration documents.

2.8 Opening of Registration Document

Registration opening will be done on 16thJune 2017 at 2.00 pm at Tavevo new boardroom in the presence of bidders and representatives who may wish to attend.

2.9 Currencies

Prices to be quoted upon receipt of quotation shall be in Kenya Shillings.

SECTION 3: IMPORTANT INFORMATION

3.1 Confidentiality

Information relating to the examination, evaluation of applications, and recommendations forRegistration of the successful participants shall not be disclosed to applicants or any otherpersons not officially concerned with the process until Registration of the successfulapplicant has been announced.

3.2 Notification of Qualified Applicants

Applicants whose applications are determined to be successful will be notified in writing by theorganization

3.3 Acceptance of the Approval

The successful participants shall be required to acknowledge in writing the acceptance within 14 days after receipt of award letter.

3.4 Corrupt /Fraudulent Practices

Canvassing will lead to automatic disqualification.

3.5 OTHERINFORMATION

1. The attached questionnaire must be filled in all respects

FAILURE TO COMPLETE ANY PART OR OMISSIONS OF ANY REQUEST DOCUMENT WILL LEAD TO AUTOMATIC DISQUALIFICATION OF THE APPLICANT

2. Every information given by the applicant shall be treated in strict confidence.

3.Companies whose directors and offices are employees of the company and or the parent ministry or their relationship or associates or affiliated firms must disclose their relationship in their application.

4.Tavevo Water and Sewerage Co. Ltd. reserve the right to visit and inspect the business premises of the applicant to verify the information given.

5.Tavevo Water and Sewerage Company Ltd. reserves the right to register or reject any applicant without giving any reasons to the applicant and the decision to accept or reject any form shall be at sole discretion of the company.

N.B: Applicants should note that any information given in this questionnaire and is later found to be incorrect shall also render the applicants to be disqualified.

SECTIONFOUR (4)PRE-QUALIFICATION CONFIDENTIAL BUSINESS QUESTIONNAIRE

Name of Company in full ………………………………………………………...

…………………………………………………………………………………..

Category applied for ……………………………………………………………..

…………………………………………………………………………………..

3. State type of your business Tick whichever is applicable

a)Apublic limited company ………………………......

b)Public listed company ………………………………………

c) A limited company ……………………………......

d)Apartnership ……………………………………...

e)A sole trader ………………………………………

f) Others ………………………………………

4. Mandatory Documents Required.

(a)PIN ………………………………………………………...... (Attach a copy)

(b)Current Trading Licence ………………………………...... (Attach a copy)

(c)Certificate of Incorporation of company…………………...……..(Attach a copy)

(d)Valid tax compliance certificate …………………………...... (Attach a copy)

(e)Company profile………………………………………….………….(Attach copy)

(f)Certificate of Special Group………………………….. …………….(Attach copy)

(g)Certificate of IRA For insurance companies………………………...(Attach copy)

(h)Certificate of NITA for Training services………………………….(Attach copy)

5. Name of Director Nationality Shareholding

A …………………………………….. ………………….. …………………

B ……………………………………. …………………… ………………..

C ……………………………………… …………………… ………………..

D ……………………………………... …………………… ……………….

E ………………………………. …….... …………………… ……......

6. Do you have any interest and or shareholding on or other Companies which have also applied for registration consideration with the Company?

a)Yes …………………………………….. b) No …………………………

c) If yes state their particulars

(i)M/S …………………………………… Box ………….. Town ………..…

7. Name the Directors and officers of your firm or associates Companies who are employees/Directors of Tavevo Water and Sewerage Co. Ltd or Ministry of Water and Irrigation.

Name of Directors/Officers Position Department

A …………………………. ………………………. ………………………

B …………………………. ………………………. ………………………

C …………………………. ……………………….. ………………………

D …………………………. ……………………….. ……………………

8. Location of Business Premises

A)Name of Building ………………………………………………………………

B)Plot No …………………………………………………………………………

C)Name of Street …………………………………………………………………

D)Floor Number …………………………………………………………………..

E)Room Number ………………………………………………………………….

F)Contact Person………………………………………………………………….

G)Contact Number ………………………………………………………………..

H)Position Held …………………………………………………………………...

9. (a) Other Business Particulars

(i)Box Number ……………………………………..……………………..

(ii)Telephone Number ……………………………………………………..

(iii)Phone Number………………………………………………………….

(iv)Email address1..………………………………………………………

2………………………………………………………

(b)Types of Business Accommodation.

Indicate which of the following is relevant to your business accommodation

(i)Office only

(ii)Shop

(iii)Showroom

(iv)Store/Go down

10. Nature of Business Conducted

State the nature of business being conducted by your Company.

Tick whichever is applicable

(i)Retail …………………………………………. ……………………………..

(ii)Wholesale ……………………………………. ……………………………...

(iii)Distributors …………………………………… ……………………………..

(iv)Agent …………………………………………. …………………………….

(v)Manufacturers ………………………………… …………………………….

(vi)Electrical, electronics ………………………… …………………………….

vii) Installation, Repair and services……………… ……………………………..

viii) Other Services……………………………….. ……………………………..

11. For how long have you been in the above stated business?

Tick whichever is applicable

(i)1 – 2 years ……………………………………………………………………...

(ii)3 – 4 years ……………………………………………………………………...

(iii)5 – 7 years ……………………………………………………………………...

(iv)8 – 10 years …………………………………………………………………….

(v)11 and above years ……………………………………………………………..

12. State the number of organizations/companies your company has conducted Business with for the last (2) years, attaching copies as documentary proof preferably L.P.O’s in support of your answer

Tick whichever is applicable (i) One/two organization ……………………………………… ………………..

(ii)Three/five other organization …………………………….. ………………..

(iii)Six/ten other organization and more ……………………… ……………….

13. Based on your above answer please state the amount of business your Company has conducted for the last (2) years.

(a)With Tavevo Water and Sewerage Co. Ltd.

FromToTick whichever is applicable

Kshs 0500,000………………………………………………

600,0004.0 M………………………………………………

4.1M 10.0M………………………………………………

11.0M20.0M………………………………………………

21.0M50.0M………………………………………………

51.0M 100M ……………………………………………...

(b)With other Organizations

FromToTick whichever is applicable

Kshs 0500,000………………………………………………

600,0004.0 M………………………………………………

4.1M 10.0M………………………………………………

11.0M20.0M………………………………………………

21.0M50.0M………………………………………………

51.0M 100M ……………………………………………...

14. For Repairs and Maintenance Services Only

(a)Name other organizations that your Company has dealt with for two (2) Years attaching documentary proof preferably LPO’s/L.S.O’s/Contracts.

(i)M/S …………………………….. Box ……………… Town …………

(ii)M/S …………………………….. Box ……………… Town …………

(iii)M/S …………………………….. Box ……………… Town …………

(iv)M/S …………………………….. Box ………………. Town ………...

(v)M/S …………………………….. Box ………………. Town ………...

(b)State the type of equipment owned by your Company relevant to your field.

Types of Equipments

(i) …………………………………………………………………………………..

(ii) …………………………………………………………………………………...

(vi)………………………………………………………………………......

(vii)…………………………………………………………………………………..

(viii)…………………………………………………………………………………..

(c)State the Qualifications of the Key staff employed by your Company

(i)Experience only…………………………………………………………………….

(ii)Artisans…………………………………………………………………………......

(iii)Diploma …………………………………………………………………………….

iv) Graduate……………………………………………………………………………

15. State credit Period (Minimum proposed is 30 days)……………………......

SECTION FIVE (5)DECLARATIONS

a)I/We ………………………………………………………………………… on behalf of ……………………………………………………………………… declare that the above information is correct to the best of my/our knowledge.

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

Signed………………………………………………………

Position………………………………………………………

Date ……………………………………………………………………. (Official Stamp)

Note: Declaration form must be dully signed and stamped