MMU/REC/316039-14(01) MASINDE MULIRO UNIVERSITY OF SCIENCE AND TECHNOLOGY (MMUST) Tel: 057250522/3 OR 0702597361/0 OR 0733120020/2 E-mail: vc@mmust.ac.ke Website: www.mmust.ac.ke P.O Box 190 Kakamega 50100 Kenya REQUEST FOR REGISTRATION AS SUPPLIER FOR THE PERIOD STARTING 1 ST JULY 2016 AND ENDING 30 TH JUNE 2018 MMUST/18/16-18 SUPPLY AND DELIVERY AND SERVICING OF TEACHING LABORATORY EQUIPMENT, CHEMICALS, GLASSWARE AND REAGENTS CLOSING DATE: 22 ND APRIL, 2016 TIME: 12:00 NOON 1
CONTENTS 1. Objective of the invitation and requirements 2. Invitation to apply 3. General information 4. Form of application 5. Applicants questionnaire 6. Confidential business questionnaire 7. Sworn statement 8. Name of applicants clients 2
1) OBJECTIVE OF THE INVITATION The main objective is to identify capable and eligible suppliers for registration as MMUST Suppliers for supply and servicing Laboratory Equipment, Chemicals, Glassware and Reagents and related products during the period starting 1 st July 2016 and ending 30 th June 2018. 2) IMPORTANT PRE-QUALIFICATION REQUIREMENTS Applicants will be evaluated on the basis of the following criteria:- Eligibility Proper completion of tender/application documents. i. Applicant questionnaire ii. Form of application iii. Confidential questionnaire iv. Sworn statement v. List of reputable clients. vi. The nature of business Current Bank Statement or letter from your bank on your financial status. (approved, signed and stamped by your bank) Copy of current valid business permit Evidence of TAX compliance or exemption letter from KRA (attach copy) Coy of suppliers PIN Certificate Favorable trade conditions (Credit facilities and delivery period- specify number of credit days) Physical, postal address and location of the business. Strong recommendation from your current clients. (at least 3) Orderliness of prequalification documents (do not rearrange the document but attach all required supporting documents behind and well labeled) 3
GENERAL INFORMATION INTRODUCTION 1. Eligible applicant 1.1 This invitation for supplier Registration application is open to all suppliers and manufacturers eligible as described in the application documents. Successful applicants shall later be contacted for the tenders/quotations for supply of goods and or services and works required at a given period of the financial year. 1.2 Applicants shall not be under a declaration of ineligibility for corrupt and fraudulent practices. 1.3 Applicants shall bear all costs associated with and submission of their applications and MMUST will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the applying process. 1.4 The applicant shall furnish, as part of his/her application, documents establishing the applicant s eligibility to apply and his/her qualifications to perform the contract if he/she is accepted. 1.5 The documentary evidence of the applicant qualification to perform the contract if the application for registration is accepted shall establish to the MMUST s satisfaction. a) That in the case of an applicant offering goods which the applicant do not manufacture or otherwise produce, the applicant has been duly authorized by the goods manufacturer or producer to supply them. (attach evidence of authorization) b) That the applicant has financial, technical and production capability necessary to perform the contract. c) That the applicant has an established physical and postal address for ease of contact and he/she is licensed by the Kenyan Government to trade in the category applied for. d) That the applicant shall declare to be willing to do business with MMUST and shall allow credit facilities and acceptable trade terms. e) That the applicant is ready and shall offer after sale service for the goods supplied, (where applicable) 2. GOODS AND SERVICE ELIGIBILITY AND CONFORMITY 2.1 The applicant shall furnish as part of this application, documents establishing the eligibility and conformity to the application documents of all goods /service which the applicant proposes to supply if accepted. 4
2.2 The documentary evidence of the eligibility of goods and service shall consist of statement in the price schedule, brochure, catalogues of the goods and services offered which in some cases shall be confirmed by a certificate of origin issued at the time of shipment. 2.3 The documentary evidence of conformity of the goods/service to the application documents may be in the form of literature, drawings and data and shall consist of:- a) Where applicable a detailed description of essential technical and performance characteristics of the goods/services. b) A list giving full particulars including available sources and current prices of the spare part, special tools etc., necessary for the proper and continuing functioning of the goods for a period of two (2) years following commencement of the use of the goods. 2.4 Successful applicant shall be required to supply goods or services or works within 14 working days or as stated on signing/delivery of LPO, beyond that, the order shall be treated cancelled 3. DEADLINE FOR SUBMISSION OF APPLICATION 3.1 Application must be received by the MMUST at the address specified on the invitation to apply not later 1200 Hrs. on Friday 22 nd April, 2016; that is; VICE CHANCELLOR MASINDE MULIRO UNIVERSITY OF SCIENCE AND TECHNOLOGY, P.O. BOX 190-50100, KAKAMEGA 3.2 MMUST may at its discretion, extent this deadline for the submission application by amending the application documents as per regulation governing amendments of tender documents in which case all rights and obligations of the MMUST and applicants previously subject to the deadline will thereafter be subject to the deadlines as extended. 3.3 Late applications shall not be accepted whatsoever. All applications must be dropped in THE TENDER BOX OUTSIDE THE VICE CHANCELLOR S OFFICE in the main campus in Kakamega as stated in the advertisement and not any other place, office or campus. All documents that do not fit in the tender box, shall be handed to the Vice Chancellor s Office and be entered in the tender register. 4. MODIFICATION AND WITHDRAWAL OF APPLICATION 4.1 The applicant may modify or withdraw there application after the submission, provided that written notice of modification, including substitution or withdrawal of the application is received by the University prior to the deadline prescribed for submission of applications. 5
4.2 The applicant s modification or withdrawal notice shall be prepared, sealed, marked and dispatched as specified earlier. Withdrawal notice may also be sent by cable, but followed by signed confirmation copy, post marked not later than the deadline for submission of the application. 4.3 No application may be withdrawn in the interval between the deadline for submission of the application and expiration of the period of application validity specified on the application form. 5. OPENING OF APPLICATIONS 5.1 Opening The University will open all the applications in the presence of applicant s representatives who choose to attend at 1200 Hrs. on Friday 22 nd April, 2016. The applicant s representatives who are present shall sign a register evidencing their attendance. 5.2 As each bid document is opened, the following, shall be read out loud and recorded in a document to be called the tender opening registera) The name of the person submitting the tender; b) where applicable, the total price of the tender including any modification or discount before the deadline for submitting tenders except as may be prescribed (where applicable).; and c) Whatever that has been given as tender security, (where applicable). 5.3 The University will prepare minutes of the tender/prequalification documents opening. 6. CLARIFICATION OF APPLICATION 6.1 To assist in the examination, evaluation and comparison of applicants, the university may at its discretion ask the applicant for clarification of his/her application. The request for clarification and the response shall be in writing and no change in the substance of the application shall be sort, offered, or permitted. 6.2 Any effort by the applicant to influence the university in its application evaluation, application comparison or acceptance decision may result in the rejection of the applicant s application. 7. EXAMINATION FOR ACCEPTANCE 7.1 Prior to the detailed evaluation, the university will determine the substantial, responsiveness of each application on the application documents. A substantially responsive application is one which conforms to all the terms and conditions of application documents without material deviations. The University s determination of applicant s responsiveness is to be based on the contents of the application itself without 6
recourse to extrinsic evidence. No other information not attached or indicated herein this document shall be used even if known to any member of the university evaluation or tender committee. Therefore evaluation shall be based on the information provided in the submitted document 7.2 If an applicant is not substantially responsive, it will be rejected by the University and may not subsequently be made responsive by applicant in the correction of the non conformity. 8. EVALUATION AND COMPARISON OF APPLICATIONS 8.1 The University will only evaluate and compare the applications that have been determined to be substantially responsive. 8.2 The University evaluation of an application will take into account in addition to the information required on the documents of the following among others:- a) Delivery period offered after receipt of order as compared to delivery requested. b) Trade discount allowable. c) Trade terms (credit facilities and warranty) d) Supplier visit report to ascertain supplier capability, equipment, office, staff and ability to offer after sale service e) The cost of component, mandatory, spare parts and other clients f) Previous suppliers performance and recommendation by other clients g) Valid business permits, and proves of payment of government of taxes promptly. h) Orderliness of the document. Do not rearrange this document. Any attachments be put behind and well labeled 7
8.3 The evaluation criteria and weighting to be used will be as shown in table below MANDATORY REQUIREMENTS No. Description Remarks 1. Filling the form of application 2. Valid business permits (attach copy) 3. Valid TAX compliance Certificate in the applicants name or TAX exemption letter (attached) 4. PIN Certificate in bidder s name 5. Certificate of Incorporation /Registration Bidders shall proceed to technical evaluation only if they meet all of the above mandatory requirements. TECHNICAL EVALUATION No. Item Description Weighting (Points) 1. Reference letters from 3 reputable current clients 3 or more clients -10 points 10 2 clients - 5 points 2 clients - 2 points 0 client - 0 points 2. Current Bank statement/letter from Bank-(approved, signed, 10 stamped by the bank) 3. Physical address- town, street, building, floor numbers 10 4. Copies of Certificates of training in Laboratory for Technical staff. Degree.20 points Diploma. 5 points 20 Certificate.. 2 points 5. Manufacturer, Dealer, or Agent attach relevant documents 20 6. Orderliness of the document 10 7. Terms of trade Cash..0 Credit 10 8. Names of contact persons. 1 name 5 points 2 names 10 points 10 10 TOTAL 100 Bidders who scores 50 points and above shall be registered as MMUST suppliers 8
9. CORRUPT FRAUDULENT PRACTICES 9.1 The University requires that applicants observe the highest standards of ethics during the procurement process and the execution of contract. In pursuance of this policy the university:- a) Defines for the purpose of this provision, the terms set forth below as follows:- i. Corrupt practice means the offering, giving, receiving or soliciting of anything of value to influence the action of a university official in the procurement process or in contract execution including acceptance of this application. ii. Fraudulent practice means a misrepresentation of facts in order to influence a procurement process or execution of a contract to the detriment of a University and includes collusive practice among suppliers (prior to or after application submission) designed to establish item prices at artificial non competitive levels and to deprive the University of the benefit of free and open competition. b) Will reject a proposal for award if it determines that the applicant recommended for award (acceptance) has engaged in corrupt or fraudulent practices in competing for the application acceptance in question. c) Will declare an applicant ineligible, either indefinitely or for a state of period of time to be awarded any University contract if at any time it is determined that the applicant has engaged in corrupt or fraudulent practices in competing for tenders 9
APPLICATION FOR REGISTRATION AS MMUST SUPPLIERS FOR GOODS, WORKS AND SERVICES FORM OF APPLICATION Category No.. To: Vice Chancellor Masinde Muliro University of Science and Technology P.O. Box 190-50100 KAKAMEGA Dear Sir, 1. Having examined the application documents including Addenda Nos.. of which is hereby duly acknowledged, we the undersigned, offer to supply and deliver to MMUST, Kakamega and as may otherwise be directed,. (Category), and conformity with the said application documents all or part of the items/services in this category or such other items that may be required and are within our capability to supply. 2. We undertake if our application is acceptable to deliver goods/services in accordance with the delivery schedule in the schedule of requirement or official order signed by authorized officer(s) of the university or as per clause 2.5 3. We agree to abide by this application for the period of processing the applications and prepared and executed, this application together with written acceptance thereof shall constitute a binding agreement between us. 4. We understand:- a) That this is not a tender or quotation but an application for consideration to be registered as MMUST suppliers for goods/services/works included or related to this category during the period of 1 st July 2016 30 th June 2018. b) That you are not bound to accept this application or any that you may receive. Sign and stamp... In the presence of Name.. Sign... Designation Date. 10
APPLICANT QUESTIONNAIRE Please fill in BLOCK LETTERS, ink or printed 1. Full names of applicant 2. Full address of applicant to which correspondence shall be sent..... 3. Physical location of the Supplier Building.. Floor.. Street.. Town.. 4. Telephone number(s) of applicant 6. E-mail address of applicant... 7. Name of applicant s representatives to be contacted on matters of the supply during the contract i... phone number ii.. phone number iii.. phone number 8. Details of applicant s nominated agent (if any) to receive tender/quotation notices. This is essential if the applicant does not sell direct to consumers Address. Telephone. Fax or Email address,... 11
CONFIDENTIAL BUSINESS QUESTIONNAIRE You are requested to give the particulars indicated here below: You are advised that it is a serious offence to give false information on this form PART 1 GENERAL a) Business Name.. b) Location of business premises Country/Town...... c) Street / Road....... d) Building and floor number...... e) Plot Number... f) Postal Address.. Telephone No.... g) Nature of Business. Specialization... h) Valid Business Permit.... (attach copy) i) Tax compliance certificate in applicants name (attach copy) j) PIN number....and copy of PIN certificate (attach copy) k) Maximum Value of Business which you can handle at any one time KShs.. l) Name of your Bankers.. Branch... m) Your trade terms (mode or payment- cash. or credit..credit period allowed..days) n) Bankers approval on the applicants liquidity, suitability and credit limitation. (attached)... o) Name and Telephone of business contact person p) Any other.. 12
NATURE OF BUSINESS PART 2 (A) SOLE PROPRIETORS a) Your name in full... Age b) Nationality Country of Origin.... c) Citizenship details... PART 2 (B) PARTNERSHIP Give details of partners as follows:- NAME NATIONALITY CAPITAL 1.. 2.. 3.. 4.... PART 2 (C) REGISTERED COMPANY a) Private or Public... b) State the nominal and issued capital of the company:- Nominal KShs... Issued KShs.. c) Details of Directors: NAME NATIONALITY SHARES 1.. 2.. 3.. 4.. If Kenyan Citizen, indicate under Citizenship Details whether by birth, naturalization or registration 13
SWORN STATEMENT The undersigned having studied the invitation for registration as supplier hereby state that: a) The information furnished in our application is accurate to the best of our knowledge. b) That in case of being registered, we acknowledge that this gives us the right to participate in due time in the submission of a tender on the basis of provisions in the tender documents to follow. c) When the call for tender is issued, the legal, technical or financial conditions or the contractual capacity of the firm changes we commit ourselves to inform you and acknowledge your sole right to review the registration mode. d) We enclose all the required documents and information required for the evaluation, if not we shall then be disqualified Date:. Applicant s Name Represented by: (Capacity/ designation) Signature and stamp. (Full name and designation of the person signing and stamp or seal) 14
APPLICANTS THREE REPUTABLE CLIENTS IN THE LAST THREE YEARS This part to be filled by at least three applicants clients other than MMUST who should also give reference letter(s) 1. Name of 1 st Client (Organization) (Attach evidence) i. Name of Client (Organization).. ii. iii. iv. Address of client (organization)... Telephone No. of client.. Duration of contract. v. Name of officer recommending on behalf of the client vi. vii. viii. ix. Designation of the officer recommending Signature of the officer recommending Official Stamp and date of the Client (Organization).. Magnitude and nature of business 2. Name of 2 nd Client (Organization) (Attach evidence) i. Name of Client (Organization) ii. iii. iv. Address of the client (Organization). Telephone No. of client.. Duration of contract. v. Name of officer recommending on behalf of the client vi. vii. viii. ix. Designation of the officer recommending Signature of the officer recommending Official Stamp and date of the Client (Organization).. Magnitude and nature of business... 3. Name of 3 rd Client (Organization) (Attach evidence) i. Name of Client (Organization) ii. iii. iv. Address of the client (Organization). Telephone No. of client.. Duration of contract. v. Name of officer recommending on behalf of the client vi. vii. viii. ix. Designation of the officer recommending Signature of the officer recommending Official Stamp and date of the Client (Organization).. Magnitude and nature of business.. 15