REPUBLIC OF KENYA MINISTRY OF TRANSPORT,INFRASTRUCTURE ... Mast... · REPUBLIC OF KENYA MINISTRY OF TRANSPORT,INFRASTRUCTURE, ... ERECTION,INSTALLATION ... Testing and Commissioning

REPUBLIC OF KENYA

MINISTRY OF TRANSPORT,INFRASTRUCTURE,URBAN DEVELOPMENT

STATE DEPARTMENT OF PUBLIC WORKS

PROPOSED HIGH MAST FLOODLIGHT PHASE UNIVERSITY OF ELDORET

Tender No. UOE/30/2016

TENDER SPECIFICATIONS AND BILLS OF QUANTITIES

DESIGN,SUPPLY, ERECTION,INSTALLATION,TESTING AND COMMISSSIONING

COUNTY ENGINEER (ELECTRICAL) MINISTRY OF TRANSPORT,INFRA,,HOUSING AND URBAN

DEVELOPMENT,STATE DEPARTMENT OF PUBLIC WORKS

P.O BOX 53 -30100 ELDORET

COUNTY QUANTITY SURVEYOR MINISTRY OF TRANSPORT,INFRA,,HOUSING AND URBAN


P.O BOX 53- 30100 ELDORET

REPUBLIC OF KENYA

TRANSPORT,INFRASTRUCTURE,URBAN DEVELOPMENT


PROPOSED HIGH MAST FLOODLIGHT PHASE THREEUNIVERSITY OF ELDORET- MAIN CAMPUS

16-2017


FOR

DESIGN,SUPPLY, ERECTION,INSTALLATION,TESTING AND COMMISSSIONING 30 METRE HIGH MAST FLOOD LIGHT TOWERS

PHASE 3

,HOUSING AND URBAN

,STATE DEPARTMENT OF PUBLIC WORKS

,HOUSING AND URBAN


COUNTY WORKS OFFICER MINISTRY OF TRANSPORT,INFRA,


P.O BOX 53 - 30100 ELDORET

COUNTY ENGINEER (STRUCTURAL)

MINISTRY OF TRANSPORT,INFRA,


P.O BOX 53 - 30100, ELDORET

CLIENT VICE CHANCELLOR

UNIVERSITY OF ELDORET P.O. BOX 1125-30100

ELDORET

APRIL 2017

TRANSPORT,INFRASTRUCTURE,HOUSING AND


THREE AT

MAIN CAMPUS


DESIGN,SUPPLY, ERECTION,INSTALLATION,TESTING AND HIGH MAST FLOOD LIGHT TOWERS

COUNTY WORKS OFFICER TRANSPORT,INFRA,,HOUSING AND URBAN


GINEER (STRUCTURAL) TRANSPORT,INFRA,,HOUSING AND URBAN


Table of contents

SECTION

Section A:

Section B:

Section C:

Section D:

Section E:

Section F:

Section G:

Section H:

Section I:

Section J:

Section K: Section L:

Page

Invitation for Tenders ...... ................................................................................1 ...................................................................................... Instructions to Tenderers ..................................................................................2 .................................................................................. General Conditions of Contract .....................................................................14

Special Conditions of Contract........................................................................18 Contract........................................................................

Technical Specifications and Price Schedules .......................... .......................19 .................................................

Bills of quantities…………………………………………………………………………………………26

Tender Form .....................................................................................................28

Tender Security Form ....................................................................................... 29 ......................................................................................

Mandatory Confidential Business Questionnaire ............................................. 30 ...........................................

Contract Agreement Form ................................................................................34

Performance Security Form .............................................................................. 36 ............................................................................

Manufacturer's Authorization Form................................................................... 37 Form.................................................................

SECTION A

INVITATION TO TENDER

THE UNIVERSITY OF ELDORET (UOE) invites sealed tenders for Design, Supply, Erecting, Testing and Commissioning of 2No.30 Metre High Mast Flood lighting whose specifications are detailed in the Tender Documents.

Interested firms may obtain further information from, and purchase the Tender Documents at the office of:

Where the tender document may be collected upon payment of a non-refundable fee of Kshs.1,000.00 paid in cash or through a bankers cheque at any UOE finance office. The document can also be viewed and downloaded from the website indicated on the advertisement

payment evidence MUST be submitted with the tender document. Bidders who download the tender document from the website must forward their particulars immediately for records and any further tender clarifications and addenda and will be required to pay a

reduced fee of Kshs.500.00

Tenders must be accompanied by a security in the form and amount specified in the tender documents, and must be deposited in the tender box at the entrance of the administration block or sent

To the Vice Chancellor University of Eldoret

P.O. Box 1125-30100

ELDORET

On or before: the date that appears in the advertisement)

Tenders will be opened immediately thereafter in the presence of the candidates’ representatives who choose to attend

Vice Chancellor

1

SECTION B

INSTRUCTIONS TO TENDERERS

Introduction

1. Eligible Tenderers 1.1 This Invitation for Tenders is open to all tenderers. The successful tenderer shall complete the

supply of goods by the intended completion date specified in the tender document.

1.2 Tenderers shall not be under a declaration of ineligibility for corrupt and fraudulent practices.

2. Cost of Tendering 2.1 The Tenderer shall bear all costs associated with the preparation and submission of its tender, and

UOE, will in no case be responsible or liable for those costs, regardless of the conduct or

outcome of the tendering process.

The Tender Document

3 Contents 3.1 The tender document comprises the document listed below and addenda issued in accordance with

Clause 5 of the Instructions to Tenderers.

(a) (b) (c) (d) (e) (f)

(g) (h) (i) (j)

(k)

Invitation for Tenders Instructions to Tenderers General Conditions of Contract Special Conditions of Contract Technical Specifications and Price Schedules Form of Tender

Tender Security Form Mandatory Confidential Business Questionnaire Contract Form Performance Security Form Manufacturer’s Authorization Form

3.2 The Tenderer is expected to examine all instructions, forms, terms, and specifications in the tender document. Failure to furnish all information required by the tender document or to submit a tender not substantially responsive to the tender document in every respect will be at the tenderer’s risk and

may result in the rejection of its tender. 3.3 Tender submission checklist

Tender Submission Format – preliminary and technical

This order and arrangement shall be considered as the Tender Submission Format. Tenderers shall tick

against each item indicating that they have provided it.

2

No. Item Tick Where

Provided

1 Tender Security – Bank Guarantee or Letters of Credit (Banks

Licensed by the Central Bank of Kenya)

2 Duly completed Form of Tender

3 Confidential Business Questionnaire (CBQ)

4 Duly completed Qualification Information Form. This should

include the required attachments as per the form

5 Proposed Work program(Work method & schedule)

6 Duly completed Site Visit Form

7 Copy of Certificate of Incorporation

8 Copy of Contractor’s Certificate of Registration for the relevant

category.

9* Copy of Valid Tax Compliance Certificate

10 Copy of PIN Certificate

11 List of previous clients of the Contractor for similar works

indicating physical addresses.

12 Reference letters from previous clients of the Contractor for

similar works. Attach Completion Certificates.

13 Duly completed Schedule of Technical Requirements

14 Brochures and Technical Datasheets

15 Any other document or item required by the Tender Document

that is non-financial. (The Tenderer shall specify such other

documents or items it has submitted)

*NOTES TO TENDERERS

1. Valid Tax Compliance Certificate shall be one issued by the relevant tax authorities and valid for

at least up to the tender closing date. All Kenyan registered Tenderers must provide a valid Tax

Compliance Certificate.

2. Foreign Tenderers must provide equivalent documents from their country of origin as regards Tax Compliance Certificate OR statements certifying that the equivalent documentation is not issued in the Tenderer’s country of origin. The Statement(s) that equivalent documentation is not issued by the Tenderer’s country should be original and issued by the Tax authorities in the Tenderer’s country of origin.

4. Clarification of Tender Document 4.1 A prospective tenderer requiring any clarification of the tender document may notify UOE in

writing (email in PDF format) at the following address:

5. Amendment of Tender Document

5.1 At any time prior to the deadline for submission of tenders, UOE, for any reason, whether at its own initiative or in response to a clarification requested by a prospective tenderer, may modify the tender document by amendment.

5.2 All prospective tenderers that have received the tender document will be notified of the amendment in writing (email in PDF format), and will be binding on them.

5.3 In order to allow prospective tenderers reasonable time in which to take the amendment into account in preparing their tenders, submission of tenders.

Preparation of Tenders

6. Language of Tender 6.1 The tender prepared by the tenderer, as well as all correspondence and document relating to the tender

exchanged by the tenderer and UOE , shall be written in English. Supporting document and printed literature furnished by the tenderer may be written in another language provided they are accompanied

by an accurate English translation of the relevant passages in which case, for purposes of interpretation of the tender, the English translation shall govern.

4

7. Document Comprising the Tender 7.1 The tender prepared by the tenderer shall comprise the following components:

(a) a Tender Form and a Price Schedule completed in accordance with Clauses 8, 9 and 10 below; and

(b) tender security furnished in accordance with Clause 11

8. Tender Form 8.1 The tenderer shall complete the Tender Form and the Price Schedule furnished in the tender

document, indicating the goods to be supplied, a brief description of the goods, their country of

origin, quantity and prices.

9. Tender Prices 9.1 The tenderer shall indicate on the appropriate Price Schedule the unit prices and total tender price of

the goods it proposes to supply under the contract.

Prices quoted by the tenderer shall be fixed during the tenderer’s performance of the contract and not subject to variation on any account. A tender submitted with an adjustable price quotation will be treated as non-responsive and will be rejected, pursuant to Clause 21.

10. Tender Currencies

10.1 Prices shall be quoted in Kenya Shillings or in another freely convertible currency.

11. Tenderers Eligibility and Qualifications .

11.1 The tenderer shall furnish, as part of its tender, documents establishing the tenderer’s eligibility to tender and its qualifications to perform the contract if its tender is accepted.

11.2 The documentary evidence of the tenderer’s eligibility to tender shall establish to UOE satisfaction that the tenderer, at the time of submission of its tender, is from an eligible source

country.

11.3 The documentary evidence of the tenderer’s qualifications to perform the contract if its tender is accepted shall establish to UOE

(a)

(b)

that, in the case of a tenderer offering to supply good s under the contract which the tenderer did goods not manufacture or otherwise produce, the tenderer has been duly authorized by the goods’s Manufacturer or producer to supply the goods;

that the tenderer has the financial, technical, and production capability necessary to perform the contract.

12. Goods’ Eligibility and Conformity to Tender Document.

12.1 The tenderer shall furnish, as part of its tender, documents establishing the eligibility and conformity to the tender documents of all goods, which the tenderer proposes to supply under the contract.

5

12.2 The documentary evidence of the eligibility of the goods shall consist of a statement in the Price Schedule of the country of origin of the goods offered, which shall be confirmed by a certificate of origin issued at the time of shipment.

12.3 The documentary evidence of conformity of the goods to the tender documents may be in the form of literature, drawings, and data, and shall consist of:

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

(b) a clause-by-clause commentary on UOE Technical Specifications demonstrating substantial responsiveness of the goods to those specifications, or a statement of deviations and

exceptions to the provisions of the Technical Specifications.

13. Tender Security 13.1 The tenderer shall furnish, as part of its tender, a tender security in the amount of 2% of their tender sum

13.2 The tender security is required to protect warrant the security’s forfeiture, pursuant to Clause 13.7.

13.3 The tender security shall be denominated in Kenya Shillings or in another freely convertible currency, and shall be in the for m of a bank guarantee or a bank draft issued by a reputable bank located in Kenya or abroad, in the form provided in the tender document or another form acceptable

to UOE and valid for thirty (30) days beyond the validity of the tender.

13.4 Any tender not secured in accordance with Clause 13.1 and 13.3 will be rejected by UOE as non- responsive, pursuant to Clause 21.

13.5 Unsuccessful 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

UOE

13.6 The successful tenderer’s tender security will be discharged upon the tenderer signing the contract, pursuant to Clause 28, and furnishing the performance security, pursuant to Clause 29.

13.7 The tender security may be forfeited:

(a)

(b)

or

if a tenderer withdraws its tender during the period of tender validity specified by UOE on the Tender Form; or in the case of a successful tenderer, if the tenderer fails:

(i) to sign the contract in accordance with Clause 28

(ii) to furnish performance security in accordance with Clause 29.

6

14. Validity of Tenders 14.1 Tenders shall remain valid for 90 days or as specified in the tender document after date of tender

opening prescribed by UOE, pursuant to Clause 19. A tender valid for a shorter period shall be considered as non-responsive and shall be rejected by UOE.

14.2 In exceptional circumstances, UOE may solicit the tenderer’s consent to an extension of the period of validity. The request and the responses thereto shall be made in writing (email in PDF format or by facsimile). The tender security provided under Clause 13 shall also be suitably

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.

15. Format and Signing of Tender 15.1 The tenderer shall prepare an original and one copy of the tender, clearly marking each

“ORIGINAL TENDER” and “ COPY OF TENDER,” as appropriate. In the event of any discrepancy between them, the “original”will prevail

15.2 The original and copy of the tender shall be typed or written in indelible ink and shall be signed by the tenderer or a person or persons duly authorized to bind the tenderer to the contract.

15.3 The tender shall have no interlineation, erasures, or overwriting except as necessary to correct errors made by the tenderer, in which case such corrections shall be initialed by the person or persons signing the tender.

Submission of Tenders

16. Sealing and Marking of Tenders 16.1 The tenderer shall seal the original and copy of the tender in separate envelopes, duly marking the

envelopes as “ORIGINAL” and “COPY.” The envelopes shall then be sealed in an outer envelope.

16.2 The inner and outer envelopes shall be addressed to:

a)

b)

THE VICE CHANCELLOR UNIVERSITY OF ELDORET P.O BOX 1125-30100 ELDORET.

"DESIGN, SUPPLY, INSTALLATION, TESTING AND COMMISSIONING OF HIGH MAST FLOOD LIGHT PHASE THREE AT UNIVESITY OF ELDORET ",

“DO NOT OPEN BEFORE …………………………………….

16.3 The inner envelopes shall also indicate the name and address of the tenderer to enable the tender to be returned unopened in case it is declared “late”.

16.4 If the outer envelope is not sealed and marked as required by Clause 16.2, UOE will assume no responsibility for the tender’s misplacement or premature opening.

7

17. Deadline for Submission of Tenders

17.1 Tenders must be received by UOE at the address specified under Clause 16.2 not later than………………………………….. (date shown on advertisement)

17.2 UOE may, at its discretion, extend this deadline for the submission of tenders by amending the tender document in accordance with Clause 5, in which case all rights and obligations of UOE and tenderers previously subject to the deadline will thereafter be subject to the deadline as extended.

18. Modification and Withdrawal of Tenders 18.1 The tenderer may modify or withdraw its tender after the tender’s submission, provided that written

notice of the modification, including substitution or withdrawal of the tenders, is received by UOE prior to the deadline prescribed for submission of tenders.

18.2 The tenderer’s modification or withdrawal notice shall be prepared, sealed, marked, and dispatched in accordance with the provisions of Clause 16. A withdrawal notice may also be sent by cable, but followed by a signed confirmation copy, postmarked not later than the deadline for submission of tenders.

18.3 No tender will be modified after the deadline for submission of tenders.

18.4 No tender will be withdrawn in the interval between the deadline for submission of tenders and the expiration of the period of tender validity specified by the tenderer on the Tender Form. Withdrawal of a tender during this interval may result in the tenderer’s forfeiture of its tender security, pursuant to Clause 13.7.

Opening and Evaluation of Tenders

19. Opening of Tenders 19.1 UOE will open all tenders in the presence of tenderers’ representatives who choose to attend

mmediately after opening. The tenderers’ representatives who are present shall sign a register

evidencing their attendance.

19.2 The tenderers’ names, tender modifications or withdrawals, tender prices, discounts, and the presence or absence of requisite tender security and such other details as UOE, at its discretion,

may consider appropriate, will be announced at the opening.

19.3 UOE will prepare minutes of the tender opening.

20. Clarification of Tenders 20.1 To assist in the examination, evaluation and comparison of tenders UOE may, at its discretion,

ask the tenderer for a clarification of its tender. The request for clarification and the response shall be in writing (email in PDF format ), and no change in the prices or substance of the

tender shall be sought, offered, or permitted.

Any effort by the tenderer to influence UOE in its decisions on tender evaluation, tender comparison or contract award may result in the rejection of the tenderers’ tender.

21. Preliminary Examination 21.1 UOE will examine the tenders to determine whether they are complete, whether any

computational errors have been made, whether required sureties have been furnished, whether the

8

documents have been properly signed, and whether the tenders are generally in order. 21.2 Arithmetical errors will be rectified on the following basis. If there is a discrepancy between the unit

price and the total price that is obtained by multiplying the un

prevail, and the total price shall be corrected. If the tenderer does not accept the correction of the

errors, its tender will be rejected, and its tender security may be forfeited. If there is a discrepancy

between words and figures, the amount in words will prevail.

21.3 UOE may waive any minor informality or nonnot constitute a material deviation, provided such waiver does not prejudice or affect the

ranking of any tenderer.

21.4 Prior to the detailed evaluation.responsiveness of each tender to the tender document. For purposes of these paragraphs, a

substantially responsive tender is one, which conforms to all the terms an d cond

document without material deviations. UOE determination of a tender’s responsiveness is to be

based on the contents of the tender itself without recourse to extrinsic evidence.

21.5 If a tender is not substantially responsive, imade responsive by the tenderer by correction of the non

21.6 Mandatory Preliminary Evaluation Criteria

a. Duly completed Price Schedule (must be completed in the format provided and no other. Any deviation shall be considered non

b. Duly completed Tender Form

c. Duly completed Confidential Business Questionnaire

d. Copy valid Tax Compliance Certificate

e. Copy of PIN Certificate f. Tender Bid Security 2% of tender sum

g. Tender validity period shall be 90 days

h.Tender Security has to be valid for

i. Delivery period offered in the tender. The d elivery/completion period should not exceed 4 months

after the date of signing the Contract.

j. Copy of authentic Audited Financial Statements for the last 2 years

k. Copy of Contractor’s Registration c

l. Notarized Power of Attorney

m. Duly signed Site Visit Form

22. Technical Evaluation

Evaluation of the technical proposals will be based on be given a Technical Score

Experience with similar projects experience undertaking similar projects, CV

Compliance with technical requirements

Financial performance

ts have been properly signed, and whether the tenders are generally in order. 21.2 Arithmetical errors will be rectified on the following basis. If there is a discrepancy between the unit

price and the total price that is obtained by multiplying the unit price and quantity, the unit price shall

prevail, and the total price shall be corrected. If the tenderer does not accept the correction of the

errors, its tender will be rejected, and its tender security may be forfeited. If there is a discrepancy


21.3 UOE may waive any minor informality or non-conformity or irregularity in a tender which does not constitute a material deviation, provided such waiver does not prejudice or affect the

or to the detailed evaluation. responsiveness of each tender to the tender document. For purposes of these paragraphs, a

substantially responsive tender is one, which conforms to all the terms an d cond

document without material deviations. UOE determination of a tender’s responsiveness is to be


21.5 If a tender is not substantially responsive, it will be rejected by UOE and may not subsequently made responsive by the tenderer by correction of the non

21.6 Mandatory Preliminary Evaluation Criteria

a. Duly completed Price Schedule (must be completed in the format provided and no other. Any deviation shall be considered non

b. Duly completed Tender Form

c. Duly completed Confidential Business Questionnaire d. Copy valid Tax Compliance Certificate

2% of tender sum

y period shall be 90 days h.Tender Security has to be valid for One Hundred and Twenty (120) days.

i. Delivery period offered in the tender. The d elivery/completion period should not exceed 4 months

after the date of signing the Contract. of authentic Audited Financial Statements for the last 2 years

k. Copy of Contractor’s Registration certificate

l. Notarized Power of Attorney

m. Duly signed Site Visit Form

Evaluation of the technical proposals will be based on the criteria outlined below. Each tender will Technical Score based on the assessment of the following:- following:

Experience with similar projects – number of similar projects, number of years of experience undertaking similar projects, CVs of technical staff, etc.

Compliance with technical requirements

Financial performance

9

ts have been properly signed, and whether the tenders are generally in order. 21.2 Arithmetical errors will be rectified on the following basis. If there is a discrepancy between the unit

it price and quantity, the unit price shall

prevail, and the total price shall be corrected. If the tenderer does not accept the correction of the errors, its tender will be rejected, and its tender security may be forfeited. If there is a discrepancy

conformity or irregularity in a tender which does not constitute a material deviation, provided such waiver does not prejudice or affect the relative

responsiveness of each tender to the tender document. For purposes of these paragraphs, a substantially responsive tender is one, which conforms to all the terms an d conditions of the tender document without material deviations. UOE determination of a tender’s responsiveness is to be


t will be rejected by UOE and may not subsequently

a. Duly completed Price Schedule (must be completed in the format provided and no other. Any

One Hundred and Twenty (120) days. i. Delivery period offered in the tender. The d elivery/completion period should not exceed 4 months

the criteria outlined below. Each tender will following:

number of similar projects, number of years of s of technical staff, etc.

Item Description

1 Number of similar

projects done

2 Total number of years

of experience installing

similar projects

3

CVs of Technical staff

4 Schedule of works per

site

5

Tools and Equipment

6 ISO Certificate

9 Structural Mast Design

10 Electrical Wiring

Design Drawings

11 Civil Works Design for

Mast Base

12 Height of Mast

13 Lifespan of Mast

14 Mast Installation

method

15 Type of Proposed

Luminaire

16 Power Rating of the

Luminaire

17 Lifespan of lamp

18 Warrantee for the

lamps

19 Number of lamps per

mast

20 Country of Origin

Tenderers shall be expected to score at evaluation.

Technical Evaluation Criteria

Description Max Score

Requirements

EXPERIENCE: 25 Marks

ar 10 Attach list of similar projects undertaken, contacts of

clients and copies of completion certificates

a. 1 Mark per project

Total number of years of experience installing

10 Supplier to state. a. 5 years and above – 10 marks b. Below five years –1 mark per year

CVs of Technical staff

3

Numbers of years of gainful employment of key staff

1. Project Manager: >5 years – 1 marks

2. Project Engineer: >5 years –1 marks

3. General Foreman: >5 years – 1 marks

Employment records including length of service

Schedule of works per 1 A statement of work methods (Methodology). Include

Gantt Chart and brief description.

Tools and Equipment

1

Provide list and type of relevant to

owned by the company evidenced by ownership

documents. Provide documentary evidence of ability to

lease or hire relevant tools and equipment not owned by

the company.

ISO Certificate 1 Attach Copy

Compliance to Technical Requirements

MAST: 30 Marks

Structural Mast Design

30

Attach Drawings

Electrical Wiring Design Drawings

Attach Drawings

Civil Works Design for Attach Drawings

Height of Mast 30 Metres

f Mast 35 Years

Mast Installation Indicate and attach installation schedule

LUMINAIRE: 30 Marks

Type of Proposed

30

Indicate the type and model of the energy saving luminaire

(LED or Induction)

Rating of the 280watts LED per lamp

Lifespan of lamp Indicate the lifespan of the lamps (Hours >50,000Hrs)

Warrantee for the Provide warranty for the lamps (Years>2 years)

Number of lamps per Nine Lamps per mast mast

Country of Origin Indicate Country of Origin

10

Tenderers shall be expected to score at least 80% of the allocated points to qualify in the technical

Technical Evaluation Criteria

Attach list of similar projects undertaken, contacts of clients and copies of completion certificates

1 mark per year

Numbers of years of gainful employment of key staff

1 marks

1 marks

1 marks

Employment records including length of service

A statement of work methods (Methodology). Include Gantt Chart and brief description.

Provide list and type of relevant tools and equipment

owned by the company evidenced by ownership

documents. Provide documentary evidence of ability to

lease or hire relevant tools and equipment not owned by

Indicate and attach installation schedule

Indicate the type and model of the energy saving luminaire

Indicate the lifespan of the lamps (Hours >50,000Hrs)

Provide warranty for the lamps (Years>2 years)

of the allocated points to qualify in the technical

21 Catalogue/ Brochure of

the Luminaire

22 Manufacturer and

Model

23 Lifespan of Lamp

24 Warranty for the lamp

25 Audited Financial

statements

26 Capability to obtain

credit

27 Company turn-over

23.

Financial Evaluation

23.1 Preliminary Examination UOE will examine the tenders to determine whether they are complete, whet

computational errors have been made, whether the documents have been properly signed, and

whether the tenders are generally in order. Those tenders found to be incomplete, or non

compliant with the tender requirements will be rejected.

23.2 Price Evaluation and Comparison

(i) Correction of Arithmetic Errors

Arithmetical errors will be rectified on the following basis. If there is a discrepancy between the unit price and the total price that is obtained by multiplying the unit pric

price shall prevail and total price shall be corrected. Similarly, the sum of total item prices shall

prevail and the total prices shall be corrected. If the Tenderer does not accept the correction of the

errors, its tender will be rejecte d and its tender security may be forfeited. If there is a discrepancy


(ii) Delivery/Completion Period

The differences in delivery/completion periods offered by Tenderers wdate will be four months

beyond the base date will attract penalties as follows:

o For purposes of evaluation, tenders whose delivery period exceeds the adjusted upwards by 0.5% of the total price for each week of delay up to a maximum of 2

months. o No bonus will be offered for earlier deliveries, and tenders offering deliveries beyond two

months from the base date will be

Catalogue/ Brochure of Attach Detailed Catalogue

AVIATION OBSTRUCTION LIGHT: 10 Marks

Manufacturer and

10

Supplier to state, Attach Catalogues. (

make)

Lifespan of Lamp Hours=100,000hrs

Warranty for the lamp Provide warranty for the lamps (Years> 2years)

FINANCIAL COMPLIANCE: 5 Marks

Audited Financial 1 Audited financial statements over the last two (2) years

Capability to obtain

2

Demonstrated capability to obtain credit/banking facility

to enable payments for operational activities and show

capability of having sufficient cash flow i.e. the last six

months Bank Statement

over 2 Demonstrated Company turn-over for the last two (2) over

years amounting to 20 Million Kenya Shillings

23.1 Preliminary Examination UOE will examine the tenders to determine whether they are complete, whet

computational errors have been made, whether the documents have been properly signed, and

whether the tenders are generally in order. Those tenders found to be incomplete, or non

compliant with the tender requirements will be rejected.

.2 Price Evaluation and Comparison

Correction of Arithmetic Errors

Arithmetical errors will be rectified on the following basis. If there is a discrepancy between the unit price and the total price that is obtained by multiplying the unit price and quantity, the unit

price shall prevail and total price shall be corrected. Similarly, the sum of total item prices shall

prevail and the total prices shall be corrected. If the Tenderer does not accept the correction of the

ill be rejecte d and its tender security may be forfeited. If there is a discrepancy


Delivery/Completion Period

The differences in delivery/completion periods offered by Tenderers will be evaluated. The base four months from the date of signing the Contract. Tenders offering deliveries

beyond the base date will attract penalties as follows: -

For purposes of evaluation, tenders whose delivery period exceeds the adjusted upwards by 0.5% of the total price for each week of delay up to a maximum of 2

No bonus will be offered for earlier deliveries, and tenders offering deliveries beyond two

months from the base date will be treated as non-responsive and will be rejected.

11

Catalogues. (MUST be of LED

Provide warranty for the lamps (Years> 2years)

s over the last two (2) years

Demonstrated capability to obtain credit/banking facility to enable payments for operational activities and show capability of having sufficient cash flow i.e. the last six

over for the last two (2) over Kenya Shillings

UOE will examine the tenders to determine whether they are complete, whether any computational errors have been made, whether the documents have been properly signed, and whether the tenders are generally in order. Those tenders found to be incomplete, or non-

Arithmetical errors will be rectified on the following basis. If there is a discrepancy between the e and quantity, the unit

price shall prevail and total price shall be corrected. Similarly, the sum of total item prices shall prevail and the total prices shall be corrected. If the Tenderer does not accept the correction of the

ill be rejecte d and its tender security may be forfeited. If there is a discrepancy

ill be evaluated. The base from the date of signing the Contract. Tenders offering deliveries

For purposes of evaluation, tenders whose delivery period exceeds the four months will be adjusted upwards by 0.5% of the total price for each week of delay up to a maximum of 2

No bonus will be offered for earlier deliveries, and tenders offering deliveries beyond two

responsive and will be rejected.

(iii) Comparison of Evaluated Prices

For the purpose of tender comparison, all the tender prices and rates shall be converted into Kenya Shillings. The conversion rates of all foreign currencies to Kenya Shillings shall be the mean exchange rates as published by the Central Bank of Kenya on the Tender Closing Date.

24. Contacting UOE 24.1 Subject to Clause 20, no tenderer shall contact UOE on any matter relating to its tender, from the

time of the tender opening to the time the contract is awarded.

24.2 Any effort by a tenderer to influence UOE in its decisions on tender evaluation, tender comparison, or contract award may result in the rejection of t he tenderer’s tender.

Award of Contract

25. Award Criteria 25.1 Subject to Clauses 9, 22 and 27 UOE will award the contract to the successful tenderer(s) whose

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

26. UOE’s Right to Vary Quantities 26.1 UOE reserves the right at the time of contract award to increase or decrease the quantity of goods

originally specified in the Schedule of Requirements without any change in unit price or other terms and conditions.

27. UOE’s Right to Accept or Reject Any or All Tenders 27.1UOEreserves the right to accept or reject any tender, and to annul the tendering process and

reject all tenders at any time prior to contract award, without thereby incurring any liability to the affected tenderer or tenderers or any obligation to inform the affected tenderer or tenderers of the grounds for its action.

28. Notification of Award 28.1 Prior to the expiration of the period of tender validity, UOE will notify the successful tenderer in

writing that its tender has been accepted.

28.2 Upon the successful tenderer’s furnishing of the performance security pursuant to Clause 30, UOE will promptly notify each unsuccessful tenderer and will discharge its tender security, pursuant to Clause 13.

29. Signing of Contract

29.1 At the same time asUOE notifies the successful tenderer that its tender has been accepted,

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

agreements between the parties.

29.2 Within fifteen (15) days of receipt of the Contract Form, the successful tenderer shall sign and date the contract and return it to UOE

30. Performance Security

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30.1 Within fifteen (15) days after signing of the contract, the successful tenderer shall furnish the performance security in accordance with the Conditions of Contract, in the Performance Security Form provided in the tender document, or in another form acceptable to UOE.

30.2 Failure of the successful tenderer to comp ly with the requirement of Clause 29 or Clause 30 shall constitute sufficient grounds for the annulment of the award and forfeiture of the tender security, in which event UOE may make the award to the next lowest evaluated tenderer or call for new tenders.

31. Corrupt or Fraudulent Practices 31.1UOE requires that tenderers observe the highest standard of ethics during the procurement process

and execution of contracts. In pursuance of this policy, UOE:-

(a) defines, for the purposes of this provision, the terms set forth below as follows:

“corrupt practice” means the offering, giving, receiving or soliciting of any thing of value to influence the action of a public official in the procurement process or in contract execution; and

“fraudulent practice” means a misrepresentation of facts in order to influence a procurement process or the execution of a contract to the detriment of UOE, and includes collusive practice among tenderers (prior to or after tender submission) designed

to establish tender prices at artificial non competitive levels and to deprive UOE of the benefits of free and open competition;

(b)

(c)

will reject a proposal for award if it determines that the tenderer recommended for award has engaged in corrupt or fraudulent practices in competing for the contract in question;

will declare a firm ineligible, either indefinitely or for a stated period of time, to be awarded period any contract if it at any time determines that the firm has engaged in corrupt or fraudulent practices in competing for, or in executing, a contract.

31.2 Furthermore, tenderers shall be aware of the provision stated in the General Conditions of Contract.

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SECTION C

GENERAL CONDITIONS OF CONTRACT

1. Definitions 1.1 In this Contract, the following terms shall be interpreted as indicated:

“The Contract” means the agreement entered into between UOE and the Supplier, as (a) recorded in the Contract Form signed by the parties, including all attachments and

appendices thereto and all documents incorporated by reference therein. “The Contract Price” means the price payable to the Supplier under the Contract for the full (b)

and proper performance of its contractual obligations. “The Supplier” means the individual or firm supplying the goods under this Contract. (c)

“The Goods” means all of the equipment, machinery, and/or other materials, which the (d) Supplier is required to supply to UOE under this Contract.

2. Application 2.1 These General Conditions shall apply in all Contracts made by UOE for the procurement of

goods.

3. Country of Origin 3.1 For purposes of this Clause, “origin” means the place where the Goods were manufactured or

produced.

3.2 The origin of the Goods is distinct from the nationality of the Supplier.

4. Standards 4.1 The Goods supplied under this Contract shall conform to the standards mentioned in the

Technical Specifications.

5. Use of Contract Documents and Information 5.1 The Supplier shall not, without UOE prior written consent, disclose the Contract, or any

provision thereof, or any specification, plan, drawing, pattern, sample, or information furnished

by or on behalf of UOE in connection therewith, to any person other than a person employed by the Supplier in the performance of the Contract.

5.2 The Supplier shall not, without UOE’s prior written consent, make use of any document or information enumerated in Clause 5.1 above.

5.3 Any document, other than the Contract itself, enumerated in Clause 5.1 shall remain the property of UOE and shall be returned (all copies) to UOE on completion of the Supplier’s performance obligations under the Cont

6. Patent Rights 6.1 The Supplier shall indemnify UOE against all third-party claims of infringement of patent,

trademark, or industrial design rights arising from use of the Goods or any part thereof in Kenya.


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7.1 Within fifteen (15) days after signing of the Contract award, the Supplier shall furnish to UOE the performance security in the amount specified in Special Conditions of Contract.

7.2 The proceeds of the performance security shall be payable to UOE as compensation for any loss resulting from the Supplier’s failure to complete its obligations under the Contract.

7.3 The performance security shall be denominated in the currency of the Contract, or in a freely convertible currency acceptable to UOE and shall be in the form of a bank guarantee or an irrevocable letter of credit issued by a reputable bank located in Kenya or abroad, acceptable to UOE, in the form provided in the tender document.

7.4 The performance security will be discharged by UOE and returned to the Supplier not later than thirty (30) days following the date of completion of the Supplier’s performance obligations under the Contract, including any warranty obligations, under the Contract.

8. Inspection and Tests 8.1 UOE or its representative shall have the right to inspect and/or to test the Goods to confirm

their conformity to the Contract specifications UOE shall notify the Supplier in writing, in a

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

8.2 The inspections and tests may be conducted on the premises of the Supplier or its subcontractor(s), at point of delivery, and/or at the Goods’ final destination. If conducted on the premises of the Supplier or its subcontractor(s), all reasonable facilities and assistance, including access to drawings and production data, shall be furnished to the inspectors at no charge to UOE.

8.3 Should any inspected or tested Goods fail to conform to the Specifications, UOE may reject the Goods, and the Supplier shall either replace the rejected Goods or make alterations necessary to meet specification requirements free of cost to UOE.

8.4 UOE's right to inspect, test and, where necessary, reject the Goods after the Goods’ arrival shall in no way be limited or waived by reason of the Goods having previously been inspected, tested, and passed by UOE or its representative prior to the Goods’ delivery.

8.5 Nothing in Clause 8 shall in any way release the Supplier from any warranty or other obligations under this Contract.

8.6 All consignments subject to Pre- Programme must obtain a Certificate of Conformity (CoC) issued by PvoC Country Offices Prior to shipment. The Certificate is a mandatory Customs Clearance document in Kenya; Consignments

arriving at Kenyan Ports without this document will be denied entry into the Country. Since PVoC is a conformity assessment process to verify that products imported to Kenya are in compliance with the applicable Kenya standards or approved equivalents, regulations and technical

requirements before shipment, it is the sole responsibility of the supplier (i.e. exporter) to

demonstrate the same and hence meet any associated costs of verification.

9 Packing 9.1 The Supplier shall provide such packing of the Goods as is required to prevent their damage or

deterioration during transit to their final destination, as indicated in the Contract.

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9.2 The packing, marking, and documentation within and outside the packages shall comply strictly with such special requirements as shall be expressly provided for in the Contract.

10. Delivery and Documents 10.1 Delivery of the Goods shall be made by the Supplier in accordance with the terms specified by

UOE in its Schedule of Requirements and the Special Conditions of Contract.

11. Insurance 11.1 The Goods supplied under the Contract shall be fully insured against loss or damage incidental to

manufacture or acquisition, transportation, storage, and delivery in the manner specified in the Special Conditions of Contract

12. Warranty 12.1 The Supplier warrants that the Goods supplied under the Contract a re new, unused, of the most

recent or current models, and that they incorporate all recent improvements in design and materials unless provided otherwise in the Contract. The Supplier further warrants that all Goods

supplied under this Contract shall have no defect, arising from design, materials, workmanship, or from any act or omission of the Supplier, that may develop under normal use of the supplied Goods in the conditions prevailing in the country.

12.2 This warranty shall remain valid for twelve (12) months after the Goods, or any portion thereof as the case may be, have been delivered to and accepted at the final destination indicated in the Contract.

12.3 UOE shall promptly notify the Supplier in writing of any claims arising under this warranty.

12.4 Upon receipt of such notice, the Supplier shall, within a period of 30 days, and with all reasonable speed, repair or replace the defective Goods or parts thereof, without costs to UOE.

12.4 If the Supplier, having been notified, fails to remedy the defect(s) within the period specified in 12.4 above, within a reasonable period, UOE may proceed to take such remedial action as may be necessary, at the Supplier’s risk and expense an d without prejudice to any other rights which UOE may have against the Supplier under the Contract.

13. Payment 13.1 The method and conditions of payment to be made to the Supplier under this Contract shall be

specified in Special Conditions of Contract.

13.2 Payments shall be made promptly by UOE as specified in the Contract.

14. Prices 14.1 Prices charged by the Supplier for Goods delivered under the Contract shall not, with the

exception of any price adjustments authorized in Special Conditions of Contract, vary from the prices quoted by the Supplier in its tender.

15. Assignment 15.1 The Supplier shall not assign, in whole or in part, its obligations to perform under this Contract,

except with UOE’s prior written consent.

16. Subcontracts 16.1 The Supplier shall notify UOE in writing of all subcontracts awarded under this Contract if

16

not already specified in the tender. Such notification, in the original tender or later, shall not relieve the Supplier from any liability or obligation under the Contract.

17. Termination for Default 17.1 OUE may, without prejudice to any other remedy for breach of Contract, by written notice of

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

(a)

(b) (c)

if the Supplier fails to deliver the Goods within the period(s) specified in the Contract, or within any extension thereof granted by UOE. if the Supplier fails to perform any other obligation(s) under the Contract. if the Supplier, in the judgment of UOE has engaged in corrupt or fraudulent practices in

competing for or in executing the Contract.

17.2 In the event UOE terminates the Contract in whole or in part, it may procure, upon such terms and in such manner, as it deems appropriate, Goods similar to those undelivered, and the Supplier shall be liable to UOE for any excess costs for such Goods.

18. Liquidated Damages 18.1 If the Supplier fails to deliver the Goods within the period(s) specified in the Contract, UOE

shall, without prejudice to its other remedies under the Contract, deduct from the Contract Price, as liquidated damages, a sum equivalent to 0.5% of the delivered price of the delayed Goods for each week of delay until actual delivery, up to a maximum deduction of 10% of the delivered

price of the delayed Goods. Afte r this KenGen may consider termination of the Contract.

19. Resolution of Disputes 19.1UOE and the Supplier shall make every effort to resolve amicably by direct informal

negotiation any disagreement o r dispute arising between them under or in connection with the Contract.

19.2 If, after thirty (30) days from the commencement of such informal negotiations both parties have been unable to resolve amicably a Contract dispute, either party may require that the dispute be referred for resolution to formal mechanisms. These mechanisms include, but are not restricted

to, conciliation by a third party, adjudication in an agreed national or international forum, and/or international arbitration.

20. Language and Law 20.1 The language of the Contract and the law governing the Contract shall be English language and

the Laws of Kenya respectively unless otherwise stated.

21. Force Majeure 21.1 The Supplier shall not be liable for forfeiture of its performance security, or termination for

default if and to the extent that its delay in performance or other failure to perform its obligations under the Contract is the result of an event of Force Majeure.

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SPECIAL CONDITIONS OF CONTRACT

1. Definitions

The procuring entity is University of Eldoret (UOE)

2. Application

The following Special Conditions of Contract shall supplement the General Conditions of Contract. Whenever there is a conflict, the provisions herein shall prevail over those in the

General Conditions of Contract.


The Performance Security shall be in the amount of

8. Inspections and Tests

All consignments subject to PreProgramme must obtain a Certificate of Confor

Prior to shipment. The Certificate is a mandatory Customs Clearance document in Kenya;

Consignments arriving at Kenyan Ports without this document will be denied entry into the

Country. Since PVoC is a confor

Kenya are in compliance with the applicable Kenya standards or approved equivalents,

regulations and technical requirements before shipment, it is the sole responsibility of the

supplier (i.e. exporter) to demonstrate the same and hence meet any associated costs of

verification.

10. Delivery Period

The Works shall be delivered within 4

13. Payment Terms and Conditions

Local Suppliers

UOE’s payment terms are 30 days upon receipt of certified confirming that the invoiced works have been delivered and is in accordance with the contract.

Such invoices and delivery notes are to be addressed

county works officer – uasin

Payment shall be made through UOE ’s cheque or telegraphic transfer fcontract. The terms shall be

14. Prices

Prices shall be fixed during the Supplier’s performance of t he Contract and not subject to variation on any account.

SECTION D


University of Eldoret (UOE)


General Conditions of Contract.

e Security

The Performance Security shall be in the amount of 5% of the Contract Price.

Inspections and Tests

All consignments subject to Pre-Export Verification of Conformity (PVoC) to Standards Programme must obtain a Certificate of Conformity (CoC) issued by PvoC Country Offices

Prior to shipment. The Certificate is a mandatory Customs Clearance document in Kenya;

Consignments arriving at Kenyan Ports without this document will be denied entry into the

Country. Since PVoC is a conformity assessment process to verify that products imported to

Kenya are in compliance with the applicable Kenya standards or approved equivalents,

regulations and technical requirements before shipment, it is the sole responsibility of the

e. exporter) to demonstrate the same and hence meet any associated costs of

The Works shall be delivered within 4 months after the date of contract award.

Payment Terms and Conditions

UOE’s payment terms are 30 days upon receipt of certified invoices and delivery notesconfirming that the invoiced works have been delivered and is in accordance with the contract.

ch invoices and delivery notes are to be addressed to the project manager who is also the

uasin gishu county

Payment shall be made through UOE ’s cheque or telegraphic transfer for the amount of contract. The terms shall be strictly Delivered and Duty Paid (DDP).

Prices shall be fixed during the Supplier’s performance of t he Contract and not subject to

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5% of the Contract Price.

Export Verification of Conformity (PVoC) to Standards mity (CoC) issued by PvoC Country Offices

Prior to shipment. The Certificate is a mandatory Customs Clearance document in Kenya; Consignments arriving at Kenyan Ports without this document will be denied entry into the

mity assessment process to verify that products imported to

Kenya are in compliance with the applicable Kenya standards or approved equivalents, regulations and technical requirements before shipment, it is the sole responsibility of the

e. exporter) to demonstrate the same and hence meet any associated costs of

after the date of contract award.

invoices and delivery notes confirming that the invoiced works have been delivered and is in accordance with the contract.

to the project manager who is also the

or the amount of

Prices shall be fixed during the Supplier’s performance of t he Contract and not subject to

SECTION E

TECHNICAL SPECIFICATIONS AND PRICE SCHEDULES

Notes Applicable to Whole Tender:

1. The Goods to be supplied must be new, unused and of the latest design.

2. Relevant descriptive literature of the Goods showing conformity to technical specification shall be provided with the bid.

3. If there is a discrepancy between words and figures, the amount in words shall prevail. If there is a discrepancy between the unit price and the total price that is obtained by multiplying the unit price and quantity, the unit price shall prevail, and the total price shall

be corrected.

4. Delivery/Completion Period

The delivery/completion period shall be within four (4) months after the date of signing the Contract.

TECHNICAL REQUIREMENTS

SCOPE OF WORKS

Scope of Work for the Job is design,Supply, erection,Installation, Testing & Commissioning of Complete 2 No. 30M High Mast Lighting towers, together with the Entire Electrical Supply Network needed for it including lowering winch

A) SCOPE OF THE ENTIRE JOB:

The scope of this job covers the design, supply, and installation, testing and commissioning of the complete 2No.High mast mast flood lighting towers of 30 M High Mast towers, including the Civil Foundation Works and Electrical connections including application

for energy meter connection(if necessary) by the contractor. All other items required for the safe and efficient operation an maintenance of the lighting system, including the high mast, whether explicitly stated in the

following pages or not, shall be supplied by the Contractor, and the installation, testing and commissioning of the complete lighting system including laying of feeder cables & their termination / connections / marking / tagging, etc. are to be done by the Contractor.

The Tenderer will undertake the process of securing approvals from NEMA UOE will only provide the necessary documentations.

B) DETAILED TECHNICAL SPECIFICATION FOR 30M HIGH MAST LIGHTING.

1. APPLICABLE STANDARDS:

The following shall be the Reference Standards for the High mast lighting: Code No. Title:

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a) KS IEC 60598 - Specification for luminaires

b) BS 7430:2011 - Protective earthing of electrical installations

c) BSEN 10025/DIN 17100 - Grades of MS. Plates.

d) BS 6399-2 - Wind Loading

e) BS. 5135/AWS - Welding

f) BS.ISO 1461 - Galvanising

g) BS-EN ISO 12944 - Paint and varnishes – corrosion protection of steel structures

h) TR. No.7 2000 of ILE, UK - Specification for Mast and foundation.

2. HIGH MAST:

2.01 Structure:

The High mast shall be of continuously tapered, polygonal cross section, at least 20 sided, presenting a good and pleasing appearance and shall be based on proven In Tension design conforming to the standards referred to above, to give an assured performance, and reliable service. The structure shall be suitable for wind loading. The mast design, dimensions, installation datasheet MUST be submitted with the Tender bid.

2.02 Construction:

The mast shall be fabricated from special steel plates, conforming to BS EN: 10025, or equivalent, cut and folded to form a polygonal section as stated at 1.b) above and shall be telescopically jointed and welded. The welding shall be in accordance with BS: 5135/AWS. The procedural weld geometry and the workmanship shall be exhaustively tested on the completed welds.

The mast shall be delivered in sections of effective length 10 metres at site. Thus 30 M mast shall be supplied in three sections & each section shall be fabricated out of individual plates duly folded and welded. There shall be only one longitudinal seam weld per section. Sections

fabricated out of multiple plates or with more than one weld shall not be accepted. At site, the sections shall be joined to get bolted joint shall be done on the mast. The minimum overlap distance shall be 1.5 times the

diameter at penetration.

The dimensions of the mast shall be decided based on proper design. The concerned design calculations shall be submitted for verification. The mast shall be provided with fully penetrated flange, which shall be free from any lamination or incursion. The welded

connection of the base flange shall be fully developed to the strength of the entire section. The base flange shall be provided with supplementary gussets between the bolt-holes to ensure elimination of helical stress concentration. For the environmental protection of the mast, the entire fabricated mast shall be hot dip

galvanised, internally and externally, having a uniform thickness as per BS EN ISO-1461.

The galvanizing has to be done by single dipping method only for better adhesion and life.

2.03 Dynamic Loading for the Mast:

The mast structure shall be suitable to sustain an assumed maximum reaction arising from a wind speed as per BS 6399-2 (three second gust) and shall be measured at a height of 10 metres above ground level. The design life of the mast shall be a minimum of 35 years.

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2.04 Lantern Carriage:

2.04.1 Fabrication: A fabricated Lantern Carriage shall be provided for fixing and holding the flood light fittings. The Lantern Carriage shall be of special design and shall be of steel tube construction, the tubes acting as conduits for wires, with holes fully protected by grommets. The Lantern Carriage shall be so designed and fabricated to hold the required number of flood light fittings and also have a perfect self-balance.

The Lantern Carriage shall be fabricated in two halves and joined by bolted flanges with stainless steel bolts and nyloc type stainless steel nuts to enable easy installation or removal

from the erected mast. The inner lining of the carriage shall be provided with protective PVC

arrangement, so that no damage is caused to the surface of the mast during the raising and lowering operation of the carriage. The entire Lantern Carriage shall be hot dip galvanised after fabrication.

2.04.2 Junction Box. Weather proof junction box, made of Cast Aluminium shall be provided on the Carriage Assembly as required, from which th inter-connections to the designed number of the flood

light luminaires and associated control gears fixed on the carriage shall be made.

2.05 Electrical System, Cable and Cable Connections:

A suitable terminal box shall be provided as part of the contract at the base compartment of the high mast for terminating the incoming cable. The electrical connections from the bottom to the top shall be made by special trailing cable. The cable shall be EPR insulated and PCP

sheathed to get flexibility and endurance. Size of the cable shall be minimum 5 core 4.0 sq mm copper. The cable shall be of reputed make. At the top there shall be weather proof junction box to terminate the trailing cable. Connections from the top junction box to the individual luminaires shall be made by usi ng 3 core 2.5 sq. mm flexible PVC cables of

reputed make. The trailing cables of the lantern carriage rings shall be terminated by means of specially designed, metal clad, multi pin plug and socket provided in the base compartment to enable easy disconnection when required.

2.08 Lightning Final (Lightning Arrestor):

One number heavy duty hot dip galvanised lighting finial shall be provided for each mast. The lightning finial shall be minimum 1.2 M in length and shall be provided at the centre of the head frame. It shall be bolted solidly to the head frame to get a direct conducting path to the earth through the mast. The lightning finial shall not be provided on the lantern carriage under any circumstances in view of safety of the system.

2.09 Aviation Obstruction Lights:

Suitable LED Aviation Obstruction Lights of reliable design and reputed manufacturer shall be provided on top of each mast.

2.10 Earthing Terminals:

Suitable earth terminal using 12 mm diameter stainless steel bolts shall be provided at a convenient location on the base of the mast, for lightning and electrical earthing of the mast.

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2.11 Feeder Panel:

Each mast shall be provided with a feeder panel fabricated out of 16 SWG CRCA sheet and finished with two coats of red oxide primer and grey enamel paint BS EN ISO 12944-5. The feeder panel shall comprise of incoming MCB, Isolator, Copper wiring, suitable Timer, Contactor, etc. to switch on the luminaries during the evening and to switch off the luminaries during the day-break at pre-set timings. Feeder panel shall be mounted on suitable

foundation near to the mast.

3. LUMINAIRES:

Luminaires (LED or Induction Lamps) shall be specially designed with suitable lamp housing and control gears for 280Watts Lamps. The luminaires shall be tested as per KS IEC 60598 standards and test report s shall be submitted along with the

materials.

The luminaires shall be energy saving lamps of LED or Induction type lam

and hall be suitable for installation on high masts. Brochures MUST be submitted for the

selected type of luminaire. The luminaire and lamps shall be as PHLLIPS or approved equal.

4. IMPORTANT NOTE REGARDING TECHNICAL SPECIFICATION, TEST CERTIFICATES, OTHER CERTIFICATES AND DECLARATIONS:

All the test (or other) certificates (or duly attested copies thereof), approval as per standards or from institutions (or duly attested copies thereof), etc. are to be submitted point by point, as listed above in the scope, along with the bid. A written declaration, duly signed by the authorized signatory of the bidding , is also to be

submitted, detailing whether the desired technical specifications (listed above) of the subject lighting system items / materials are matching with those of the products to be supplied, point by point, or not. A list of deviations, with reasons, if an y, should also be submitted along with

it. In case of any unjustified deviations, the associated products are liable to be rejected. The judgment of the Project Manager of KenGen will be final and abiding in this regard.

C) SCOPE OF THE ACTUAL WORK:

1. SCOPE OF SUPPLY

b) Supply of 2No. 30 M high mast floodlight towers complete with its accessories. Mast shaft shall be in three sections,

hot dip galvanized and suitable for wind velocity, trailing cable, Galvanized Lantern

carriage arrangement suitable for luminaires and its control gear boxes as per detailed

design & lightning finial.

c) Supply of foundation bolts manufactured from special steel along with nuts, washers,

anchor plates and templates.

d) Supply of energy saving (LED or Induction lamp) floodlight luminaire equivalent to 9 x

280watts LED lamps and its control gear boxes. (

e) Supply of LED type single dome aviation obstruction light fitting with l amps. (1 fittings

per mast are necessary as there is no taller structure in near vicinity).

f) Supply of high mast feeder panel of outdoor and pedestal type, which should be dust,

vermin and weather proof, fabricated from steel sheet guage 16, 22

etc. with 63A TPN MCB incomer, outgoing terminals and protection circuit

for the lamps.

g) The feeder panel shall comprise of incoming MCB, Isolator, Copper wiring, suitable

Timer, Contactor, etc. to switch on the luminaries during the evening and to switch off the

luminaries during the day-break at pre-set timings.

h) Supply of terminal joints for the conductor cables, including provision of terminal lugs,

cable terminations, brass compression glands, etc., needed for effective complete terminal

connections to the equipment.

i) Supply of GI pipe earthing complete in all respects, with 2.5 M long 40mm dia. GI pipe,

including electrodes, all other materials like cadmium coated nuts-bolts & connection to

High Mast earth terminal with 50 x 6mm GI flats for earthing of panels at two points from

two separate earth electrodes and interconnection (for mast and feeder panel as required as

per the standard BS 7430:2011)

i. High mast earthing: 1 No. each,

ii. High mast feeder panel: 1 No. each,

j) Supply of route cable marker for cable identification.

k) Any other materials required for the job & not covered by the above list.

2: ERECTION, TESTING & COMMISSIONING JOBS

a) Erection, Testing and Commissioning of the high mast (with the help of suitable

equipment, and including complete power and control wiring of luminaires) with all

resources like materials and manpower required for it.

b) Erection, Testing and Commissioning of the main lighting distribution board including all

resources like equipment, materials and manpower required for it.

c) Erection, Testing and Commissioning of the high mast control panel on suitable

foundation including all resources like equipment, materials and manpower required for it.

d) Building trenches of suitable sizes for cabl es as per standard norms, and laying of PVC

insulated armoured power cables directly in ground-trenches, including excavation, sand

cushioning, protective covering, refilling the trench, etc. as required, with all resources.

e) Erection, Testing & Commissioning of pipe type earthing, complete, with all resources, as

per BS: 7430 to achieve maximum resistance of 4 ohms.

f) Laying of cable route marker for cable identifi

g) Any other jobs required for the complete turnkey package and not covered by the above

list.

N.B.: a) Both the above tables broadly give lists of supply materials and jobs for

erection, testing and commissioning of the 2No. whole high masts (30M) lighting

towers together with the entire electrical supply network neede d for it. All

other materials and jobs required for supply and commissioning of the said

lighting system, are also to be supplied and done by the bidder as a complete

turnkey package including the electrical supply network.

b) For technical details, please refer to the specifications given in scope of work.

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Special Conditions for the Job

a) Supply, Installation, Testing and Commissioning of Complete 2 x 30M High Mast

floodlighting towers, together with the Entire Electrical Supply Network needed.

b) The qualifying requirements of the bidders are attached herewith.

c) The successful bidder and the workmen employed by him will have to follow and observe

all the safety and statutory rules, norms and requirements for electrical jobs.

d) The field study and research required for execution of the actual job will have to be

conducted by the bidder at its own cost.

e) The successful bidder is to design, manufacture, supply, transport, un load at site, safe-

keep at site, install, test and commission the entire 2Nox 30M High Mast Lighting System along

with the electrical supply network needed for it.

f) The bidder has to provide all the resources like men, lighting system items, equipment,

devices and all other materials including working tools and tackles, and safety appliances

of general and special type.

g) Bidder will supply all materials, consumables, equipment, devices, etc. including

everything upto the smallest details required for the erection, installation, testing &

commissioning of the entire High Mast Lighting System as a whole, together with the

electrical supply network, are to be supplied by the bidder at its own cost.

h) The supervision and execution of all jobs (like installa tion, testing & commissioning of the

whole system including supply network) and the safety of its employees will solely be the

responsibility of the bidder.

i) The work is to be done in UOE main campus. The bidder is to arrange for security, storage and

safe-keeping, etc. of all the materials, equipment, devices, appliances, instruments, tools

and tackles, consumables, etc. and also for security of the working team at site, at the

bidder’s own costs & responsibility. The complete lighting system will be taken over by

UOE only after successful trial run of the whole system after commissioning.

j) Work may have to be executed round the clock, and employees may have to overstay

beyond normal working hours, or may be called for work at odd hours as per instruction of

the Project Manager of UOE.

k) Appointment of any sub-contractor(s) is allowable only after obtaining prior approval from

the Project Manager of UOE.

l) The bidder will be solely responsible for maintaining safety rules and standard practices

during the performance of the job. The bidder will have to ensure occurrence of no

unworthy/illegal incident/accident or violations of safety rules/norms or standard

practices, during the execution of the job by their ap pointed officers/workmen. Incase of

any such incident/accident, the bidder will be solely responsible.

m)In case of any disputes or differences of opinion, which may arise during performance of

the job, the decision of the Project Manager appointed by UOE shall be final and

abiding.

n) Erection and fitting jobs are to be done systematically in sequential steps as per standard

norms / practices, or as per instructions of the Project Manager of UOE.

24

o) All the testing instruments/equipment etc. are to be arranged for and transported by the

bidder to and from the site.

p) The routine and standard tests are to be carried out at various stages of erection and

commissioning.

q) All the test certificates of the electrical appliances/materials supplied are to be submitted

along with the delivery of the materials. All the test results of tests done at site, like

measurement of light intensity at various surv

instruction of Project Manager of UOE) are to be systematically recorded in detail, and

a final report is to be submitted to the Project Manager in neat tabular form with

appropriate conclusions and is to be ap

r) Reasons for undesirable test

bidder and if these are not due to any manufacturing defect of the equipment to be

commissioned (or, their parts) then, the defects of exe

instruments, etc. are to be rectified by the bidder and the tests are to be repeated till proper

test results are achieved as per norms. A report of such final test results is to be submitted

by the bidder and approved by the Project Manager of UOE.

s) Protection, control and signaling circuits of the equipment being commissioned (with

accessories) are to be checked by the bidder and any defects are to be rectified. A report

for the same is to be submitted

Manager of UOE.

t) The work should be done as per the satisfaction of the Project Manager of UOE. The

final work completion certificate will also be certified by him, barring which the final

payment will not be released.

u) The bidder is to depute one or more experienced officer(s) charge as overall

supervisor(s) of the whole job, who is (are) to be present all the time during the job.

v) The job will be deemed complete only after one week o

high masts lighting system including t entire electrical supply network.

w) All incidental items of work not shown or specified but reasonably implied and found to

be necessary for successful completion of the subje

in the scope of work at no extra cost to UOE.

x) The contractor’s men, deputed for the execution of the job must be competent enough to

execute the job confidently and successfully.

GUARANTEE CLAUSES:

a) The bidder is to certify a guarantee of O

the date of commissioning.

b) In case of any defect within the guarantee period of normal op eration as per standard

operational norms, the bidder is to rectify the

replacement of defective part(s), or any other appropriate action, which may be necessary

as per the specific case(s).


bidder to and from the site.




measurement of light intensity at various survey points of the whole site (as per the



appropriate conclusions and is to be approved by him.

r) Reasons for undesirable test-results, if any, are to be analyzed by the representative of the


commissioned (or, their parts) then, the defects of execution of job, testing process, testing



approved by the Project Manager of UOE.



for the same is to be submitted by the bidder and has to be approved by the Project



ent will not be released.



v) The job will be deemed complete only after one week of successful operation, of all the

high masts lighting system including t entire electrical supply network.


be necessary for successful completion of the subject work shall be deemed to be included

in the scope of work at no extra cost to UOE.


execute the job confidently and successfully.

GUARANTEE CLAUSES:

he bidder is to certify a guarantee of ONE YEAR of trouble free normal operation from

the date of commissioning.


operational norms, the bidder is to rectify the defect(s) free of costs, by reworking, or


as per the specific case(s).

25





ey points of the whole site (as per the



results, if any, are to be analyzed by the representative of the


cution of job, testing process, testing





by the bidder and has to be approved by the Project





f successful operation, of all the


ct work shall be deemed to be included


YEAR of trouble free normal operation from


defect(s) free of costs, by reworking, or


Item Description Qty Unit Unit Cost

(Kshs)

Total Cost

(Kshs)

1 Supply of 30 m high mast floodlight system with

its accessories including lowering winch.

Mast shaft shall be in three Sections, hot dip

galvanised and suitable for wind velocity as per

BS 6399-2. It shall also include accessories for

high mast, galvanised Lantern carriage

arrangement suitable for 9 luminaires

symmetrically & its control gear boxes and

lightning finial.

2

lot

2 Supply of foundation bolts manufactured from

special steel along with nuts, washers, anchor

plates and templates.

2 lot

3 Supply of energy saving floodlight luminaires

type LED x 280watts as phillips lamps and its

control gear boxes.(9 fittings per mast)

2 lot

4 Supply of LED type single dome aviation

obstruction light fitting with lamps. (2 fittings

per mast)

2 lot

5

Supply of rust proof, control panel

Housing 63A MCCB incomer, single dial timer

control circuit, outgoing terminals and

protection circuits for the lamps.

2

No

6 Suitable shallow foundation with 1:2:4 concrete

for the erection of high mast considering the safe

soil-bearing capacity at site as 10 T/sqmtr at 2

meter depth.

2 No

7 Erection of the high mast with the help of

suitable

equipment and wiring of luminaires with supply

of wiring materials.

2 item

6.0mm2x4core pvcswapvc power supply

cable,incuding trenching at 600mm

depth,tiling,cable laying and backfilling

9 Testing and Commissioning of the Installation

(One Week Operation) 2 item

10 Carry out Concrete tests

item item

Allow for project management/supervision expencies Kshs

100,000

Allow for Contigencies to be used at discretion of project manager Kshs 300,000

Total for the 2 high mast floodlight towers carried to form of tender

SECTION F All prices must inclusive of 16% VAT and any other Government taxes

BILLS OF QUANTITIES AND PRICES

8 120 M

Amount in Words………………………………………………………………………………………

Name and address of the Contractor………………………………………………………………………

…………………………………………..Signature………………………………Date……………….. Witness…………………….………………………Signature…………………… Date……………...

NOTES

In case of discrepancy between unit and total cost, the unit cost shall prevail.

Documentary evidence to prove that the items offered comply with the Technical Specifications must

The bids must be as per the Technical that do not conform to the Technical Specifications will be disqualified.

26


Documentary evidence to prove that the items offered comply with the Technical must be provided.

The bids must be as per the Technical Specifications in the Tender Document. Bids that do not conform to the Technical Specifications will be disqualified.

27


Documentary evidence to prove that the items offered comply with the Technical

Specifications in the Tender Document. Bids that do not conform to the Technical Specifications will be disqualified.

To: THE VICE CHANCELLOR UNIVERSITY OF ELDORP.O BOX 1125-30100 ELDORET.

RE: Supply, Erecting ,Testing and Commissioning of

1. Having examined the Tender Document, the receipt of which is hereby duly acknowledged, we, the undersigned, offer to supply ………………

Goods) in conformity with the said Tender Document for the sum of

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

.................................................

(total tender amount in words and figures)

accordance with the Schedule of Prices attached herewith and made part

2. We undertake, if our Tender is accepted, to deliver the Goods in accordance with the delivery schedule specified in the Schedule of Requirements.

3. If our Tender is accepted, we will obtain the guarantee of a bank or Insurance fby PPOA in a sum equivalent to 5% percent of the Contract Price for the due performance of the Contract.

4. We agree to abide by this Tender for a period of 90 days from the date fixed for Tender opening under Clause 19 of the Instruc

upon us and may be accepted at any time before the expiration of that period.

5. Until a formal Contract is prepared and executed, this Tender, together with your written acceptance thereof and your no

between us.

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

Dated this ________________ day of ________________ 201

[signature] ……………………………

Duly authorized to sign Tender for and on behalf of the tenderer

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

SECTION G

FORM OF TENDER

THE VICE CHANCELLOR UNIVERSITY OF ELDORET

30100

RE: Supply, Erecting ,Testing and Commissioning of 2No.30 Metre High mast floodlights

1. Having examined the Tender Document, the receipt of which is hereby duly acknowledged, we, the undersigned, offer to supply …………………….

in conformity with the said Tender Document for the sum of ..........................................................................................................………………………

..............................................................................................................................................

(total tender amount in words and figures) or such other sums as may be ascertained in

accordance with the Schedule of Prices attached herewith and made part

2. We undertake, if our Tender is accepted, to deliver the Goods in accordance with the delivery schedule specified in the Schedule of Requirements.

3. If our Tender is accepted, we will obtain the guarantee of a bank or Insurance fby PPOA in a sum equivalent to 5% percent of the Contract Price for the due performance of

4. We agree to abide by this Tender for a period of 90 days from the date fixed for Tender opening under Clause 19 of the Instructions to Tenderers, and it shall remain binding


5. Until a formal Contract is prepared and executed, this Tender, together with your written acceptance thereof and your notification of award, shall constitute a binding Contract

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

Dated this ________________ day of ________________ 2017.

[signature] ……………………………………...[in the capacity of]

Duly authorized to sign Tender for and on behalf of the tenderer

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

28

High mast floodlights

1. Having examined the Tender Document, the receipt of which is hereby duly …….(description of

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

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 deliver the Goods in accordance with the

3. If our Tender is accepted, we will obtain the guarantee of a bank or Insurance firm approved by PPOA in a sum equivalent to 5% percent of the Contract Price for the due performance of

4. We agree to abide by this Tender for a period of 90 days from the date fixed for Tender tions to Tenderers, and it shall remain binding


5. Until a formal Contract is prepared and executed, this Tender, together with your written tification of award, shall constitute a binding Contract

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

SECTION H

TENDER SECURITY FORM

(To be on the Letterhead of the Bank)

Whereas ............................................ (name of the tenderer) (hereinafter called ‘‘the

Tenderer”) has submitted its tender dated .................................... (date of submission of

tender) for the supply of ……………………..(description of Goods) (hereinafter called “the

Tender”).

KNOW ALL PEOPLE by these presents that WE ..........................................(name of the

bank) of ............................................ (address of bank) (hereinafter called “the Bank”), are

bound unto UOE in the sum of ....................... ....................................................

...................................................... (amount in words and figures) for which payment well and

truly to be made to the said UOE , the Bank binds itself , its successors, and assigns by

these presents. Sealed with the Common Seal of the said Bank this ___________ day of

___________________ 2017.

THE CONDITIONS of this obligation are:

1.

2.

If the Tenderer withdraws its Tender during the period of tender validity specified by the Tenderer on the Tender Form; or

If the Tenderer, having been notified of the acceptance of its Tender by UOE during the period of tender validity:

(a) fails or refuses to execute the Contract Form, if required; or (b) fails or refuses to furnish the performance security, in accordance with the

Instructions to Tenderers;

we undertake to pay to UOE up to the above amount upon receipt of its first written demand, without UOE having to substantiate its demand, provided that in its demand UOE will note that the amount claimed by it is due to it, 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 or insurance company not later than the above date.

__________________________________ (Signature of the Bank/PPOA approved insurance Company)

29

SECTION I

MANDATORY CONFIDENTIAL BUSINESS QUESTIONNAIRE (Must be filled by all applicants or tenderers’ who choose to participate in this tender)

Name of Tenderer

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

You are requested to give the particulars in Part 1 and either Part 2 (a), 2 (b) or 2 (c), whichever applies to your type of business. Part 2 (d) to part 2(i) must be filled. You are advised that giving wrong or false in formation on this Form will lead to automatic

disqualification / termination of your business proposal at your cost.

Part 1 – General

Business Name:…………………………………………………..……………..………….. Certificate of Incorporation / Registration No. …………………………… Location of business premises: Country …………………………………..……….

Physical address …………………………….Town ………………………….……………… Building………………………………Floor………………………………………………….. Plot No. ………………………………Street / Road ……..………………….………….……

Postal Address ………………….……Postal / Country Code………………………………… Telephone No’s …………………………………… Fax No’s. ……………………….………

E-mail address …………………..……………Website………………………………………. Contact Person (Full Names) …………………………………………………….…………… Direct / Mobile No’s. ………………………………………………………………………….. Title ……………………………… Power of Attorney ( Yes / No). If Yes, attach written document. Nature of Business (Indicate whether manufacturer, distributor, etc) ………………..……….

(Applicable to Local suppliers only) Local Authority Trading License No. …………………… Expiry Date ………………

Value Added Tax No.………………………….………………………………………

Value of the largest single assignment you have undertaken to date ( US$/KShs) …….……… Was this successfully undertaken? Yes / No. …………………….(If Yes, attach reference) Name (s) of your banker (s) ………………………………………………………………..… Branches ………………………………………………. Tel No’s. ……….…………………

Part 2 (a) – Sole Proprietor Full names …………………………..………………………………..………………………. Nationality ………………………………………….. Country of Origin …………....………

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

Company Profile ………………………. (Attach brochures or annual reports in case of public companies)

30

Full Name

1

2

3

4

Part 2 (b) – Partnerships Give details of partners as follows:

Company Profile ……………………….(

Part 2 (c) – Registered Company Private or public …………………………………………….

Company Profile …………(

State the nominal and issued capital of the Comp

Nominal KShs ……………………..………………………….

Issued KShs ………………………..………………………….

List of top ten (10) shareholders and distribut

Give details of all directors as follows:

Full Name

1

2

3

4

Part 2 (d) – Debarment I/We declare that I/We have not been debarred from any procurement process and sh

engage in any fraudulent or corrupt acts with regard to this or any other tender by UOE

and any other public or private institutions.

Full Names ………………………………………Signature………………………………….

Dated this …………………

In the capacity of ………………………………………………………………………………

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

Part 2 (e) – Criminal Offence I/We, (Name (s) of Director (s)):

……………………………………………………………………….………..

………………………………………………………………………….

…………………………………………………………………………………

…………………………………………………………………………………

have not been convicted of any criminal offence relating to professional conduct or the making of false statements or misrepresentations as to its qualifications to enter into a

procurement contract within a period of three (3) years preceding the commencement of

procurement proceedings. Signed……………………………………………………………………………….…………

For and on behalf of M/s ……………………………………………………………………..

In the capacity of ……………………………………………………

Nationality Citizenship Details

Give details of partners as follows:

Company Profile ……………………….(Attach brochures)

Registered Company Private or public …………………………………………….

pany Profile …………(Attach brochures or annual reports in case of public companies)

State the nominal and issued capital of the Comp Nominal KShs ……………………..…………………………. Issued KShs ………………………..………………………….

List of top ten (10) shareholders and distribution of shareholding in the company.

Give details of all directors as follows: Nationality Citizenship Details

I/We declare that I/We have not been debarred from any procurement process and sh

engage in any fraudulent or corrupt acts with regard to this or any other tender by UOE

and any other public or private institutions. Full Names ………………………………………Signature………………………………….

Dated this ……………………………………………day of ……………………………2017

the capacity of ………………………………………………………………………………


Criminal Offence I/We, (Name (s) of Director (s)):

……………………………………………………………………….………..

………………………………………………………………………….

…………………………………………………………………………………

…………………………………………………………………………………

have not been convicted of any criminal offence relating to professional conduct or the making of false statements or misrepresentations as to its qualifications to enter into a

procurement contract within a period of three (3) years preceding the commencement of

Signed……………………………………………………………………………….…………

For and on behalf of M/s ……………………………………………………………………..

In the capacity of ……………………………………………………………………………….

31

Shares

Attach brochures or annual reports in case of public companies)

ion of shareholding in the company.

Shares

I/We declare that I/We have not been debarred from any procurement process and shall not engage in any fraudulent or corrupt acts with regard to this or any other tender by UOE

Full Names ………………………………………Signature…………………………………. …………………………day of ……………………………2017.

the capacity of ………………………………………………………………………………


……………………………………………………………………….………..

…………………………………………………………………………..….…

…………………………………………………………………………………

…………………………………………………………………………………

have not been convicted of any criminal offence relating to professional conduct or the making of false statements or misrepresentations as to its qualifications to enter into a procurement contract within a period of three (3) years preceding the commencement of

Signed……………………………………………………………………………….………… For and on behalf of M/s ……………………………………………………………………..

………………………….

Institution

1

2

3

4

Dated this ……………………………………day of …………………………………….2013. Suppliers’ / Company’s Official Rub

Part 2 (f) – Conflict of Interest I/We, the undersigned state that I / We have no conflict of interest in relation to this

procurement:

…………………………………………………………………………………

…………………………………………………………………………………

…………………………………

…………………………………………………………………………………

For and on behalf of M/s ………………………………………………………………………


Dated this ……………………………day of …………………………………………….201

Suppliers’ / Company’s Official Rubb

Part 2 (g) – Interest in the Firm: Is there any person / persons from the procuring entity or any other public institution who has interest in the

Firm? Yes / No? ……………………….. (

Part 2(h) – Experience Please list here below similar projects accomplished or companies / clients you have supplied

with similar items or equipments in the last two (2) years.

Company Name

1

2

3

4

Country

Note: The contact person should be at the level of director.

Title Signature

Dated this ……………………………………day of …………………………………….2013. Suppliers’ / Company’s Official Rubber Stamp ………………………………………………

Conflict of Interest I/We, the undersigned state that I / We have no conflict of interest in relation to this

…………………………………………………………………………………

…………………………………………………………………………………

…………………………………………………………………………………

…………………………………………………………………………………



Dated this ……………………………day of …………………………………………….201

Suppliers’ / Company’s Official Rubber Stamp ………………………………………………

Interest in the Firm: Is there any person / persons from the procuring entity or any other public institution who has interest in the

Firm? Yes / No? ……………………….. ( Delete as necessary)

Please list here below similar projects accomplished or companies / clients you have supplied

with similar items or equipments in the last two (2) years.

Country Contract/Order Value

No.

Contact person

(Full Names)

Eaddress phone

The contact person should be at the level of director.

32

Date

Dated this ……………………………………day of …………………………………….2013. ber Stamp ………………………………………………

I/We, the undersigned state that I / We have no conflict of interest in relation to this

…………………………………………………………………………………

…………………………………………………………………………………

………………………………………………

…………………………………………………………………………………



Dated this ……………………………day of …………………………………………….2017

er Stamp ………………………………………………

Is there any person / persons from the procuring entity or any other public institution who has interest in the

Please list here below similar projects accomplished or companies / clients you have supplied

E-mail mail Cell address phone

No.

Part 2(i) – Declaration

I / We, the undersigned state and declare that the above information is correct and that I / We give University of Eldoret- main campus to seek any other references concerning my / our company from whatever sources deemed relevant, e.g. Office of the Registrar of Companies, Bankers, etc. Full names ………………………………………… ………………………………………… Signature………………………………………………………………………………………

For and on behalf of M/s ……………………………………………………………………… In the capacity of ………………………………………………………………………………

Dated this ………………………… …day of …………………………………………….2017 Suppliers’ / Company’s Official Rubber Stamp ………………………………………………

*Attach proof of citizenship * Attach certified copies of the following documents:

a) b)

c) d) e) f)

Previous orders from companies supplied before Certificate of Incorporation / Registration

Tax Compliance Certificate (for local suppliers) VAT Certificate (for local suppliers) Audited Financial Statements / Accounts for the last two (2) years Valid Local Authority / Trade License (for local suppliers

33

SECTION J

CONTRACT AGREEMENT FORM

THIS AGREEMENT made the ................. day of ...................................... 2017 between University of Eldoret of the one part and .............................................. (name of Supplier) of ..................................................... (city and country of Supplier) (hereinafter called “the Supplier”) of the other part:

WHEREAS University of Eldoret invited tenders for the supply of certain goods, viz.,........................................................................................................................................

(description of Goods) and has accepted a tender by the Supplier for the supply of those Goods in the sum of ............................................................................................................ ..........................(Contract Price in words and figures) (hereinafter called “the Contract Price”).

NOW THIS AGREEMENT WITNESSETH AS FOLLOWS:

1.

2.

3.

4.

In this Agreement words and expressions shall have the same meanings as are respectively assigned to them in the Conditions of Contract.

The following document shall be deemed to form and be read and construed as part of this Agreement, viz.:

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

(b) the Technical Specifications, Schedule of Requirements and Prices;

(c) the General Conditions of Contract;

(d) the Special Conditions of Contract; and

(e) UOE’s Notification of Award. ’s

In consideration of the payments to be made by UOE to the Supplier as hereinafter mentioned, the Supplier hereby covenants with UOE to provide the Goods and to remedy defects therein in conformity in all respects with the prov provisions of the Contract

UOE hereby covenants to pay the Supplier in consideration of the provision of the Goods and the remedying of defects therein, the Contract Price or such other sum as may become payable under the provisions of the Contract at the times and in the manner prescribed by the Contract.

34

IN WITNESS whereof the parties hereto have caused this Agreement to be executed in the day and year first above written.

Signed and Sealed in the Common Seal of UOE in the presence of:

Vice Chancellor

Witness

Signed and Sealed with the Common Seal of the Supplier in the presence of:

Director

Witness

) ) )

) ) ) ) )

) ) ) ) ) ) ) )

)

35

SECTION K

PERFORMANCE SECURITY FORM (To be on the Letterhead of the Bank)

To: THE VICE CHANCELLOR UNIVERSITY OF ELDORET P.O BOX 1125 ELDORET.

WHEREAS ........................................................................................................[name of Supplier] (hereinafter called “the Supplier”) has undertaken, in pursuance of Contract No. .......................... dated ...................................................2017 to supply................... (description of Goods) (hereinafter called “the Contract”).

AND WHEREAS it has been stipulated by you in the said Contract that the Supplier shall furnish you with a bank guarantee by a reputable bank for the sum specified therein as security for compliance with the Supplier’s performance obligations in accordance with the

Contract.

AND WHEREAS we have agreed to give the Supplier a guarantee:

THEREFORE WE hereby affirm that we are Guarantors and responsible to you, on behalf of the Supplier, up to a total of .................................................................... (amount of guarantee in words and figures), and we undertake to pay you, upon your first written demand declaring the Supplier to be in default under the Contract and without cavil or argument, any sum or sums within the limits of................................................................ (amount in words and

figures) as aforesaid, without your needing to prove or to show grounds or reasons for your

demand or the sum specified therein.

This guarantee is valid until the ........................... day of ....................................2017.

Signature and seal of the Guarantors

[name of bank or financial institution]

[address]

[date]

36

SECTION L

MANUFACTURER’S AUTHORIZATION FORM

To: THE VICE CHANCELLOR UNIVERSITY OF ELDORET P.O BOX 1125 ELDORET.

WHEREAS …………………………………………………………………………………. [name of the Manufacturer]

who are established and reputable manufacturers of……………………………………….

[name and/or description for Goods] having factories at………………………………………………………………………….

[address of factory]

do hereby authorize………………………………………………………………………. [name and address of Agent]

to submit a tender, and subsequently negotiate and sign the Contract with you for the above equipment manufactured by us.

We hereby extend our full guarantee and warranty as per the General and Special Conditions of Contract for the Goods offered for supply by the above firm against this Invitation for Tenders.

[signature for and on behalf of Manufacturer]

Note: This letter of authority should be on the letterhead of the Manufacturer and should be signed by a person competent and having the power of attorney to bind the Manufacturer. It must be submitted with and be part of the tender.

37