REQUEST FOR PROPOSAL - fep-group.com · It is located less than 100Km from Nairobi, just off the Nairobi – Nyeri Highway, along the banks of the Sagana River. The hotel overlooks

REQUEST FOR

REQUEST FOR PROPOSAL (RFP) FOR SUNTEC SAGANARESORT & CONFERENCE CENTRE MANAGEMENTCONTRACT

FEP/RFP/04/2018

PROPOSAL

2

Contents 1 About FEP Holdings Ltd ................................................................................................................. 3

2 About Suntec Sagana Resort & Conference Centre ........................................................................ 3

2.1 Introduction .................................................................................................................................. 3

2.2 Unparalleled Location ................................................................................................................... 3

2.3 Facilities ........................................................................................................................................ 4

2.4 Strategic Focus .............................................................................................................................. 5

3 Request for Proposal (RFP) ............................................................................................................ 6

3.1 Scope of Work ............................................................................................................................... 6

3.2 Key deliverables ............................................................................................................................ 7

4 Contract Terms ............................................................................................................................. 8

5 Proposal Guidelines ...................................................................................................................... 8

6 Evaluation Criteria ...................................................................................................................... 10

7 Submission Requirements ........................................................................................................... 10

8 Application Guidelines ................................................................................................................ 11

8.1 Cost of Application: ..................................................................................................................... 11

8.2 Clarification of Documents: ........................................................................................................ 11

8.3 Site Visit: ..................................................................................................................................... 11

8.4 Language of Bid Document: ........................................................................................................ 11

8.5 Deadline for Submission of Proposals: ....................................................................................... 12

8.6 Opening of Proposals: ................................................................................................................. 12

8.7 Clarifications: .............................................................................................................................. 12

8.8 Evaluation and Comparison of Proposals: .................................................................................. 12

8.9 Award of Contract: ...................................................................................................................... 13

8.10 Notification of Approval:............................................................................................................. 13

8.11 Corrupt or Fraudulent Practices: ................................................................................................ 13

9 Deadline for Submission ............................................................................................................. 14

APPENDIX I – Standard Application Form ............................................................................................ 15

APPENDIX II – Declaration Form ......................................................................................................... 19

3

About FEP Holdings Ltd FEP Holdings Ltd (FEP) is an investment company committed to transforming lives through wealth creation. We pride ourselves for being innovative in value creation for our shareholders. We build synergies within our teams while delivering results in an effective and efficient manner. We are noble and above board in our dealings with our customers and business partners. Our current membership is over 200,000 members, of whom more than 73,000 are investors. We are committed to our four key pillars of business investment which are as listed below:

1. Financial Services – Investments, Savings & Loan, Insurance. 2. Real Estate & Security. 3. Education & Hospitality. 4. Technology & Industrialization.

FEP Holdings Ltd runs each of the Investment areas through subsidiary companies with substantive boards. For more information, please feel free to visit our website https://www.fep-group.com/

About Suntec Sagana Resort & Conference Centre

2.1 Introduction

In line with our hospitality strategy, we believe in providing world class hotels that offer outstanding experiences. FEP Holding’s strategy in the Hospitality Industry is to invest in a chain of hotels (four/five star). Indeed, we envision that our hotels will become a flagship of our organization, and an epitome of excellence in the hospitality industry. Suntec Sagana Resort & Conference Centre is a 146 room, 4 Star hotel and conference facility, located in Sagana, Kirinyaga County. The hotel is the perfect place for Conferences, Meetings, Seminars, Weekend Getaways and Events Centre. We believe in ensuring that every visit to the hotel is indeed special and something to be remembered forever. The hotel is 80% complete and we intend to complete and open it in early 2019. There is also a plan to construct 40 cottages in the near future.

2.2 Unparalleled Location

The hotel is strategically positioned to take advantage of the local conference and Leisure business. It is located less than 100Km from Nairobi, just off the Nairobi – Nyeri Highway, along the banks of the Sagana River. The hotel overlooks the overflow waterfall, as well as the Sagana River and a beautiful view of the highway and distant hills. This provides the perfect combination of Conference and Leisure tourism. Once completed, it will be the largest such facility in the Sagana area. Sagana is fast becoming a hospitality hub that will soon rival Naivasha. Research has shown that Conference tourism is on a rapid increase in Africa, mainly bolstered by improving infrastructure, more stable political environment, improvement in ICT, hotel facilities, as well as the beautiful climate. Kenya, in particular, has taken a big share of the pie, being ranked

4

fourth in Africa. Nairobi and its environs has established itself as a Conferencing hub, handling an ever increasing number of MICE (Meetings, Incentive, Conference & Exhibition) visitors. The focus of the Suntec Sagana Resort & Conference Centre is to ride on these opportunities and capture the Conferencing & Leisure business. It is expected that over 70% of the business will come from this segment.

2.3 Facilities Suntec Sagana Resort & Conference Centre is comprised of the following facilities: 1. Main Hotel Block: Comprised of:

a) 2 Main Conference Rooms each with a combined sitting capacity of 800 people with breakaway rooms.

b) 2 No spacious executive board rooms each with a sitting capacity of 50 persons designed to incorporate video conferencing.

c) 2 meeting rooms each with a sitting capacity of 30 persons. d) 18 No hotel rooms each 30 square feet overlooking the swimming pool area. e) A spacious kitchen block. f) A main restaurant with a bar. g) A spacious lounge area and a coffee bar. h) A main reception, business area and customer service offices. i) A service block that houses the following:

Steam serviced laundry area with spacious storage for linen. Serviced block of rooms to house support staff and other services. Staff Canteen area. Standby generator, water treatment area, main switch room and boiler room. A security gate house.

Google link to Suntec Sagana Resort & Conference Centre https://www.google.co.ke/maps/place/Suntec+Sagana+Hotel/@-0.7818946,37.265899,15.25z/data=!4m7!1m4!3m3!1s0x18289f1b277fc859:0xedcd47f73cffdb36!2sSagana+Rapids+camp!3b1!3m1!1s0x0000000000000000:0x7524307c2c13f7ef?hl=en

5

2. Accommodation Blocks: It comprises of 128 standard furnished guest rooms. These rooms overlook the scenic Tana river.

3. Landscaped and other utilities: The development has the following facilities:

a) An infinity swimming pool that allows guests to enjoy views of the ravine, the river and the overflow water fall, highway and hills.

b) A changing room block that houses a gym, sauna a small eatery and a health club. c) An amphitheater comprising of a water fountain, and water cascading into a performance

stage. d) 3 No generous landscaped function gardens organized around pergolas and serviced with

a barbeque and a gazebo. e) A pristine lawn adjacent to a scenic organic pond and terminating into a fountain near the

hotel entrance. f) 200 capacity parking lot. g) 630KVA transformer. h) 300,000Ltrs capacity water tank. i) Twin steam boilers with 10,000 Lts fuel storage tank.

2.4 Strategic Focus The Strategic focus for Suntec Sagana Resort and Conference Centre is centered on the following segments:

Conference Tourism – Including local & international conferences, meeting and events.

Corporate Events –

Governmental (Central & Devolved) and Non-Governmental (NGO) Meetings & Events (MICE).

Weekend Getaways.

Leisure Tourism & Free Independent Travelers (FIT).

6

Request for Proposal (RFP)

We wish invite proposals from interested, qualified and capable hotel operators to run and manage our Suntec Sagana Resort & Conference Centre on a long term basis. The prospective operators must have experience and competence in the strategic focus areas stated in 2.4 above. In addition, they should demonstrate ability to drive business, profitability and numbers for the hotel.

3.1 Scope of Work

The proposed scope of work will be in two parts:

A. Technical Assistance to complete the hotel. B. Management of the hotel.

The prospective Operator will be required to quote separately for each part.

3.1..1 Technical Assistance to Complete the Hotel

Under this part, the selected Operator will be expected to provide technical advisory assistance relating to the following areas:

1. Technical advisory services and assistance with sourcing & Installation of Furniture, Fixtures & Equipment (FF&Es) including preparing an FF&E budget & BoQ.

2. Technical advisory services and assistance with sourcing and installation of Operating Supplies and Equipment (OS&Es) including an OS&E budget and BoQ.

3. Technical advisory services and assistance with interior design of entire hotel and accommodation blocks.

4. Technical advisory services and assistance in liaison with the hotel construction consultants in the following areas:

i. Architectural. ii. Mechanical & Electrical Engineering services.

iii. Bills of Quantities. iv. Landscaping services. v. Structural Engineering services.

5. Technical advisory services and assistance in liaison with the hotel Project Manager. 6. Technical advisory services and preparation of Financial modeling accounts and

projections. 7. Technical advisory services and assistance with recommendations on building, routing

and design of rooms, restaurants, cafes, gym, conference and meeting rooms, service amenities, kitchen and laundry, etc. including room configurations and furniture layouts.

8. Technical advisory services and assistance with system and system requirements. 9. Advisory services, assistance and participation in selection panel of pre-opening level

consultants or service providers.

7

3.1..2 Hotel Management

Under this part, the prospective Operator will be expected to undertake all activities relating to managing the hotel. These will include:

1. Pre-opening branding and Marketing strategy and activities. 2. Provide support, advice and assistance in all pre-opening related activities. 3. Post opening branding and marketing strategy & activities. 4. Preparation of all necessary financial and operational reports & budgets. Prudent

Financial and accounting management as per standards and practices agreed with the hotel owner as well as the statutory business financial standards.

5. HR Management of all the hotel staff – Including selection, hiring, performance management, training, assigning and reassigning, transfers and dismissals. Hotel Owner approval of key staff (Hotel Management and Departmental heads).

6. Pricing - Determination and establishment of all charges, rates and prices as well as management of collection of the same.

7. Determination of credit, discounts, rebates and loyalty policies and practices. 8. Generation and execution of all relevant Policies, Standard Operating Procedures and

Processes, including Procurement, HR, Finance, Environment, Health & Safety, etc. 9. Negotiating and generation of all legal documents and correspondence within the scope

of hotel operation practices. 10. Manage and run all hotel ICT systems, HM systems, AV systems, POS systems, etc. 11. Responsible for Asset, Inventory and Equipment management processes and controls. 12. Health, Safety and Environmental management – Ensure health, safety and environment

standards are adhered to for both staff, guests and visitors. Supervision of all activities of all parties (Guests, visitors, employees, etc.) within the hotel

13. Reporting & Meetings - Performance management meetings, financial and other reports based on daily, weekly, monthly and quarterly reporting requirements as agreed with the hotel owner

3.2 Key deliverables

The selected Operator should be able to deliver the following:

3.2..1 Key Deliverables for Technical Services

Displayed world class capacity for Technical related expertise on FF&Es, OS&Es, Interior design.

Demonstrated professional capacity for support in Architectural, Mechanical & Electrical services, Structural Engineering, Determination of Bills of Quantities and landscaping.

Meet all targets within the agreed timelines for all the technical services agreed upon. Proposal should also include timelines for deliverables requested for in clause

Delivery of Financial projections and models with the proposal.

3.2..2 Key Deliverables for Hotel Management The selected Operator should be able to deliver the following:

1. Operate a brand that is internationally and locally prominent, with demonstrated experience and performance in driving business, profitability and growth in the hospitality industry.

8

2. Operate a brand that is in the tier of 4 Star hotels according to internationally acceptable ratings, and display ability and experience in running and maintaining a 4 Star hotel rating.

3. Provide a Financial profitability forecasting model with clear data and information as regards to delivering competitive profitability to the hotel owner on year by year basis.

4. Demonstrate ability to drive business and profitability in the Strategy focus areas indicated in clause 2.4 above.

5. Achieve agreed targets and KPIs as per contractual terms that will be agreed upon in the Management contract.

Contract Terms

1. Be agreeable to an initial (10) year contract to be reviewed every five (5) years. 2. Be agreeable to performing the contract under the local (Kenyan) laws and

jurisdiction.

Proposal Guidelines

All proposals are expected to:

Contain both Technical, Management and Financial proposals, subject to further discussions on progression of this RFP.

Contain a Financial model & projections indicating growth and profitability forecast, among others, year on year basis for the next 5 years.

Provide all necessary statutory documents, e.g. PIN, KRA Compliance, CR12, Certificate of Incorporation, Practicing licenses, relevant and hospitality related certifications, etc.

Fill out the Standard Application form provided in Appendix I, and attach to the proposal as part of the submission documents.

Provide detailed company profile, including company overview, details of and qualifications of owners, directors, and top management, and demonstrate relevant experience in the hospitality industry, and especially in the sectors indicated in clause 2.4

Provide financial accounts of the last 3 years. Value added Proposition - What makes you different from the other Operators? Why

should we partner with you? What value addition does partnering with you deliver to the hotel owner?

In addition, the table below gives guidelines of Proposal Content:

Sr No

Content Explanation

1. Letter of Introduction and Executive Summary

The letter must be signed by a person authorized by your organization to obligate your organization to perform the commitments contained in your proposal.

2. Minimum Qualifications Provide experience of your company in the hospitality industry, and especially in the local Conferencing & Leisure segment.

9

Provide details & Experience of owners, directors and key personnel in your organization.

Provide details of profitably running and maintaining a 4 Star brand in the local and regional market.

3. Hotel Market and Project Understanding.

Describe your overall understanding of the hotel market, in particular the Conferencing & Leisure segment, and should address the following questions:

i. What is your perception of the Conferencing & Leisure hotel segment in the short & long term in Kenya, Nairobi and its environs (Sagana? Naivasha?)

ii. What are the Suntec Sagana Hotel Project’s Strengths, Weaknesses, Opportunities & threats?

iii. Why is the Suntec Sagana Hotel project important to your company’s strategic growth?

iv. Explain how the strategy of FEP Holdings hotel strategy is compatible with your organization’s strategy.

4. Technical Services Proposal

Outline your capacity and ability to provide the required Technical services. Indicate which service you will offer.

The Technical Assistance Financial proposal should be quoted separately from the Management Financial proposal. They should be broken down into the necessary line items.

Include proposed timelines for time-bound deliverables of the Technical Services Proposal, e.g. timelines for generating the BoQs for FF&Es, OS&Es etc.

5. Pre-Opening Services Outline the process you would utilize when providing the Pre-opening services.

Include all the services performed and the proposed timings of these services.

Provide a detailed pre-opening expense budget.

6. Branding & Marketing Outline the strengths of your branding strategies in relation to the hotel’s focus segment area.

Explain your marketing strategy and how it will reach out to the target market of the hotel’s focus segment area.

Describe the benefits of your proposed 4 star brand in relation to competitors of the same brand.

Describe the proposed brand’s presence and growth strategy in the local, regional & international market.

7. Management Provide detailed Financial model & projections for the hotel operations for the next 6 years.

Describe in detail key aspects of how you will manage and oversee the establishment, your strategy, systems, processes, reporting systems, etc.

8. Management Fees Provide a competitive, detailed breakdown of your management fees proposal, with relevant justification.

10

Evaluation Criteria

All proposals shall be evaluated based on the following criteria:

Overall suitability of the Technical, Management and Financial proposal.

The prospective Operator’s experience in the hospitality industry and especially in the sectors indicated in clause 2.4.

Demonstration of ability to drive business, growth and profitability.

Previous and current existence of a 4 Star hotel brand as well as displayed ability in maintaining a 4 Star hotel rating.

Professional fit with FEP standards and requirements.

Value added proposition over and above requirements of RFP. In particular, the table below provides guidelines to the scoring criteria:

Sr No

Criteria Guideline Proposed Marks

1 Experience in Managing 4 Star Hotels locally and within the East Africa Region.

15

2 Proposed time to achieve Breakeven. 15

3 Ability to offer the required Technical Services Support. 20

4 Suitability of the Technical Services Fees. 25

5 Suitability of the Management Services Fees. 25

6 Experience in Conference Tourism in Kenya. In-depth understanding of the Conference tourism sector in

Kenya in the short and long term. 20

7 Financial Capability to operate the entity. 15

8 Demonstration of Management to oversee the management of the establishment.

20

9 Commentary to Scope of Work 5

10 Proposed approach to successfully run operations and achieve agreed targets.

20

Submission Requirements

1. The proposal shall contain a Technical, Management & Financial Proposal as separate booklets.

2. The prospective Operator shall make two (2) sets of each application documents (2 sets of Technical, Management & Financial Proposal - Original & Copy). Each set shall be sealed and marked accordingly as Technical, Management & Financial Proposal. The name of the prospective Operator shall be indicated in these envelopes that seal the Proposals.

3. After that, ALL the sealed envelopes shall be sealed in ONE OUTER Envelope, duly marked:

With the markings: “FEP/RFP/04/2018 RFP FOR OPERATION & MANAGEMENT OF SAGANA RESORT & CONFERENCE CENTRE”

11

And addressed to: The Head of Procurement

FEP Holdings Ltd. 3rd Floor Galana Plaza Galana Road

P.O. Box 72367-00200 Nairobi, Kenya.

4. This Envelope SHALL NOT have any other markings. The name of the prospective

Operator SHALL NOT APPEAR on the outer envelope.

5. The sealed envelope shall be deposited in the tender box within the reception of FEP Holdings Ltd, 3rd Floor, Galana Plaza, Galana Rd, off Argwings Kodhek Rd.

On or before 12:00pm, 19th December 2018

6. The prospective Operator shall ensure that they sign on the register book to confirm that they have deposited the application in the tender box.

Application Guidelines

8.1 Cost of Application:

There is no cost of application.

8.2 Clarification of Documents:

A prospective candidate requiring any clarification of the RFP may notify FEP Holdings Ltd in writing or by email at the entity’s address [email protected] and copy [email protected] FEP Holdings Ltd (hereafter to be called FEP) will respond in writing to any request for clarification of the RFP documents.

The FEP shall reply to clarifications sought by the candidates to enable the candidates to

make timely submission of its proposal.

8.3 Site Visit:

Upon request from the prospective Operator, FEP will make the necessary arrangements to enable the prospective operator to make a site visit.

8.4 Language of Bid Document:

The proposal prepared by the candidate, as well as all correspondence and documents relating to the tender exchange by the candidate and FEP shall be written in English language. Any printed literature furnished by the candidate may be written in another language provided they are accompanied by an accurate English translation of the

12

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

8.5 Deadline for Submission of Proposals:

All proposals should be received no later than Wednesday, 19th December 2018 at

12:00pm. Proposals will be opened thereafter on the same day Wednesday, 19th

December at 12:15pm.

8.6 Opening of Proposals:

Proposals will be opened on Wednesday 19th December 2018 at 12:15pm. Prospective Operators, or their representatives may witness the opening of proposals should they so wish. The tenderers’ representatives who are present shall sign a register evidencing their attendance.

8.7 Clarifications:

To assist in the examination, evaluation and comparison of tenders FEP may, at its discretion, ask the candidates for a clarification of its proposal. The request for clarification and the response shall be in writing.

To assist in the examination, evaluation and comparison of proposals, the FEP may

request candidates who move on to the next stage of the process to send certain documents and relevant information by email.

Any effort by the candidates to influence the FEP Holdings Ltd in the FEP’s evaluation or outcome of the evaluation WILL result in the rejection of the candidates’ proposal documents.

8.8 Evaluation and Comparison of Proposals:

FEP will evaluate and compare the proposals which have been determined to be substantially responsive. The FEP Holdings Ltd shall use Evaluation Criteria and Parameters to evaluate the applications.

8.8..1 Proposal Evaluation Timelines / RFP Schedule The table below provides an estimation of the RFP Schedule.

Stage Event Timelines (Dates)

1 RFP Issued by Hotel Owner 3rd - 5th Dec 2018

2 Deadline for submission of written questions, requests for clarifications

11th Dec 2018

3 Deadline for submission of Proposals

19th Dec 2018 @ 12:00pm

13

4 Opening of Proposals 19th Dec 2018 @ 12:15pm

5 Evaluation of Technical Proposals 19th Dec 2018

6 Evaluation of Management Proposals

20th Dec 2018

7 Evaluation of Financial Proposal 20th Dec 2018

8 Compilation of Evaluation results 21st Dec 2018

9 Panel Interviews TBD

10 Communication to unsuccessful candidates

TBD

11 Final Negotiations & Contracting TBD

8.9 Award of Contract:

Candidates that make it past the initial proposal opening and vetting stage may undergo a more thorough vetting and evaluation process. In addition, the FEP may visit or undertake any other activity to determine to its satisfaction whether a candidate and/or their proposal is qualified. A negative determination will result in rejection of the candidates bid.

8.10 Notification of Approval:

The FEP will endeavor to notify all bidders on the results of the RFP exercise.

FEP Holdings Ltd reserves the right to accept or reject applications either wholly or in part

and is not bound to give reasons for its decisions.

8.11 Corrupt or Fraudulent Practices:

The FEP Holdings Ltd requires that candidates observe the highest standard of ethics during the procurement process and execution of contracts when used in the present regulations; the following terms are defined as follows;

i) “corrupt practice” means the offering, giving, receiving, or soliciting of anything of value to influence the action of a public official in the procurement process or in contract execution; and ii) “fraudulent practice” means a misrepresentation of facts in order to influence a procurement process or the execution of a contract to the detriment of FEP Holdings Ltd, and includes collusive practices (prior to or after tender submission) including those designed to establish prices at artificial non-competitive levels and to deprive FEP of the benefits of free and open competition.

The FEP will reject a candidate’s Proposal document if it determines that the candidate recommended for award has engaged in corrupt or fraudulent practices in competing for the contract. Further a candidate who is found to have indulged in corrupt or fraudulent practices risks being blacklisted by FEP Holdings Ltd and its subsidiaries and will not be considered for current or future Bid Solicitations.

14

Deadline for Submission

Completed proposals are to be deposited in the Tender Box situated at FEP Holdings Ltd, 3rd Floor Galana Plaza, Galana Road, off Argwings Kodhek Road. And Addressed to: The Head of Procurement

FEP Holdings Ltd. 3rd Floor Galana Plaza Galana Road

P.O. Box 72367-00200 Nairobi, Kenya.

With the markings: “FEP/RFP/04/2018 RFP FOR OPERATION & MANAGEMENT OF SAGANA

RESORT & CONFERENCE CENTRE” So as to be received by 12:00pm Wednesday 19th December 2018 Proposals will be opened immediately thereafter at 12:15pm in public in the presence of the candidates or their representatives who choose to attend at FEP Holdings Ltd Offices.

Note: 1. FEP Holdings Ltd is not bound to accept any application and until the offer is formally

communicated to the applicant, applicant has formally accepted the offer, and formal

contractual documentation is approved and mutually signed, this RFP does not form a

binding contract between the tenderer and FEP Holdings Ltd.

2. FEP Holdings Ltd is not bound to accept the lowest offer. Furthermore, FEP Holdings Ltd

reserves the right to accept or reject applications either wholly or in part and is not bound

to give reasons for its decisions.

3. The decision of FEP Holdings Ltd will be final and cannot be appealed by the unsuccessful

candidates.

15

APPENDIX I – Standard Application Form

STANDARD FORMS *** Please note that this is a Standard Application Form and it may contain sections that may not be applicable to your category. Please fill in as applicable to your case.

CONFIDENTIAL BUSINESS QUESTIONNAIRE

PART 1: GENERAL

1. Business name ………………..……………….…………….…………………………………………………………..………

2. Category Ref and Description applied for:……………………………………………………………………………….

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

3. Postal address ………………………….. Code …….............. Town ……………..………..………………………..

4. Principal contact person/s …………………….…….…………………..Position ……..…………………..…………

5. Physical location of business ……………………………………………………..…………………………………………

6. Town …………………………………………………..…. Street……………………………………………………

7. Plot no. ..………… Building ……………………………………….. Floor ……………….

8. Email address(es) ……………………………………………………………………..………………

9. Telephone Numbers: Landline/s …………………..…………………………Mobile/s………………………..……

10. Nature of business (Ltd, Partnership, Sole proprietorship, etc)……….……………………..…………..

11. Duration of business operation…………………… year established ……………………

12. Company registration No. (Attach copy of Certificate of Incorporation)

………………………………………………

13. VAT Registration No. (Attach copy)……………………………………………………….

14. PIN certificate (Attach copy)…………………………………………………………………………………….

15. Valid KRA tax compliance certificate (shall be one issued by the relevant tax authorities and

valid for at least up to the tender closing date (attach copy):

16. Business permit (attach copy if applicable):

17. Trading Certificate where applicable:

16

18. Brief description of goods/services/business that you

offer……................................................................……………………………………………………………………….

19. Minimum Value of Business which you can handle at any time Ksh ……………………………..…..

20. Maximum value of business which you can handle at any time Ksh ……………………………..…….

20. Name of Bank and branch (from which a financial reference may be sought)

Bank Name:……………………………………………………………………………….. Branch………………………………..

Bank address………………………………………………………………………………Bank contact person and

position ……………………………………………………….

21. Is your organization willing to transact business with FEP Holdings Business Units on a

reciprocal basis where possible or applicable? Yes/No

PART 2:. SOLE PROPRIETOR Your full names: Surname ………………………………………………………..

First ……………………………………. Others …………………….………………. Nationality ………….……………………

PART 3: PARTNERSHIP Number of partners ……………………………………… Give partners details as

follows: Name/nationality/citizenship details/shares

1. ……………………………………………………………………………………………………………………………………………….

2. ………………………………………………………………………………………….…………………………………………………….

3. ……………………………………………………………………………………………………………………………………………….

4. ……………………………………………………………………………………………………………………………………………….

5. ……………………………………………………………………………………………………………………………………………….

6. ……………………………………………………………………………………………………………………………………………….

7. …………………………………………………………………………………………………………………………………..………….

17

PART 4. REGISTERED COMPANY a) Private Limited Company b) Public Limited Company

Nominal capital of the company (Kshs) ……………………..…………………………… Issued capital of the

company (Kshs) ……………………………………….……………… Number of directors…….………………………

Give partners details as follows: Name/nationality/citizenship details/shares

1. ……………………………………………………………………………….

2. ……………………………………………………………………………….

3. ……………………………………………………………………………….

4. ……………………………………………………………………………….

5. ……………………………………………………………………………….

6. ……………………………………………………………………………….

PART 5. DIRECTORSHIP TO OTHER COMPANIES

a) Are you or any of the above directors also directors in others companies that are seeking

pre-qualification? ……………… (yes/no) b) If yes complete the table below.

Sr No

Name of Director Name and Address of Company

Certificate of Incorporation

No. Of Shareholding

PART 6. REFERENCES:

Provide contact details of 3 references of previous or current corporate clients that you have

worked for in the past 2 years. References may be contacted at any time.

1. Organization………………………………………………………………………………………………………………………

Contact name…………………….………………….….…..……….……Position …………………………………………

18

Telephone number …………………………………..……E-mail address…………………..………………………..

2. Organization………………………………………………………………………………………………………………………

Contact name…………………….………………….….…..……….……Position …………………………………………

Telephone number …………………………………..……E-mail address…………………..………………………..

3. Organization………………………………………………………………………………………………………………………

Contact name…………………….………………….….…..……….……Position …………………………………………

Telephone number …………………………………..……E-mail address…………………..………………………..

Please attach copies of LPOs, award letters or any other approved document from each of the

above showing works done and their value.

PART 7: ADDITIONAL DOCUMENTS:

The following documents shall be attached to the tender application:

1. Copy of receipt or bank slip/proof of payment of non-refundable tender application charges.

2. Company profile, including list of key clients, both past and current.

19

APPENDIX II – Declaration Form

DECLARATION FORM

To………………………………………………………….………………………………….Date …………………….…………………

The Applicant i.e (name and

address)………………………………………………………………………………………………………………………………………

……………………………. Declares the following:

a) Has not been barred or blacklisted by any procurement entity.

b) Has not been involved in and will not be involved in corrupt and fraudulent procurement and

business practices.

c) The tenderer/applicant (including all members, of a joint venture and subcontractors) is not

associated, or has not been associated in the past, directly or indirectly, with a firm or any of its

affiliates which have been engaged by the FEP Holdings Ltd to provide consulting services for the

preparation of the design, specifications and other documents to be used for the procurement

of the services under this invitation for tenders.

d) Shall not be insolvent, in receivership, bankrupt or in the process of being wound up and is not

the subject of legal proceedings relating to the foregoing.

Name ………………………………………………………………………………….. Title ………………..…………………………

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

(To be signed by authorized representative and officially stamped)

www.fep-group.com