PROVISION OF SECURITY SERVICES

CHUKA UNIVERSITY OFFICE OF THE VICE CHANCELLOR Telephones: 00 31051 P. O. Box 109-00604 00 310518 CHUKA, KENYA Fax Line: 00 31030 PROVISION OF SECURITY SERVICES TENDER NO: CU/9/013-014 MARCH 014

CONTENTS Page 1. Invitation to Tenderers 3. Instructions to Tenderers 4 3. Contractor Identification Form A 8 4. Form of Tender 10 5. Confidential Business Questionnaire Form B 11 6. Format of Curriculum Vitae (CV) for Proposed Staff Form C 13 7. Evaluation Criteria 15 8. Tender Security Form 0 9. Performance Security Form 1 Chuka University is ISO 9001:008 Certified Page of 1

TENDER NO: CU/9/013-014 INVITATION TO TENDERERS TENDER NAME: PROVISION OF SECURITY SERVICES. 1.1 Chuka University invites sealed applications from eligible candidates for Provision of Security Services. 1. Interested eligible candidates may obtain further information from and inspect the application documents at Procurement Department, Chuka University during normal working hours. All statutory requirements are prerequisite and a detailed evaluation criteria is included 1.3 A complete set of application documents may be obtained by interested eligible candidates upon cash payment of a non-refundable fee of KSHS. 1,000.00 Payable to Chuka University KCB A/C No 1113791985, Chuka Branch or may be downloaded for free at the university website www. chuka.ac.ke. 1.4 There will be a mandatory pre-tender meeting as indicated in the Tender advertisement. 1.5 Duly filled tender documents in plain sealed envelopes, clearly marked with tender number, tender description and bearing no indication of the applicant, clearly / marking each ORIGINAL TENDER and COPY OF TENDER, should be deposited in the Tender Box at Vice Chancellor s Office, Chuka University or be addressed and posted to: The Vice Chancellor Chuka University P.O Box 109-60400 CHUKA so as to reach the University NOT LATER THAN the time and date indicated in the advertisement. 1.6 Application documents will be opened immediately thereafter at Chuka University Conference Hall in the presence of the bidders who may choose to attend. 1.7 Successful and unsuccessful bidders will be informed of the results through Kenya Postal Services or Courier Services respectively. Naftal Oenga Head of Procurement Department. FOR: VICE CHANCELLOR INSTRUCTIONS TO TENDERERS: Chuka University is ISO 9001:008 Certified Page 3 of 1

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. 1. Applicants should not have been debarred in participating in the public procurement process as per the Public Procurement and Disposal Act (005). 1.3 Applicants shall bear all costs associated with the submission of their applications and Chuka University will in no case be liable for such costs, regardless of the conduct or outcome of the tender process. 1.4 The applicant shall furnish, as part of his/her application, documents establishing their eligibility to apply and qualifications to perform the contract if 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 university s satisfaction. a) That in the case of an applicant offering Service which the applicant do not manufacture or otherwise produce, the applicant has been duly authorized by the Service manufacturer or producer to supply them. 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 is willing to do business with Chuka University and shall allow credit facilities and acceptable trade terms.. SERVICE ELIGIBILITY AND CONFORMITY.1 The applicant shall furnish as part of this application, documents establishing the eligibility and conformity to the application of all Service that the applicant proposes to supply if accepted.. The documentary evidence of the eligibility to supply Service and shall consist of a price schedule, brochures, catalogues of the service and services offered which in some cases shall be confirmed by a certificate of origin issued at the time of shipment..3 The documentary evidence of conformity of the 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 Service. b) A list giving full particulars including available sources and current prices of the spare part, special tools etc, necessary for the proper and continued Chuka University is ISO 9001:008 Certified Page 4 of 1

functioning of the service for a period of two () years following commencement of the use of the Service 3. SUBMISSION OF APPLICATION 3.1 Validity of Tenders 3.1.1 Tenders shall remain valid for 90 days. A tender valid for a shorter period shall be rejected by the Procuring entity as nonresponsive. 3.1. In exceptional circumstances, the Procuring entity 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. 3. Format and Signing of Tender 3..1 The tenderer shall prepare two copies of the tender, clearly / marking each ORIGINAL TENDER and COPY OF TENDER, as appropriate. In the event of any discrepancy between them, the original shall govern. 3.. The original and all copies of the tender shall be typed or written in indelible ink and shall be signed by the tenderer or a person or persons duly authorized to bind the tenderer to the contract. All pages of the tender, except for unamended printed literature, shall be initialed by the person or persons signing the tender. 3..3 The tender shall have no interlineations, 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. 3.3 Sealing and Marking of Tenders 3.3.1 The tenderer shall seal the original and each 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. 3.3. The inner and outer envelopes shall: (a) be addressed to the Procuring entity at the address given in the invitation to tender (b) Bear, tender number and name in the invitation to tender and the words: DO NOT OPEN BEFORE. (date and time in the tender advertisement). 3.3.3 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. 3.3.4 If the outer envelope is not sealed and marked as required by paragraph 3.3. the Procuring entity will assume no responsibility for the tender s misplacement or premature opening. 3.4 Applications must be received by the University at the address, date and time specified on the invitation for prequalification. Chuka University is ISO 9001:008 Certified Page 5 of 1

3.5 The University may at its discretion, extend this deadline by amending the application documents as per regulations governing amendments of tender documents in which case all rights and obligations of both the University and applicants previously subject to the initial deadline will thereafter be subject to the deadlines as extended. 4. MODIFICATION AND WITHDRAWAL OF APPLICATION 4.1 The applicant may modify or withdraw his/her application after 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. 4. 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 AND EVALUATION OF APPLICATIONS 5.1 Opening The University will open all the applications in the presence of applicant s representatives who choose to attend in the designated place as per invitation to prequalification. Applicant s representatives who choose to witness the opening shall sign a register evidencing their attendance. 5. The applicant s names, modifications or withdrawals and other details the University considers appropriate will be announced at the opening. 5.3 The University will prepare minutes of the opening. 6. CLARIFICATION OF APPLICATION 6.1 To assist in the examination, evaluation and comparison of applications, 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 sought, offered, or permitted. 6. Any effort by the applicant to influence the university during evaluation, application comparison or acceptance decision making may result in rejection of the applicant s application. 7. EXAMINATION FOR ACCEPTANCE Chuka University is ISO 9001:008 Certified Page 6 of 1

7.1 Prior to the detailed evaluation, the university will determine the substantial, responsiveness of each application document. A substantially responsive application is one which conforms to all the terms and conditions without material deviations. The University s determination of applicants responsiveness will be based on the content of the application without re-course to extrinsic evidence. 7. If an application is not substantially responsive, it will be rejected by the University and may not subsequently be made responsive by applicant through correcting the non conformity. 8. EVALUATION AND COMPARISON OF APPLICATIONS 8.1 The University will only evaluate and compare applications that have been determined to be substantially responsive. 8. The University s evaluation of an application will also take into account the eligibility of the applicant and the evaluation criteria as attached. 9 SPECIAL CONDITIONS OF CONTRACT 9.1 Special conditions of contract as relates to the GCC. The Tenderer shall provide documents for evaluation as indicated in the evaluation criteria. 10. CORRUPT FRAUDULENT PRACTICES 10.1 The University requires that applicants observe the highest standard of ethics during the procurement process. 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 the 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 in question. c) Will declare an applicant ineligible, either indefinitely or for a period of time and blacklist them for award of any University contract if at any time it is determined that the applicant has engaged in corrupt or fraudulent practices. Chuka University is ISO 9001:008 Certified Page 7 of 1

CONTRACTOR IDENTIFICATION- FORM A Legal Name of the firm Postal Address Physical Address Telephone No. Fax No. E - Mail address. Person to contact Title Key personnel Name Profession Designation Experience (years) * Attach certificates, testimonials and other documentary evidence to prove years of experience Chuka University is ISO 9001:008 Certified Page 8 of 1

EXPERIENCE The contractor is supposed to state the contracts of a similar nature which he has completed in the last five years as per the table below: - Period Project Scope Contract Sum Client 1 3 4 5 TOTAL ANNUAL TURNOVER YEAR 0..KSHS YEAR 0..KSHS YEAR 0..KSHS YEAR 0..KSHS YEAR 0..KSHS * Attach completion certificates or other documents to authenticate the provided information Chuka University is ISO 9001:008 Certified Page 9 of 1

FORM OF TENDER Date: Tender No. To [Name and address of procuring entity] Gentlemen and/or Ladies: 1. Having examined the tender documents including Addenda No. the of which is hereby duly acknowledged, we, the undersigned, offer to provide. in conformity with the said tender documents for the sum of Kenya shillings.. (Kshs ) or such other sums as may be ascertained in accordance with the Schedule of Prices attached herewith and made part of this Tender.. We undertake, if our Tender is accepted, to provide the services in accordance with the services schedule specified in the Schedule of Requirements. 3. If our Tender is accepted, we will obtain the tender guarantee in a sum equivalent to 10% percent of the Contract Price for the due performance of the Contract, in the form prescribed by Chuka University. 4. We agree to abide by this Tender for a period of 90days from the date of tender opening, and it shall remain binding upon us and may be accepted at any time before the expiration of that period. Dated this day of 0. [Signature]. [In the capacity of] Duly authorized to sign tender for and on behalf of Name. Address.. Chuka University is ISO 9001:008 Certified Page 10 of 1

CONFIDENTIAL BUSINESS QUESTIONNAIRE FORM B You are requested to give the particulars indicated: 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 County//Town.. c) Street / Road... d) Building. e) Plot Number.. f) Postal Address..Telephone No... g) Email Address. h) Nature of Business and Specialization. i) Current Single business permit/trade License No..Expiring Date... (Attach copy) j) Certificate of Incorporation (Attach copy) k) Current Tax Compliance Certificate/ or Exemption letter from VAT Dep t No Expiring Date. (Attach copy) l) Organizational Chart.(Attach copy) m) Maximum Value of Business which you can handle at any one time Kshs.. n) Name of your Bankers. Branch... o) Your trade terms (including mode of payment, credit allowed and discount) p) Banker Certificate on the applicants liquidity, suitability and credit limitation... q) Name and Telephone of contact person Chuka University is ISO 9001:008 Certified Page 11 of 1

r) Any other.. PART (A) SOLE PROPRIETORS a) Your name in full.age b) Nationality Country of Origin.. Citizenship details. PART (B) PARTNERSHIP Give details of partners as follows:- NAME NATIONALITY SHARES 1.... 3.. 4.... PART (C) REGISTERED COMPANY a) Private or Public.. State the nominal and Issued capital of the company:- Nominal Kshs... Issued Kshs.. b) Details of Directors: NAME NATIONALITY SHARES 1.... 3.. 4.. If Kenyan Citizen, indicate under Citizenship Details whether by birth, naturalization or registration. Chuka University is ISO 9001:008 Certified Page 1 of 1

FORMAT OF CURRICULUM VITAE (CV) FOR PROPOSED STAFF -FORM C (Qualifications and experience of Director and Two technical staff proposed for administration and execution of the contract, both on and off site) Proposed Position: Name of Staff: Profession: Date of Birth: Years with Firm: Nationality: Membership in Professional Societies: Detailed Tasks Assigned: Key Qualifications: [Give an outline of staff member s experience and training most pertinent to tasks on assignment. Describe degree of responsibility held by staff member on relevant previous assignments and give dates and locations]. Education: [Summarize college/university and other specialized education of staff member, giving names of schools, dates attended and degree[s] obtained.] Employment Record: [Starting with present position, list in reverse order every employment held. List all positions held by staff member since graduation, giving dates, names of employing organizations, titles of positions held, and locations of assignments.] Certification: I, the undersigned, certify that these data correctly describe my qualifications, my experience, and me. Full name of staff member: [Signature of staff member]: Contact (Mobile) number: Date: Full name of authorized representative: [Signature of authorized representative of the firm]: Contact (Mobile) number: Date: Chuka University is ISO 9001:008 Certified Page 13 of 1

CREDIT FACILITY DECLARATION FORM-FORM D (Please tick ( ) appropriately) 1. Will you offer credit to the Institution if awarded the tender? YES. NO. Period of credit facility? 30 Days 60 Days 90 Days 3. What value of Business can your firm handle with Chuka University?E.g 1M, 1- M, M and above) Please indicate.. 4. If awarded the contract does your company have the capacity to pay wages to their staff and to keep operations running without relying on the procuring entity for payment? YES. NO Tenderer Sign Stamp. Chuka University is ISO 9001:008 Certified Page 14 of 1

EVALUATION CRITERIA Section A. Mandatory Requirements Tender MUST qualify in all the below in order to proceed to the technical evaluation. 1. Bid Security of KES: 100,000.00 (Kenya shillings One hundred thousand) from a reputable bank or Insurance Company approved by the PPOA.. Valid Tax Compliance Certificate 3. Single Business Permit 4. Compliance certificate of NSSF 5. Compliance certificate of NHIF 6. Submit recommendation letters from at least two () current or previous public clients. 7. Provide relevant training on security matters (as indicated in section B), Only Bidders who qualify in the mandatory requirement stage will be evaluated at section B of the mandatory conditions. Section B. Mandatory Requirements Bidders MUST qualify in at least 8 of the below requirements in order to proceed to the technical evaluation. 1. Confidential business questionnaire. CV s for the Director and TWO technical staff/ supervisor to be deployed on the ground. (Kindly issue CV s for the ACTUAL supervisors to be deployed on the ground) Form C 3. Credit facility declaration Form D 4. Audited Accounts for the last two years ie 011 and 01 5. Evidence of Physical address of either of the following copies; Title Deed, Utility bill, Lease agreement, Rent Agreement or any other proof of physical address) 6. Demonstrate capacity to deliver Security Services in terms of motor vehicles, motorcycles, super scanner metal detectors(at least one equipment each - Attach list of equipment owned or leased for the proposed service.) 7. Certificate of good conduct from Criminal Investigation Department of the proposed key supervisors. 8. Membership certificate to Kenya Security Industry Association. 9. Provide proof of compliance with prevailing labour laws in respect of to minimum wage, statutory remittance, protective clothing etc(attach salary scales for guards and picture of guard s uniform) 10. Certificate of Incorporation/Registration(A company must have been in business for the last two years. 11. Provide recruitment policy ( e.g. minimum academic qualification, recruitment vetting process, daily operation instruction procedure etc) 1. Must not have been debarred from participating in tender procurement proceedings under section 115 of the Public Procurement and Disposal ACT 005. Chuka University is ISO 9001:008 Certified Page 15 of 1

Section C. Technical Requirements Only Bidders who qualify in Section A&B above (mandatory requirement stage) will be evaluated at technical requirement stage. Part B 1 No. Requirement 1 Document Presentation The document should be logically arranged, neat and give ample evidence in terms of contents 5 Proof of fleet capacity minimum motor vehicles dedicated to security assignment. (Attach a minimum of copies of log books owned /leased) Proof of fleet capacity minimum motor cycles dedicated to security assignment.(attach a minimum of copies of log books owned /leased) Proof of hand held metal detectors minimum scanners dedicated to security assignment. (Attach a minimum of copies of ownership /leased documents) 3 Personnel competency profiles Qualification and experience of key operations and supervisory staff that will be deployed in the specific areas Experience of the Staff (Form C) Max. points 10 6 4 Points Awarded A. Director i.over 5 yrs ii.4 3 yrs iii.below 3 yrs B. Technical (male) i.over 5 yrs ii.4 3 yrs iii.below 3 yrs 8 5 3 6 3 C. Technical (female) i.over 5 yrs ii.4 3 yrs iii.below 3 yrs 4 Personnel competency profiles. State your policy on qualification of guards to be deployed indicating the minimum academic qualification and experience Recruitment vetting process 5 Chuka University is ISO 9001:008 Certified Page 16 of 1 6 3

Daily operation instruction procedure 5 No. Requirement 5 Relevantsimilar projects done withpublic Institutions (tenders awarded for the past three years (Show Proof- Client s reference) Above 5 projects 4 projects 3 projects projects 1 project None 6 Number of years that the firm has been providing security services (Provide proof) More than 15 years 10 15 years 5 to 10 years - 5 years Below years 7 Annual turnover of; KES:,000,000:00 KES: 1M-0.5 KES: 0.5 as per the attached audited financial accounts 8 Provide evidence (avail trainees certificate (s) or reference of the trainers) of guards training on the following or any other. Maximum 5 trainings, each marks; Threat identification Emergency /Distress response, rescue or evacuation First Aid Anti terrorism Investigation and collection of intelligence Communication Skills and report writing Customer Care Arrest and immobilization Any other training relevant to the tender Max. points 15 1 9 6 3 0 10 6 4 0 10 8 4 10 Total Points 100 Points Awarded The above creteria will be applied to determine the highest technically responsive bidders in Part B 1. Only bidders who score 70 points and above will proceed to section B (Visitation of physical premises) Part B : Operational Assessment by Site Visit The Technical Evaluation Team will visit the physical premises of the Tenderer to verify and award points accordingly based on the following requirements: Chuka University is ISO 9001:008 Certified Page 17 of 1

Confirmation of Physical Business Premises: (Name and physical address) YES NO If the bidder does not have a business premise then he/she is automatically disqualified. If the bidder has a business premise then he/she can proceed to for further evaluation. Criterion Observations Made Scores Accessibility of the business Easily accessible 5 Not easily accessible 1 Communication: Telephone (Landline & Mobile) Fax Email Nature of business in relation to the tender applied for: Kind of bidder s business in relation to the tender i. Sole Business ii. Main business iii. Minor Business iv. New business Existence of Original Documents Two Audited Accounts for 011 and 01. Single Business permit Valid certificate of Tax Compliance or Tax Exemption Certificate of Incorporation(Must be in business for the two years) Compliance certificate of NSSF Compliance certificate of NHIF Membership certificate to Kenya Security Industry Association Certificate of Good Conduct from Criminal Investigation Department Availability of Security equipment e.g. 10 8 4 0 3 3 - Motor vehicles, - Motor bikes, - Super scanner metal detectors - Others 8 6 1 Criterion Observations Made Scores Name and Qualification of Key Director and four Technical Staff Chuka University is ISO 9001:008 Certified Page 18 of 1

1.. 3. 4. 5. Customer service centre/ After sales service Response to complaints. Presence of a Clients/Customer s files 5 3 Total Points 60 Technical score is totaling to 60 points. Only bidders who score above 70% of 60 points (a cut of point of 4 points) will be prequalified for commercial evaluation. Price schedule Item Description KES PER MONTH Provision of guards (The price shall be based on the provision of one day guard and one night guard fully equipped to carry out his/her duties. The total number of guards to be provided may vary from day to day depending on need and perceived security threat.) A B C D Cost of providing one un-armed day guard per day Cost of providing one un-armed night guard per night Cost of providing one armed day guard per day E Cost of providing one armed night guard per night Chuka University is ISO 9001:008 Certified Page 19 of 1

TENDER SECURITY FORM/ BID BOND SECURITY Whereas..[name of the tenderer] (hereinafter called the tenderer )has submitted its tender dated..[date of submission of tender ] for the provision of.. [name and/or description of the services] (hereinafter called the Tenderer ).. KNOW ALL PEOPLE by these presents that WE Of having registered office at [name of procuring entity](hereinafter called the Bank )are bound unto [name of procuring entity](hereinafter called the procuring entity ) in the sum of.. for which payment well and truly to be made to the said Procuring entity, the Bank binds itself, its successors, and assigns by these presents. Sealed with the Common Seal of the said Bank this day of 0. THE CONDITIONS of this obligation are: 1. 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 the Procuring entity 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 the Procuring entity up to the above amount upon receipt of its first written demand, without the Procuring entity having to substantiate its demand, provided that in its demand the Procuring entity will note that the arnouut 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 not later than the above date. [signature of the bank] (Amend accordingly if provided by Insurance Company) Chuka University is ISO 9001:008 Certified Page 0 of 1

PERFORMANCE SECURITY FORM To:.. [Name of the Procuring entity] WHEREAS.[name of tenderer] (hereinafter called the tenderer ) has undertaken, in pursuance of Contract No. [reference number of the contract] dated 0 to supply.. [Description services](hereinafter called the contract ) AND WHEREAS it bas been stipulated by you in the said Contract that the tenderer shall furnish you with a bank guarantee by a reputable bank for the sum specified therein as security for compliance with the Tenderer s performance obligations in accordance with the Contract. AND WHEREAS we have agreed to give the tenderer a guarantee: THEREFORE WE hereby affirm that we are Guarantors and responsible to you, on behalf of the tenderer, up to a total of. [amount of the guarantee in words and figures], and we undertake to pay you, upon your first written demand declaring the tenderer to be in default under the Contract and without cavil or argument, any sum or sums within the limits of.. [amount of guarantee] 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 0 Signature and seal of the Guarantors [name of bank or financial institution] [address] [date] (Amend accordingly if provided by Insurance Company) Chuka University is ISO 9001:008 Certified Page 1 of 1