TENDER NO. UFAA/05/2015 – 2016
TENDER FOR SUPPLY, INSTALLATION AND COMMISSIONING OF
ACCESS CONTROL SYSTEM
RECEIPT NO……………………………………………….
NOVEMBER, 2015
1
TABLE OF CONTENTS
PAGE
*
SECTION I
INVITATION TO TENDER
………………..
3
*
SECTION II
INSTRUCTIONS TO TENDERERS …………
Appendix to Instructions to tenderers ………..
4
20
*
SECTION III
GENERAL CONDITIONS OF CONTRACT……
25
*
SECTION IV
SPECIAL CONDITIONS OF CONTRACT……...
26
*
SECTION V
SCHEDULE OF REQUIREMENTS AND PRICE..
27
*
SECTION VI
TECHNICAL SPECIFICATION ………………
30
*
SECTION VII
STANDARD FORMS …………………………..
44
7.1
FORM OF TENDER …………………….
45
7.2
CONFIDENTIAL BUSINESS & QUESTIONNAIRE FORM…46
7.3
TENDER SECURITY FORM ……………
7.4
CONTRACT FORM
7.5
PERFORMANCE SECURITY FORM…….
7.6
BANK QUARANTEE FOR ADVANCE PAYMENT ….51
7.7
MANUFACTURER’S AUTHORIZATION
FORM ………………………………………
48
……………………… 49
2
50
52
SECTION I
INVITATION TO TENDER
Unclaimed Financial Assets Authority invites interested and eligible to tenders for the followings:
Tender Ref .No.
Tender Name
Closing
Tender Security
Type of Tender
Date/Time
(Bankers cheque,
Cash or insurance)
RESUPPLY,INSTALLATION 01.12.2015
Kshs 50,000.00
National
ADVERTISEMENT AND COMMISSIONING
12.00 Noon
UFAA/05/2015-2016 OF ACCESS CONTROL
SYSTEM
A complete set of tender documents may be obtained by interested tenderers upon payment of a non-refundable fee of
Kshs 1,000.00 per each tender in the cash office situated at UFAA offices, payable in cash or bankers cheque to the
Chief Executive Officer-UFAA. Bids submitted shall be valid for 90 days on submission. Bidders can also download for
free the same tender documents from UFAA website www.ufaa.go.ke or supplier. Treasury. go.ke
The complete bid documents in plain sealed envelope marked with respective tender reference number and tender
name, should be addressed to:The Chief Executive Officer
Unclaimed Financial Assets Authority
P.O. Box 28235-00200 Nairobi
Tel. +254-4343440/0706866984
www.ufaa.go.ke
Or be deposited in the tender box located at the second floor reception area of Unclaimed Financial Assets Authority
offices, Pacis Centre, Slip Road, off Waiyaki Way Westlands, Nairobi so as to be received on or before 01.12.2015 at
12.00 noon. Tender documents shall be opened immediately thereafter in the presence of bidders’ who may wish to
witness the opening. All bidders who had participated earlier in the re-advertised tenders are required to reapply.
KELLEN E. KARIUKI, MBS
CHIEF EXECUTIVE OFFICER
3
SECTION II
2.1
2.2
2.3
2.4
2.5
2.6
2.7
2.8
2.9
2.10
2.11
2.12
2.13
2.14
2.15
2.16
2.17
2.18
2.19
2.20
2.21
2.22
2.23
2.24
2.25
2.26
(a)
(b)
(c)
(d)
2.27
2.28
2.29
2.30
-
INSTRUCTIONS TO TENDERERS
Table of Clauses
Page
Eligible Tenderers………………………………….
5
Eligible Equipment…………………………………..
5
Cost of Tendering………………………………….
5
Contents of Tender Document………………………..
5
Clarification of Tender Documents………………….
6
Amendment of Tender Document…………………….
6
Language of Tender………………………………….
7
Documents Comprising the Tender…………………
7
Tender Forms………………………………………..
7
Tender Prices………………………………………..
8
Tender Currencies…………………………………..
8
Tenderers Eligibility and Qualifications…………….
8
Goods’ Eligibility and Conformity to Tender Document. 8
Tender Security……………………………………..
9
Validity of Tenders………………………………….
10
Format and Signing of Tenders……………………….
10
Sealing and Marking of Tenders……………………
10
Deadline for Submission of Tender ………………..
11
Modification and Withdrawal of Tenders…………..
11
Opening of Tenders…………………………………
11
Clarification of Tenders…………………………….
11
Preliminary Examination……………………………
12
Conversion to Single Currency………………………
12
Evaluation and Comparison of Tenders……………..
12
Contacting the Procuring Entity………………………
13
Award of Contract…………………………………….
14
Post Qualification…………………………………
14
Award criteria ……………………………………
14
Procuring Entity’s Right to Vary Quantities…….
14
Procuring Entity’s Right to Accept or Reject any
or all Tenders …………………………………..
15
Notification of Award……………………………
15
Signing of Contract……………………………….
15
Performance Security ……………………………..
16
Corrupt or Fraudulent Practices………………….
16
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SECTION II – INSTRUCTIONS TO TENDERERS
2.1
Eligible Tenderers
2.1.1 This Invitation for Tenders is open to all tenderers eligible as described in the Appendix to Instructions to
Tenderers. Successful tenderers shall complete the supply, install and commissioning of the equipment by the
intended completion date specified in the tender documents.
2.1.2 The procuring entity’s employees, committee members, board members and their relative (spouse and
children) are not eligible to participate in the tender unless where specially allowed under section 131 of the
Act.
2.1.3 Tenderers shall provide the qualification information statement that the tenderer (including all members of a
joint venture and subcontractors) is not associated, or have been associated in the past, directly or indirectly,
with a firm or any of its affiliates which have been engaged by the Procuring entity to provide consulting
services for the preparation of the design, specifications, and other documents to be used for the procurement
of the goods under this Invitation for tenders.
2.1.4 Tenderers involved in corrupt or fraudulent practices or debarred from participating in public procurement shall
not be eligible.
2.2
Eligible Equipment
2.2.1 All equipment to be supplied and installed under the contract shall have their origin in eligible source countries.
2.2.2 For purposes of this clause, “origin” means the place where the equipment(s) are produced. Goods are
produced when, through manufacturing, processing, or substantial and major assembly of components, a
commercially-recognized product results that is substantially different in basic characteristics or in purpose or
utility from its components
2.2.3 The origin of equipment is distinct from the nationality of the tenderer and shall be treated thus in the evaluation
of the tender.
2.3
Cost of Tendering
2.3.1 The Tenderer shall bear all costs associated with the preparation and submission of its tender, and the procuring
entity, will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the
tendering process.
2.3.2 The price to be charged for the tender document shall not exceed Kshs 1,000.00.
2.3.3 The procuring entity shall allow the tenderer to review the tender document free of charge before purchase.
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2.4.
Contents of Tender Document
2.4.1 The tender document comprises the documents listed below and addenda issued in accordance with clause
2.6 of these instructions to tenderers
(i)
Invitation to Tender
(ii)
Instructions to Tenderers
(iii)
General Conditions of Contract
(iv)
Special Conditions of Contract
(v)
Schedule of requirements
(vi)
Technical Specifications
(vii) Tender Form and Price Schedules
(viii) Tender Security Form
(ix)
Contract Form
(x)
Performance Security Form
(xi)
Bank Guarantee for Advance Payment Form
(xii) Manufacturer’s Authorization Form
(xiii) Confidential Business Questionnaire Form
(xiv) Declaration form
(xv) Request for Review Form
2.4.2 The Tenderer is expected to examine all instructions, forms, terms, and specifications in the tender documents.
Failure to furnish all information required by the tender documents or to submit a tender not substantially
responsive to the tender documents in every respect will be at the tenderers risk and may result in the rejection
of its tender.
2.5
Clarification of Tender Documents
2.5.1 A prospective tenderer making inquiries of the tender documents may notify the Procuring entity in writing or by
post at the entity’s address indicated in the invitation for tenders. The Procuring entity will respond in writing to
any request for clarification of the tender documents, which it receives not later than seven (7) days prior to the
deadline for the submission of tenders, prescribed by the procuring entity. Written copies of the Procuring
entities response (including an explanation of the query but without identifying the source of inquiry) will be sent
to all prospective tenderers that have received the tender document.
2.5.2 The procuring entity shall reply to any clarifications sought by the tenderer within 3 days of receiving the request
to enable the tenderer to make timely submission of its tender.
2.6
Amendment of Tender Documents
2.6.1 At any time prior to the deadline for submission of tender, the procuring entity, for any reason, whether at its
own initiative or in response to a clarification requested by a prospective tenderer, may modify the tender
documents by issuing an addendum.
2.6.2 All prospective tenderers that have obtained the tender documents will be notified of the amendment in writing
or by post and will be binding on them.
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2.6.3 In order to allow prospective tenderers reasonable time in which to take the amendment into account in
preparing their tenders, the Procuring entity, at its discretion, may extend the deadline for the submission of
tenders.
2.7
Language of Tender
2.7.1 The tender prepared by the tenderer, as well as all correspondence and documents relating to the tender
exchange by the tenderer and the Procuring entity, shall be written in English language, provided that any
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.
2.8
Documents Comprising the Tender
2.8.1 The tender prepared by the tenderers shall comprise the following components.
(a)
a Tender Form and a Price Schedule completed in accordance with paragraph 2.9, 2.10 and
2.11 below
(b)
documentary evidence established in accordance with paragraph 2.12 that the tenderer is
eligible to tender and is qualified to perform the contract if its tender is accepted;
(c)
documentary evidence established in accordance with paragraph 2.13 that the goods and
ancillary services to be supplied by the tenderer are eligible goods and services and conform to
the tender documents; and
(d)
tender security furnished in accordance with paragraph 2.14
(e)
Confidential Business Questionnaire
2.9
Tender Form
2.9.1 The tenderer shall complete the Form of Tender and the appropriate Price Schedule furnished in the tender
documents, indicating the equipment to be supplied, installed and commissioned and a brief description of the
equipment, their country of origin, quantity, and prices.
2.10
Tender Prices
2.10.1 The tenderer shall indicate on the appropriate Price Schedule the unit prices where applicable and total tender
price of the equipment and installation it proposes to supply under the contract.
2.10.2 Prices indicated on the Price Schedule shall be entered separately in the following manner:
(i)
(ii)
(iii)
the price of the equipment quoted EXW (ex works, ex factory, ex warehouse, ex showroom, or off-the-shelf,
as applicable), including all customs duties and sales and other taxes already paid or payable:
charges for inland transportation, insurance, and other local costs incidental to delivery of the goods to their
final destination; and
installation charges shall also be indicated separately for each equipment
7
2.10.3 Prices quoted by the tender shall remain fixed during the Tender’s performance of the contract. A tender
submitted with an adjustable price quotation will be treated as non-responsive and will be rejected, pursuant to
paragraph 2.22 unless otherwise agreed by the parties.
2.11
Tender Currencies
2.11.1 Prices shall be quoted in the following currencies:
(a)
For equipment that the tenderer will supply from within Kenya, the prices shall be quoted in Kenya
Shillings; and
(b)
For equipment that the tenderer will supply from outside Kenya, the prices may be quoted in US
Dollars or in another freely convertible currency.
(c)
Cost of installation and commissioning will be in Kenya Shillings.
2.12
Tenderers Eligibility and Qualifications
2.12.1 Pursuant to paragraph 2.1. the tenderers shall furnish, as part of its tender,
documents establishing the tenderers eligibility to tender and its qualifications to perform the contract if its
tender is accepted.
2.12.1 The documentary evidence of the tenderers eligibility to tender shall establish to the Procuring entity’s
satisfaction that the tenderer, at the time of submission of its tender, is from an eligible source country as
defined under paragraph 2.1.
2.12.2 The documentary evidence of the tenderes qualifications to perform the contract if its tender is accepted shall
establish to the Procuring entity’s satisfaction;
(a)
that, in the case of a tenderer offering to supply equipment under the contract which the tenderer did
not manufacture or otherwise produce, the tenderer has been duly authorized by the equipment,
Manufacturer or producer to supply the equipment
(b)
that the tenderer has the financial, technical, and production capability necessary to perform the
contract;
(c)
that, in the case of a tenderer not doing business within Kenya, the tenderer is or will be (if awarded the
contract) represented by an Agent in Kenya equipped, and able to carry out the Tenderer’s
maintenance, repair, and spare parts-stocking obligations prescribed in the Conditions of Contract
and/or Technical Specifications.
2.13
Goods Eligibility and Conformity to Tender Document
2.13.1 Pursuant paragraph 2.2 of this section, the tenderer shall furnish, as part of its tender documents establishing
the eligibility and conformity to the tender documents of all equipment which the tenderer proposes to supply
under the contract
2.13.2 The documentary evidence of the eligibility of the goods shall consist of statement in the Price Schedule of the
country of origin of the goods and services offered which shall be confirmed by a certificate of origin issued at
the time of shipment.
8
2.13.3 The documentary evidence of conformity of the equipment 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 characteristic of the equipment
b) a list giving full particulars, including available source and current prices of spare parts, special tools,
etc., necessary for the proper and continuing functioning of the equipment for a period of two (2) years,
following commencement of the use of the equipment by the Procuring entity; and
c) a clause-by-clause commentary on the Procuring entity’s Technical Specifications demonstrating
substantial responsiveness of the goods and service to those specifications, or a statement of
deviations and exceptions to the provisions of the Technical Specifications.
2.13.4 For purposes of the commentary to be furnished pursuant to paragraph 2.13.3(c ) above, the tenderer shall
note that standards for workmanship, material, and equipment, as well as references to brand names or
catalogue numbers designated by the Procurement entity in its Technical Specifications, are intended to be
descriptive only and not restrictive. The tenderer may substitute alternative standards, brand names, and/or
catalogue numbers in its tender, provided that it demonstrates to the Procurement entity’s satisfaction that the
substitutions ensure substantial equivalence to those designated in the Technical Specifications.
2.14
Tender Security
2.14.1 The tenderer shall furnish, as part of its tender, a tender security for the amount and form specified in the
Appendix to Instructions to Tenderers.
2.14.2 The tender security shall be in the amount not exceeding 2 percent of the tender price.
2.14.3 The tender security is required to protect the Procuring entity against the risk of Tenderer’s conduct which
would warrant the security’s forfeiture, pursuant to paragraph 2.14.7
2.14.4 The tender security shall be denominated in Kenya Shillings or in another freely convertible currency, and shall
be in the form of
a) Cash
b) A bank guarantee
c) Such insurance guarantee approved by the Authority
2.14.5 Any tender not secured in accordance with paragraph 2.14.1 and 2.14.3 will be rejected by the Procuring entity
as non responsive, pursuant to paragraph 2.22
2.14.6 Unsuccessful Tenderer’s tender security will be discharged or returned as promptly as possible as but not later
than thirty (30) days after the expiration of the period of tender validity prescribed by the Procuring entity.
2.14.7 The successful Tenderer’s tender security will be discharged upon the tenderer signing the contract, pursuant
to paragraph 2.27 and furnishing the performance security, pursuant to paragraph 2.28
2.14.8 The tender security may be forfeited:
9
a) if a tenderer withdraws its tender during the period of tender validity specified by the procuring entity on the
Tender Form; or
b) in the case of a successful tenderer, if the tenderer fails:
i) to sign the contract in accordance with paragraph 2.27
or
ii) to furnish performance security in accordance with paragraph 2.28
c) If the tenderer rejects correction of an arithmetic error in the tender.
2.15
Validity of Tenders
2.15.1 Tenderers shall remain valid for 60 days or as specified in the tender documents after date of tender opening
prescribed by the Procuring entity, pursuant to paragraph 2.20. A tender valid for a shorter period shall be
rejected by the Procuring entity as non responsive.
2.15.2 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. The tender security
provided under paragraph 2.14 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.
2.16
Format and Signing of Tender
2.16.1 The Procuring entity 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.
2.16.2 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.
2.16.3 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.
2.17
Sealing and Marking of Tenders
2.17.1 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.
2.17.2 The inner and outer envelopes shall:
(a)
be addressed to the Procuring entity at the address given on the Invitation to Tender.
(b)
bear the tender number and name in the Invitation to Tender and the words “DO NOT OPEN BEFORE
st
1 December 2015 at 12.00 noon.
10
2.17.3 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”.
2.17.4 If the outer envelope is not sealed and marked as required by paragraph 2.17.2, the Procuring entity will
assume no responsibility for the tender’s misplacement or premature opening.
2.18
Deadline for Submission of Tenders
2.18.1 Tenders must be received by the Procuring entity at the address specified under paragraph 2.17.2 not later than
12.00 noon, 1st December 2015.
2.18.2 The Procuring entity may, at its discretion, extend this deadline for the submission of tenders by amending the
tender documents in accordance with paragraph 2.6, in which case all rights and obligations of the Procuring
entity and candidates previously subject to the deadline will therefore be subject to the deadline as extended
2.18.3 Bulky tenders which will not fit in the tender box shall be received by the procuring entity as provided for in the
Appendix.
2.19
Modification and Withdrawal of Tenders
2.19.1 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 the Procuring entity prior to the
deadline prescribed for submission of tenders.
2.19.2 The Tenderer’s modification or withdrawal notice shall be prepared, sealed, marked, and dispatched in
accordance with the provisions of paragraph 2.17. A withdrawal notice may also be sent by cable, telex but
followed by a signed confirmation copy, postmarked not later than the deadline for submission of tenders.
2.19.3 No tender may be modified after the deadline for submission of tenders.
2.19.4 No tender may 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 paragraph 2.14.7
2.20
Opening of Tenders
2.20.1 The Procuring entity will open all tenders in the presence of tenderers’ representatives who choose to attend, at
12.00 noon, 1st December 2015 and in the following location. Unclaimed Financial Assets Authority, Slip Road
off Waiyaki Way Westlands, Nairobi. The tenderers’ representatives who are present shall sign a tender
opening register evidencing their attendance.
2.20.2 The tenderers’ names, tender modifications or withdrawals, tender prices, discounts and the presence or
absence of requisite tender security and such other details as the Procuring entity, at its discretion, may
consider appropriate, will be announced at the opening.
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2.21
Clarification of Tenders
2.21.1 To assist in the examination, evaluation and comparison of tenders the Procuring entity may, at its discretion,
ask the tenderer for a clarification of its tender. The request for clarification and the response shall be in writing,
and no change in the prices or substance of the tender shall be sought, offered, or permitted.
2.21.2 Any effort by the tenderer to influence the Procuring entity in the Procuring entity’s tender evaluation, tender
comparison or contract award decisions may result in the rejection of the tenderers’ tender.
2.22
Preliminary Examination and Responsiveness
2.22.1 The Procuring entity 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 documents
have been properly signed, and whether the tenders are generally in order.
2.22.2 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 candidate 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
2.22.3 The Procuring entity 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 effect the relative ranking of any
tenderer.
2.22.4 Prior to the detailed evaluation, pursuant to paragraph 2.23 the Procuring entity will determine the substantial
responsiveness of each tender to the tender documents. For purposes of these paragraphs, a substantially
responsive tender is one, which conforms to all the terms and conditions of the tender documents without
material deviations. The Procuring entity’s determination of a tender’s responsiveness is to be based on the
contents of the tender itself without recourse to extrinsic evidence.
2.22.5 If a tender is not substantially responsive, it will be rejected by the Procuring entity and may not subsequently
be made responsive by the tenderer by correction of the non conformity.
2.23
Conversion to Single Currency
2.23.1 Where other currencies are used, the Procuring Entity will convert those currencies to Kenya Shillings using
the selling exchange rate on the date of tender closing provided by the Central Bank of Kenya.
2.24
Evaluation and Comparison of Tenders
2.24.1 The Procuring entity will evaluate and compare the tenders which have been determined to be substantially
responsive, pursuant to paragraph 2.22
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2.24.2 The Procuring entity’s evaluation of a tender will exclude and not take into account
(a)
in the case of equipment manufactured in Kenya or equipment of foreign origin already located in
Kenya, sales and other similar taxes, which will be payable on the goods if a contract is awarded to the
tenderer; and
(b)
any allowance for price adjustment during the period of execution of the contract, if provided in the
tender.
2.24.3 The comparison shall be of the ex-factory/ex-warehouse/off-the-shelf price of the goods offered from within
Kenya, such price to include all costs, as well as duties and taxes paid or payable on components and raw
material incorporated or to be incorporated in the goods.
2.24.4 The Procuring entity’s evaluation of a tender will take into account, in addition to the tender price and the price
of incidental services, the following factors, in the manner and to the extent indicated in paragraph 2.23.5 and
in the technical specifications:
(a)
delivery and installation schedule offered in the tender;
(b)
deviations in payment schedule from the specifications in the Special Conditions of Contract;
(c)
the cost of components, mandatory spare parts and service;
(d)
the availability in Kenya of spare parts and after-sales service for the equipment offered in the tender;
2.24.5 Pursuant to paragraph 2.24.4 the following evaluation methods will be applied
(a)
Delivery schedule
(i)
The Procuring entity requires that the equipment under the Invitation for Tenders shall be delivered at
the time specified in the Schedule of Requirements. Tenders offering deliveries longer than the
procuring entity’s required delivery time will be treated as non-responsive and rejected.
(b)
Deviation in payment schedule
Tenderers shall state their tender price for the payment of schedule outlined in the special conditions of
contract. Tenders will be evaluated on the basis of this base price. Tenderers are, however, permitted to state
an alternative payment schedule and indicate the reduction in tender price they wish to offer for such
alternative payment schedule. The Procuring entity may consider the alternative payment schedule offered by
the selected tenderer.
()
Spare parts and after sales service facilities
Tenderers must offer items with service and spare parts back-up. Documentary evidence and locations of such
back-up must be given. Where a tenderer offers items without such back-up in the country, he must give a
documentary evidence and assurance that he will establish adequate back-up for items supplied.
2.24.6 The tender evaluation committee shall evaluate the tender within 15 days of the validity period from the date of
opening the tender.
2.24.7 Preference where allowed in the evaluation of tenders shall not exceed 15%
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2.25
Contacting the Procuring Entity
2.25.1 Subject to paragraph 2.21 no tenderer shall contact the Procuring entity on any matter related to its tender,
from the time of the tender opening to the time the contract is awarded.
2.25.2 Any effort by a tenderer to influence the Procuring entity in its decisions on tender, evaluation, tender
comparison, or contract award may result in the rejection of the Tenderer’s tender.
2.26
Award of Contract
(a)
Post-Qualification
2.26.1 In the absence of pre-qualification, the Procuring entity will determine to its satisfaction whether the tenderer
that is selected as having submitted the lowest evaluated responsive tender is qualified to perform the contract
satisfactorily.
2.26.2 The determination will take into account the tenderer financial, technical, and production capabilities. It will be
based upon an examination of the documentary evidence of the tenderers qualifications submitted by the
tenderer, pursuant to paragraph 2.12.3 as well as such other information as the Procuring entity deems
necessary and appropriate.
2.26.3 An affirmative determination will be a prerequisite for award of the contract to the tenderer. A negative
determination will result in rejection of the Tenderer’s tender, in which event the Procuring entity will proceed to
the next lowest evaluated tender to make a similar determination of that Tenderer’s capabilities to perform
satisfactorily.
(b)
Award Criteria
2.26.4 The Procuring entity 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, provided further that
the tenderer is determined to be qualified to perform the contract satisfactorily.
2.26.5 To qualify for contract awards, the tenderer shall have the following:
a) Necessary qualifications, capability experience, services, equipment and facilities to provide
what is being procured.
b) Legal capacity to enter into a contract for procurement
c) 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.
d) Shall not be debarred from participating in public procurement.
14
(c)
Procuring Entity’s Right to Accept or Reject any or All Tenders
2.26.6 The Procuring entity reserves 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
tenderer of the grounds for the procuring entity’s action
2.26.7 The procuring entity may at any time terminate procurement proceedings before contract award and shall not
be liable to any person for the termination
2.26.8 The procuring entity shall give prompt notice of the termination to the tenderers and on request give its reasons
for termination within 14 days of receiving the request from any tenderer.
2.26.9 A tenderer who gives false information in the tender document about is qualification or who refuses to enter into
a contract after notification of contract award shall be considered for debarment from participating in future
public procurement.
2.27
Notification of Award
2.27.1 Prior to the expiration of the period of tender validity, the Procuring entity will notify the successful tenderer in
writing that its tender has been accepted.
2.27.2 The notification of award will signify the formation of the Contract but will have to wait until the contract is
finally signed by both parties. Simultaneous other tenderers shall be notified that their tenders have not been
successful.
2.27.3 Upon the successful Tenderer’s furnishing of the performance security pursuant to paragraph 2.29, the
Procuring entity will simultaneously inform the other tenderers that this tenderrs have not been successful
2.28
Signing of Contract
2.28.1 At the same time as the Procuring entity notifies the successful tenderer that its tender has been accepted, the
procuring entity will simultaneously inform the other tenderers that their tenders have not been successful.
2.28.2 Within fourteen (14) days of receipt of the Contract Form, the successful tenderer shall sign and date the
contract and return it to the Procuring entity.
2.28.3 The parties to the contract shall have it signed within 30 days from the date of notification of contract award
unless there is an administrative review request.
15
2.29
Performance Security
2.29.1 Within Thirty (30) days of the receipt of notification of award from the Procuring entity, the successful tenderer
shall furnish the performance security in accordance with the Conditions of Contract, in the Performance
Security Form provided in the tender documents, or in another form acceptable to the Procuring entity.
2.29.2 Failure of the successful tenderer to comply with the requirements of paragraph 2.28 or paragraph 2.29 shall
constitute sufficient grounds for the annulment of the award and forfeiture of the tender security, in which event
the Procuring entity may make the award to the next lowest evaluated Candidate or call for new tenders.
2.30
Corrupt or Fraudulent Practices
2.30.1 The procuring entity requires that tenderers observe the highest standard of ethics during the procurement
process and execution of contracts. A tenderer shall sign a declaration that he has and will not be involved in
corrupt or fraudulent practices.
3.30.2 The Procuring entity 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.
3.30.3 Further a tenderer who is found to have indulged in corrupt or fraudulent practices risks being debarred from
participating in public Procurement in Kenya.
16
Appendix to Instructions to Tenderers
Notes on the Appendix to the Instructions to Tenderers
1.
The Appendix to instructions to the tenderers is intended to assist the procuring entity in providing specific
information in relation to corresponding clause in the instructions to Tenderers including in Section II and has to be
prepared for each specific procurement.
2.
The procuring entity should specify in the appendix information and requirement specific to the circumstances
of the procuring entity, the goods to be procured and the tender evaluation criteria that will apply to the tenders.
3.
In preparing the Appendix the following aspects should be taken into consideration;
(a)
The information that specifies and complements provisions of Section II to be incorporated
(b)
Amendments and/or supplements if any, to provisions of Section II as necessitated by the circumstances of the
goods to be procured to be also incorporated
4.
Section II should remain unchanged and can only be amended through the Appendix.
5.
Clauses to be included in this part must be consistent with the public procurement law and the regulations.
17
APPENDIX TO INSTRUCTIONS TO TENDERERS
The following information regarding the particulars of the tender shall complement supplement or amend the provisions
of the instructions to tenderers. Wherever there is a conflict between the provision of the instructions to tenderers and
the provisions of the appendix, the provisions of the appendix herein shall prevail over those of the instructions to
tenderers.
INSTRUCTIONS TO TENDERERS
REFERENCE
2.1.1
2.18.1
PARTICULARS OF APPENDIX TO
INSTRUCTIONS TO TENDERS
Authorized suppliers, dealers or
partners/manufacturer only
The tender security will be as specified in
the form above
1st December, 2015 at 12.00 Noon
2.20.1
As in 2.18.1 above
2.29.1
The performance security will be 10% of the
contract price in the form of bank guarantee.
2.14.1
18
SECTION III: GENERAL CONDITIONS OF CONTRACT
Table of Clauses
3.1
3.2
3.3
3.4
3.5
3.6
3.7
3.8
3.9
3.10
3.11
3.12
3.13
3.14
3.15
3.16
3.17
3.18
3.19
3.20
3.21
Page
Definitions…………………………………………….. 20
Application……………………………………………. 20
Country of Origin…………………………………….. 20
Standards……………………………………………… 20
Use of Contract Documents and Information………… 20
Patent Rights……………………………………………. 21
Performance Security…………………………………… 21
Inspection and Tests……………………………………. 21
Packing…………………………………………………. 22
Delivery and Documents……………………………… 22
Insurance …………………………………………………22
Payment…………………………………………………. 22
Price…………………………………………………….. 22
Assignments……………………………………………. 22
Sub contracts………………………………………….. 23
Termination for Default…………………………………..23
Liquidated Damages……………………………………..23
Resolution of Disputes………………………………….. 23
Language and law………………………………………. 23
Force Majeure ………………………………………….. 24
Notices ………………………………………………… 24
19
SECTION III 3.1
GENERAL CONDITIONS OF CONTRACT
Definitions
3.1.1 In this Contract, the following terms shall be interpreted as indicated:(a)
“The Contract” means the agreement entered into between the Procuring entity and the tenderer, as
recorded in the Contract Form signed by the parties, including all attachments and appendices thereto and
all documents incorporated by reference therein.
(b)
“The Contract Price” means the price payable to the tenderer under the Contract for the full and proper
performance of its contractual obligations
(c)
“The Goods” means all of the equipment, machinery, and/or other materials, which the tenderer is required
to supply to the Procuring entity under the Contract.
(d)
“The Procuring entity” means the organization purchasing the Goods under this Contract.
(e)
“The Tenderer’ means the individual or firm supplying the Goods under this Contract.
3.2
Application
3.2.1 These General Conditions shall apply in all Contracts made by the Procuring entity for the procurement
installation and commissioning of equipment to the extent that they are not superceded by provisions of other
part of contract.
3.3
Country of Origin
3.3.1 For purposes of this clause, “Origin” means the place where the Goods were mined, grown or produced.
3.3.2 The origin of Goods and Services is distinct from the nationality of the tenderer and will be treated thus in the
evaluation of the tender.
3.4
Standards
3.4.1 The Goods supplied under this Contract shall conform to the standards mentioned in the Technical
Specifications.
3.5
Use of Contract Documents and Information
3.5.1 The Candidate shall not, without the Procuring entity’s prior written consent, disclose the Contract, or any
provision therefore, or any specification, plan, drawing, pattern, sample, or information furnished by or on
behalf of the Procuring entity in connection therewith, to any person other than a person employed by the
tenderer in the performance of the Contract.
3.5.2 The tenderer shall not, without the Procuring entity’s prior written consent, make use of any document or
information enumerated in paragraph 3.5.1 above
3.5.3 Any document, other than the Contract itself, enumerated in paragraph 3.5.1 shall remain the property of the
Procuring entity and shall be returned (all copies) to the Procuring entity on completion of the Tenderer’s
performance under the Contract if so required by the Procuring entity
20
3.6
Patent Rights
3.6.1 The tenderer shall indemnify the Procuring entity 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 the Procuring entity’s
country
3.7
Performance Security
3.7.1 Within twenty eight (28) days of receipt of the notification of Contract award, the successful tenderer shall
furnish to the Procuring entity the performance security where applicable in the amount specified in Special
Conditions of Contract.
3.7.2 The proceeds of the performance security shall be payable to the Procuring entity as compensation for any loss
resulting from the Tenderer’s failure to complete its obligations under the Contract.
3.7.3 The performance security shall be denominated in the currency of the contract, or in a freely convertible
currency acceptable to the procuring entity and shall be in the form of
a) Cash
b) Bank guarantee
c) Such insurance guarantee approved by the Authority
d) Letter of credit
3.7.4 The performance security will be discharged by the Procuring entity and returned t the Candidate not late than
thirty (30) days following the date of completion of the Tenderer’s performance obligations under the Contract,
including any warranty obligations, under the Contract
3.8
Inspection and Tests
3.8.1 The Procuring entity or its representative shall have the right to inspect and/or to test the equipment to confirm
their conformity to the Contract specifications. The Procuring entity shall notify the tenderer in writing in a timely
manner, of the identity of any representatives retained for these purposes.
3.8.2 The inspections and tests may be conducted in the premises of the tenderer. All reasonable facilities and
assistance, including access to drawings and production data, shall be furnished to the inspectors at no charge
to the Procuring entity.
3.8.3 Should any inspected or tested equipment fail to conform to the Specifications, the Procuring entity may reject
the equipment, and the tenderer shall either replace the rejected equipment or make alterations necessary to
make specification requirements free of costs to the Procuring entity.
3.8.4 The Procuring entity’s right to inspect test and where necessary, reject the equipment after the equipment
arrival and installation shall in no way be limited or waived by reason of the equipment having previously been
inspected, tested and passed by the Procuring entity or its representative prior to the equipment delivery.
21
3.8.5 Nothing in paragraph 3.8 shall in any way release the tenderer from any warranty or other obligations under
this Contract.
3.9
Packing
3.9.1 The tenderer shall provide such packing and packaging of the equipment as is required to prevent their
damage or deterioration during transit to their final destination, as indicated in the Contract.
3.9.2 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
3.10
Delivery and Documents
3.10.1 Delivery of the equipment, documents and installation of the same shall be made by the tenderer in accordance
with the terms specified by Procuring entity in its Schedule of Requirements and the Special Conditions of
Contract
3.11
Insurance
3.11.1 The equipment supplied under the Contract shall be fully insured against loss or damage incidental to
manufacturer or acquisition, transportation, storage, and delivery in the manner specified in the Special
conditions of contract.
3.12
Payment
3.12.1 The method and conditions of payment to be made to the tenderer under this Contract shall be specified in
Special Conditions of Contract
3.12.2 Payments shall be made promptly by the Procuring entity as specified in the contract
3.13
Prices
3.13.1 Prices charged by the tenderer for equipment delivered and installation performed under the Contract shall
not, with the exception of any price adjustments authorized in Special Conditions of Contract, vary from the
prices by the tenderer in its tender.
3.13.2 Contract price variations shall not be allowed for contracts not exceeding one year (12 months)
3.13.3 Where contract price variation is allowed, the variation shall not exceed 10% of the original contract price.
3.13.4 Price variation requests shall be processed by the procuring entity within 30 days of receiving the request.
22
3.14. Assignment
The tenderer shall not assign, in whole or in part, its obligations to perform under this Contract, except with the
Procuring entity’s prior written consent
3.15. Subcontracts
3.15.1 The tenderer shall notify the Procuring entity in writing of all subcontracts awarded under this Contract if not
already specified in the tender. Such notification, in the original tender or later, shall not relieve the tenderer
from any liability or obligation under the Contract
3.16. Termination for Default
3.16.1 The Procuring entity may, without prejudice to any other remedy for breach of Contract, by written notice of
default sent to the tenderer, terminate this Contract in whole or in part
(a)
if the tenderer fails to deliver any or all of the equipment within the period9s) specified in the
Contract, or within any extension thereof granted by the Procuring entity
(b)
if the tenderer fails to perform any other obligation(s) under the Contract
(c)
if the tenderer, in the judgment of the Procuring entity has engaged in corrupt or fraudulent
practices in competing for or in executing the Contract
3.16.2 In the event the Procuring entity terminates the Contract in whole or in part, it may procure, upon such terms
and in such manner as it deems appropriate, equipment similar to those undelivered, and the tenderer shall be
liable to the Procuring entity for any excess costs for such similar equipment.
3.17. Termination for convenience
3.18. Liquidated Damages
3.18.1 If the tenderer fails to deliver and/or install any or all of the items within the period(s) specified in the contract,
the procuring entity shall, without prejudice to its other remedies under the contract, deduct from the contract
prices liquidated damages sum equivalent to 0.05% of the delivered price of the delayed items up to a
maximum deduction of 10% of the delayed goods. After this the tenderer may consider termination of the
contract.
3.19. Resolution of Disputes
3.19.1 The procuring entity and the tenderer shall make every effort to resolve amicably by direct informal negotiation
any disagreement or dispute arising between them under or in connection with the contract
3.19.2 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 the
formal mechanisms specified in the SCC.
23
3.20. Language and Law
3.20.1 The language of the contract and the law governing the contract shall be English language and the Laws of
Kenya respectively unless otherwise specified in the SCC
3.21. Force Majeure
3.21.1 The Tenderer shall not be liable for forfeiture of its performance security or termination for default if and to the
extent that it’s delay in performance or other failure to perform its obligations under the Contract is the result of
an event of Force Majeure.
3.22
Notices
3.22.1 Any notice given by one party to the other pursuant to this contract shall be sent to other party by post or by fax
or Email and confirmed in writing to the other party’s address specified.
3.22.2 A notice shall be effective when delivered or on the notices effective date, whichever is later.
SPECIAL IV -
SPECIAL CONDITIONS OF CONTRACT
Notes on Special Conditions of Contract
4.1
The clauses in this section are intended to assist the procuring entity in providing contract-specific information
in relation to corresponding clauses in the General Conditions of Contract
4.2
The provisions of Section IV complement the General Conditions of Contract included in Section III, specifying
contractual requirements linked to the special circumstances of the procuring entity and the goods being
procured. In preparing Section IV, the following aspects should be taken into consideration.
(a)
Information that complement provisions of Section III must be incorporated and
(c)
Amendments and/or supplements to provisions of Section III, as necessitated by the circumstances of
the goods being procured must also be incorporated.
24
SECTION IV -
SPECIAL CONDITIONS OF CONTRACT
4.1
Special Conditions of Contract shall supplement the General Conditions of Contract. Whenever there is a
conflict, between the GCC and the SCC, the provisions of the SCC herein shall prevail over these in the GCC.
4.2
Special conditions of contract as relates to the GCC
REFERENCE OF GCC
SPECIAL CONDITIONS OF CONTRACT
3.7.1
The performance security shall be in the form of a
bank guarantee and shall be 10% of the contract
price
Payment will be On Acceptance: Hundred (100)
percent of the Contract Price of Goods received
shall be paid within thirty (30) days of receipt of the
Goods upon submission of claim supported by the
acceptance certificate issued by the Purchaser.
Resolution of disputes be through arbitration.
3.12.1
3.18.1
SECTION - V- SCHEDULE OF REQUIREMENTS AND PRICES
Notes on Schedule of Requirements and Prices
5.1
The Procuring entity must state whether the contract is for procurement, installation and commissioning OR
whether it is for installation and commissioning only, in which case, the equipment will have been procured
separately.
5.2
The tenderers may use additional paper as will be necessary to indicate the details of their costing.
25
SECTION V
No.
- SCHEDULE OF REQUIREMENTS AND PRICES
Item Description
Quantity
Unit
Price
Kshs
Installation
Period
Installation
Price
Total
Price
Kshs.
Total
Price Kshs.
Signature …………………………………………………………………………
Stamp and date……………………………………………………………………
NOTE
Bid prices expressed in different currencies shall be converted in: Kenya Shillings
The source of exchange rate shall be: Central Bank of Kenya
The date for the exchange rate shall be on closing date for receipt of bids
Note: In case of discrepancy between unit price and total, the unit price shall prevail.
26
SECTION VI 6.1
TECHNICAL SPECIFICATIONS
GENERAL
6.1.1. These specifications describe the basic requirements for equipment. Tenderers are requested to submit with
their offers the detailed specifications, drawings, catalogues, etc for the products they intend to supply.
6.1.2 Tenderers must indicate on the specifications sheets whether the equipment offered comply with each specific
requirement.
6.1.3 All the dimensions and capacities of the equipment to be supplied shall not be less than those required in these
specifications. Deviations from the basic requirements, if any, shall be explained in detail in writing with the
offer, with supporting data such as calculation sheets, etc. The procuring entity reserves the right to reject the
products, if such deviations shall be found critical to the use and operation of the products
6.1.4 The tenderers are requested to present information along with their
(i)
(ii)
offers as follows;-
Shortest possible delivery period of each product
Information on proper representative and/or workshop for back-up service/repair and maintenance including
their names and addresses
EVALUATION CRITERIA
EVALUATION CRITERIA FOR ACQUISITION AND DEPLOYMENT OF CCTV AND ACCESS CONTROL SYSTEM
Technical Mandatory Requirements (YES/NO)
I.
II.
III.
IV.
V.
VI.
VII.
Provide brochures for various types of IP cameras as specified
Active network device-switch,
Provide write up on features and functionalities of the Management software
Provide Write up on how to integrate and deploy the systems
Must provide warranty in writing for equipment and support services for 3 years
Provide Training for administrators and users, actual supervision and assistance.
Site Survey
N.B Only bidders that meet all the technical mandatory requirements will proceed to the technical evaluation
Technical Score 100
1. Experience of the firm and qualification staff
(10)
Current customer base (provide profile of at least five reputable corporate bodies with supported evidence).
(2mks per reputable corporate body with supported evidence)
27
2. Qualification of staff
(i) Team leader
(5)
 The team leader should have at least a first degree in Electrical or Electronics Engineering,
Telecommunications Engineering or other relevant qualifications.
 Over 5 years working experience in installing related implementations. Thorough knowledge of security
systems integration is mandatory.
(ii) System Support Staff
(5)
The support team should have a Degree or Higher national Diploma in electrical Engineering or related degree with
over 3 years working experience in installation, implementation and maintenance of similar solutions.
CCTV
S/No. Feature
1
Indoor
domes
Minimum requirements
The camera is designed to provide advanced image support
for resolutions up to 1080p,
The camera provides dual-codec functionality, for
simultaneous transmission of H.264 and Motion JPEG
(MJPEG) video,
The camera is designed to provide H.264 compressed video
of up to 1080p res. at image rates up to 30 images per
second (ips),
The camera uses a high-quality 1/2.5” Progressive Scan
CMOS image sensor,
The camera is designed with an integrated 3.3~12mm
Computar varifocal lens with DC Auto- Iris functionality,
The camera shall provide Color pictures in light as low as 1.0
lux @ F1.6 and B&W pictures in light as low as 0.15 lux @
F1.6,
The camera shall be capable of accepting a power source
from either 12VDC, 24VAC or IEEE 802.3af Power-overEthernet (PoE),
The camera shall be capable of transmitting analog PAL or
NTSC (1Vp-p) video, for setup and installation purposes,
Full HD 1080p (1920 x 1080 pixels) (2.1 Megapixel)
maximum resolution,
Provides True Day/Night functionality, allowing automatic
switching between Color mode and B&W mode, as well as
removal of an IR cut filter for enhanced low light
performance,
28
Score
10
2
3
The camera shall feature a motorized varifocal lens, which
allows the user to adjust the lens focal length and focus
remotely from a web-browser or any supported NVR
software,
The camera shall support Backlight Compensation (BLC),
Protocols supported IPv4/6, HTTP, HTTPS, DNS, DDNS,
ICMP, DHCP, and ARP.
This device is certified FCC, CE, ROHS and ONVIF
compliant (conformant), allowing it to be accessed using a
generic ONVIF device driver.
5MP resolution (1080p HD) with progressive scan CMOS
sensor
Unsurpassed image quality in daytime and nighttime
Intelligent Video Motion Detection
Weather-proof IP66-rated housing
Video Compression H.264, MJPEG & MPEG-4
13 images per second at full resolution
69 dB true dynamic range
IP66 weatherproof rating
IP Bullet
Automatic Day/Night functionality with removable IR cut filter
Camera
to switch to Day or Night mode depending on the light level
Minimum Illumination 0.03 Lux @ F1.8, 50 IRE ( Color ) and
0.001 Lux @ F1.8, 50 IRE ( B/W )
Power input 12V DC, 24V AC or IEEE 802.3af PoE Class 3
Protocols supported IPv4/6, HTTP, HTTPS, DNS, DDNS,
ICMP, DHCP, ARP.
This device is certified FCC,CE, ROHS and ONVIF compliant
(conformant), allowing it to be accessed using a generic
ONVIF device driver.
Allows you to view and monitor up to 64 cameras at one
time.
Enable motion detection video recording.
Allow H.264 encryption.
Allows you to run your own personal NVR as well as video
Video
hosting web service.
Management
It is fully compatible most brand of cameras as well as most
Software
other IP camera brands.
(VMS)
Use motion or audio sensing to trigger recording, or record
continuously or periodically.
Overlay the current date/time as well as a logo or other
information
Optionally record audio
29
10
10
4
5
High
Definition
LCD
Monitors
24 port POE
switch
Use a timer to determine when the system is armed
Images may be captured as either JPEG images, MPEG
movies or
Windows Media movies (full version)
Receive alerts via loudspeaker, email, instant message,
voice phone call (with automatic redial), or external
program/script
Run Blue Iris as a Windows service so that only you have
control over its operation on a shared PC
All passwords are stored encrypted
Minimum server specifications to run the software should be
Intel Xeon quad core 1.6 Ghz 8MB L2 1066, 4GB RAM, 8TB
HDD with expansion bays
Screen Size 40"
Minimum 1920 x 1080p full HD native resolution
Must use energy saving LED backlighting rather than cold
cathode fluorescent lights (CCFL)
Must provide picture in picture (PIP) for any combination of 2
inputs
Brightness: 450cd/㎡
Must be energy Star certified, ensuring reliability in a 24/7
security installation environment
Must be constructed of a lightweight aluminum frame
composition for desktop or wall mount installations
Network Technology: Ethernet
Product Type: Digital Signage Display
Stand: wall mounted
Video Signal: Analog RGB, DVI-D, CVBS, HDMI
Sync. Signal: Separate H/V, Composite, SOG
Connector: D-Sub, RS232C cable
24 ports 10/100/1000BASE-T fast/gigabit Ethernet
Address database size: 16000 Mac addresses
Management: Managed switch
Media type supported: Twisted pair
Port/expansion slot details: 24 x fast Ethernet network, 2 x
gigabit Ethernet expansion slot
Number of total expansion slots: 2, Expansion slot type: SFP,
Number of SFP slots: 2
Management: MIB II, Command Line Interface (CLI), SNMP
v1/2c/3, QoS, VLAN, Web-based Management, DHCP,
Telnet, RMON, Intelligent Management Center, sFlow
Form factor: Rack-mountable, wall mountable, desktop
30
2
3
Latency: 100 Mb - less than 1.7 micro sec (LIFO 64-byte
packets), 1000 Mb - less than 1.1 micro sec (LIFO 64-byte
packets)
Memory and processor: ARM9E at 800 MHz, 128 MB flash,
packet buffer size: 1.5 MB dynamically allocated, 256 MB
DDR3 DIMM
Switching capacity: 12.8 Gbps, throughput: up to 9.5 million
pps (64-byte packets), PoE capability: 195 W
Power consumption: 237 W (maximum), 21.8 W (standby)
Input voltage: 100-127/200-240 VAC
Environmental condition: Operating - 0 - 45 deg C, humidity 15 to 95% at 104 deg F (40 deg C) (noncondensing), heat
dissipation - 99 BTU/hr (104.45 kJ/hr)
Includes: 1 x HP 2530-24-PoE+ switch
Complaint standards: IEEE 802.1ab (LLDP), IEEE 802.1D,
IEEE 802.1p, IEEE 802.1Q, IEEE 802.1s, IEEE 802.1w,
IEEE 802.1x, IEEE 802.3, IEEE 802.3ab, IEEE 802.3ad
(LACP), IEEE 802.3at, IEEE 802.3az, IEEE 802.3u, IEEE
802.3x
ACCESS CONTROL AND BIOMETRIC SYSTEM
S/No. Feature
1
Fingerprint
and
proximity
card reader,
unlimited
users
2
Contactless
printable
smart cards
Minimum requirements
Ingress Protection Rate – IP65 rated waterproof and
weatherproof structure
Identification Speed – 1 : 2,000 fingerprint identification in 1
second
Memory – 8MB flash + 16MB RAM
Fingerprint Capacity – 1,000 fingerprints (2,000 templates)
Log Capacity – 50,000 events
RF Card – Mifare (13.56 MHz)
Operating Voltage – 12VDC
Authentication – Finger / PIN / Card h.
Anti-passback – Anti-passback capability
Compatible with the proposed system
13.56 MHz Frequency ISO 14443 Type A
compliant
Passive operation (no batteries required)
Available in 1K (16 storage sectors) and 4K
(40 storage sectors)
Anti-Collision supported
ISO 1K contact less smart. ISO style thin,
31
Score
10
10
3
Door buzzer
4
Door
controllers
Dye sublimation printable.
12 or 24 volt DC
Continuous (Steady), Pulse or Dual tones
2 types of pulse: 0.8 pulses every 1.2 seconds or 4 pulses
every 6 second
Dual tone which can be wired for steady or pulse tone 80-100
dBA/30cm
2 Door 2 Reader Downloadable Reader Interface/Controller
On-Board Memory for up to 36,740
5
5
Cardholders/11,833 Events with battery-less backup
2 Inputs (Supervised or Unsupervised)
Six-zone alarm system with inbuilt automatic emergency
dialer
Easy to operate pocket remote control
Control panel with built-in loud siren and entry chimes
Programmable user security code
Part arm feature for selected detectors
Programmable entry delay, exit delay time period and alarm
duration
Audible entry/exit countdown warning
Detectors low battery warning indication for each zone
5
Alarm
System
System activated memory indicates zone of intrusion
System test mode for servicing and detector battery
replacement
One-touch panic button in case of emergency
Intelligent site-code learning
Operates with unlimited amount of wireless detector
accessories
Full tamper protection
Calls up to six telephone numbers (16 digits maximum)
Delivers 20 seconds alarm notification voice message in your
own voice
Programmable automatic call-out dialing cycle (up to 9 times)
Intelligent telephone line ring back tone learning
EEPROM retains programmed data and voice message if
power is lost
Remote listen-in module allows the called party to monitor
and talk to the designated location
32
15
Allows remote programming via any DTMF telephone line for
system arming, and disarming
Line seize capability prevents from off-hook interference
Telephone line-cut status indication
33
SECTION VI – TECHNICAL SPECIFICATIONS
6.2
PARTICULARS
OBJECTIVES OF THE ASSIGNMENT
BACKGROUND
The Unclaimed Financial Assets Authority (UFAA) is an Authority established under the Unclaimed Financial Assets
Act No 40 of 2011, Laws of Kenya.
OBJECTIVES OF THE PROJECT
The purpose of this project is to implement an Access Control System to monitor and protect the entire Unclaimed
Financial Assets Authority (UFAA) workspace from intrusion and other malicious vandalism.
The expected outcomes of the project will include the following:
1. Intrusion detection, prevention and monitoring system for the office general protection: This system shall be
able to effectively detect intrusion in all areas. Meanwhile, it shall allow the operators to control and monitor the
video signals from the cameras installed inside/close to the offices.
2. CCTV camera system: The system shall allow easy monitoring of the UFAA’s offices.
3. Security Alarms: The alarms placed on strategic places will be able to trigger and alert security and staff of any
unauthorized intrusion into the premises.
4. Biometric Access Control system: This system will control access into the office space through the use of
security cards, finger print, facial scan etc.
SCOPE OF WORK
Scope of work under this section covers installation of an Access control System and performance of work necessary
for the completion of installation of the system ensuring quality and timeliness as per specification hereunder. The
contractor shall provide all the required equipment and services, whether explicitly mentioned in these specifications or
not to fulfill the intent of the specification and to ensure the completeness, operation and maintainability of the system
at no extra cost to the Procuring Entity.
TECHNICAL SPECIFICATIONS FOR CCTV AND ACCESS CONTROL SYSTEMS
CCTV
BACKGROUND
The Unclaimed Financial Assets Authority (UFAA) is an Authority established under the Unclaimed Financial Assets
Act No 40 of 2011, Laws of Kenya.
OBJECTIVES OF THE PROJECT
The purpose of this project is to implement an Access Control System to monitor and protect the entire Unclaimed
Financial Assets Authority (UFAA) workspace from intrusion and other malicious vandalism.
The expected outcomes of the project will include the following:
5. Intrusion detection, prevention and monitoring system for the office general protection: This system shall be
able to effectively detect intrusion in all areas. Meanwhile, it shall allow the operators to control and monitor the
video signals from the cameras installed inside/close to the offices.
6. CCTV camera system: The system shall allow easy monitoring of the UFAA’s offices.
34
7. Security Alarms: The alarms placed on strategic places will be able to trigger and alert security and staff of any
unauthorized intrusion into the premises.
8. Biometric Access Control system: This system will control access into the office space through the use of
security cards, finger print, facial scan etc.
SCOPE OF WORK
Scope of work under this section covers installation of an Access control System and performance of work necessary
for the completion of installation of the system ensuring quality and timeliness as per specification hereunder. The
contractor shall provide all the required equipment and services, whether explicitly mentioned in these specifications or
not to fulfill the intent of the specification and to ensure the completeness, operation and maintainability of the system
at no extra cost to the Procuring Entity.
35
TECHNICAL SPECIFICATIONS FOR CCTV AND ACCESS CONTROL SYSTEMS
CCTV
S/No.
1
Feature
Indoor
domes
Quantity Minimum requirements
4
 The camera is designed to provide advanced image
support for resolutions up to 1080p,
 The camera provides dual-codec functionality, for
simultaneous transmission of H.264 and Motion
JPEG (MJPEG) video,
 The camera is designed to provide H.264
compressed video of up to 1080p res. at image
rates up to 30 images per second (ips),
 The camera uses a high-quality 1/2.5” Progressive
Scan CMOS image sensor,
 The camera is designed with an integrated
3.3~12mm Computar varifocal lens with DC Auto- Iris
functionality,
 The camera shall provide Color pictures in light as
low as 1.0 lux @ F1.6 and B&W pictures in light as
low as 0.15 lux @ F1.6,
 The camera shall be capable of accepting a power
source from either 12VDC, 24VAC or IEEE 802.3af
Power-over-Ethernet (PoE),
 The camera shall be capable of transmitting analog
PAL or NTSC (1Vp-p) video, for setup and installation
purposes,
 Full HD 1080p (1920 x 1080 pixels) (2.1 Megapixel)
maximum resolution,
 Provides True Day/Night functionality, allowing
automatic switching between Color mode and B&W
mode, as well as removal of an IR cut filter for
enhanced low light performance,
 The camera shall feature a motorized varifocal lens,
which allows the user to adjust the lens focal length
and focus remotely from a web-browser or any
supported NVR software,
 The camera shall support Backlight Compensation
(BLC),
 Protocols supported IPv4/6, HTTP, HTTPS, DNS,
DDNS, ICMP, DHCP, and ARP.
36
Bidders
response
2
IP Bullet
Camera
4
3
Video
Managem
ent
Software
(VMS)
1
 This device is certified FCC, CE, ROHS and ONVIF
compliant (conformant), allowing it to be accessed
using a generic ONVIF device driver.
 5MP resolution (1080p HD) with progressive scan
CMOS sensor
 Unsurpassed image quality in daytime and nighttime
 Intelligent Video Motion Detection
 Weather-proof IP66-rated housing
 Video Compression H.264, MJPEG & MPEG-4
 13 images per second at full resolution
 69 dB true dynamic range
 IP66 weatherproof rating
 Automatic Day/Night functionality with removable IR
cut filter to switch to Day or Night mode depending on
the light leve
 Minimum Illumination 0.03 Lux @ F1.8, 50 IRE (
Color ) and 0.001 Lux @ F1.8, 50 IRE ( B/W )
 Power input 12V DC, 24V AC or IEEE 802.3af PoE
Class 3
 Protocols supported IPv4/6, HTTP, HTTPS, DNS,
DDNS, ICMP, DHCP, ARP.
 This device is certified FCC,CE, ROHS and ONVIF
compliant (conformant), allowing it to be accessed
using a generic ONVIF device driver.
 Allows you to view and monitor up to 64 cameras at
one time.
 Enable motion detection video recording.
 Allow H.264 encryption.
 Allows you to run your own personal NVR as well as
video hosting web service.
 It is fully compatible most brand of cameras as well
as most other IP camera brands.
 Use motion or audio sensing to trigger recording, or
record continuously or periodically.
 Overlay the current date/time as well as a logo or
other information
 Optionally record audio
 Use a timer to determine when the system is armed
 Images may be captured as either JPEG images,
MPEG movies or
 Windows Media movies (full version)
37
4
High
Definition
LCD
Monitors
1
5
24 port
POE
switch
1
 Receive alerts via loudspeaker, email, instant
message, voice phone call (with automatic redial), or
external program/script
 Run Blue Iris as a Windows service so that only you
have control over its operation on a shared PC
 All passwords are stored encrypted
 Minimum server specifications to run the software
should be Intel Xeon quad core 1.6 Ghz 8MB L2
1066, 4GB RAM, 8TB HDD with expansion bays
 Screen Size 40"
 Minimum 1920 x 1080p full HD native resolution
 Must use energy saving LED backlighting rather than
cold cathode fluorescent lights (CCFL)
 Must provide picture in picture (PIP) for any
combination of 2 inputs
 Brightness: 450cd/㎡
 Must be energy Star certified, ensuring reliability in a
24/7 security installation environment
 Must be constructed of a lightweight aluminum frame
composition for desktop or wall mount installations
 Network Technology: Ethernet
 Product Type: Digital Signage Display
 Stand: wall mounted
 Video Signal: Analog RGB, DVI-D, CVBS, HDMI
 Sync. Signal: Separate H/V, Composite, SOG
 Connector: D-Sub, RS232C cable
 24 ports 10/100/1000BASE-T fast/gigabit Ethernet
 Address database size: 16000 Mac addresses
 Management: Managed switch
 Media type supported: Twisted pair
 Port/expansion slot details: 24 x fast Ethernet
network, 2 x gigabit Ethernet expansion slot
 Number of total expansion slots: 2, Expansion slot
type: SFP, Number of SFP slots: 2
 Management: MIB II, Command Line Interface (CLI),
SNMP v1/2c/3, QoS, VLAN, Web-based
Management, DHCP, Telnet, RMON, Intelligent
Management Center, sFlow
 Form factor: Rack-mountable, wallmountable,
desktop
38
 Latency: 100 Mb - less than 1.7 micro sec (LIFO 64byte packets), 1000 Mb - less than 1.1 micro sec
(LIFO 64-byte packets)
 Memory and processor: ARM9E at 800 MHz, 128 MB
flash, packet buffer size: 1.5 MB dynamically
allocated, 256 MB DDR3 DIMM
 Switching capacity: 12.8 Gbps, throughput: up to 9.5
million pps (64-byte packets), PoE capability: 195 W
 Power consumption: 237 W (maximum), 21.8 W
(standby)
 Input voltage: 100-127/200-240 VAC
 Environmental condition: Operating - 0 - 45 deg C,
humidity - 15 to 95% at 104 deg F (40 deg C)
(noncondensing), heat dissipation - 99 BTU/hr
(104.45 kJ/hr)
 Includes: 1 x HP 2530-24-PoE+ switch
 Complaint standards: IEEE 802.1ab (LLDP), IEEE
802.1D, IEEE 802.1p, IEEE 802.1Q, IEEE 802.1s,
IEEE 802.1w, IEEE 802.1x, IEEE 802.3, IEEE
802.3ab, IEEE 802.3ad (LACP), IEEE 802.3at, IEEE
802.3az, IEEE 802.3u, IEEE 802.3x
Access control and Biometric system
Sno
Feature
1
Fingerpr
int and
proximit
y card
reader,
unlimite
d users
2
Contactl
ess
printable
smart
cards
Quantity
Minimum requirements
 Ingress Protection Rate – IP65 rated waterproof and
weatherproof structure
 Identification Speed – 1 : 2,000 fingerprint
identification in 1 second
 Memory – 8MB flash + 16MB RAM
 Fingerprint Capacity – 1,000 fingerprints (2,000
templates)
 Log Capacity – 50,000 events
 RF Card – Mifare (13.56 MHz)
 Operating Voltage – 12VDC
 Authentication – Finger / PIN / Card.
 Anti-passback – Anti-passback capability
 Compatible with the proposed system
 13.56 MHz Frequency ISO 14443 Type A compliant
 Passive operation (no batteries required)
 Available in 1K (16 storage sectors) and 4K(40
storage sectors)
39
Bidders
response
3
Door
buzzer
4
Door
controlle
rs
 Anti-Collision supported
 ISO 1K contact less smart. ISO style thin, dye
sublimation printable.
 12 or 24 volt DC
 Continuous (Steady), Pulse or Dual tones
 2 types of pulse: 0.8 pulses every 1.2 seconds or 4
pulses every 6 second
 Dual tone which can be wired for steady or pulse tone
80-100 dBA/30cm
 4 Door 8 Reader Downloadable Reader
Interface/Controller
 On-Board Memory for up to 36,740
 Cardholders/11,833 Events with battery-less backup
 4 Inputs (Supervised or Unsupervised)
 Six-zone alarm system with inbuilt automatic
emergency dialer
 Easy to operate pocket remote control
 Control panel with built-in loud siren and entry chimes
 Programmable user security code
 Part arm feature for selected detectors
 Programmable entry delay, exit delay time period and
alarm duration
 Audible entry/exit countdown warning
 Detectors low battery warning indication for each zone
5
Alarm
System
 System activated memory indicates zone of intrusion
 System test mode for servicing and detector battery
replacement
 One-touch panic button in case of emergency
 Intelligent site-code learning
 Operates with unlimited amount of wireless detector
accessories
 Full tamper protection
 Calls up to six telephone numbers (16 digits
maximum)
 Delivers 20 seconds alarm notification voice message
in your own voice
 Programmable automatic call-out dialing cycle (up to 9
times)
 Intelligent telephone line ring back tone learning
40
 EEPROM retains programmed data and voice
message if power is lost
 Remote listen-in module allows the called party to
monitor and talk to the designated location
 Allows remote programming via any DTMF telephone
line for system arming, and disarming
 Line seize capability prevents from off-hook
interference
 Telephone line-cut status indication
41
42
AC1 and AC2 ----Access Control
SECTION VII -
STANDARD FORMS
Notes on the Standard Forms:
7.1
Form of Tender
This form must be completed by the tenderer and submitted with the tender documents. It
must also be duly signed by duly authorized representative of the tenderer.
7.2
Confidential Business Questionnaire Form
This form must be completed by the tenderer and submitted with tender documents
7.3
Tender Security Form
When required by the tender document the tenderer shall provide the tender security either
in the form included therein after or in another format acceptable to the procuring entity.
7.4
Contract Form
The Contract form shall not be completed by the tenderer at the time of submitting the
tenderer at the time of submitting the tender. The contract form shall be completed after
contract award.
7.5
Performance Security form
The performance security form should not be completed by the tenderer at the time of
tender preparation. Only the successful tenderer will be required to provide performance
security in the sum provided herein or in another form acceptable to the procuring entity.
7.6
Bank Guarantee for Advance Payment.
When there is an agreement to have Advance payment, this form must be duly completed.
7.7
Manufacturer’s Authorization Form
When required by the tender document, this form must be completed and submitted with
the tender document. This form will be completed by the manufacturer of the goods where
the tender is an agent.
44
7.1
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
Nos. ………………………………. [insert numbers].the receipt of which is hereby duly
acknowledged, we, the undersigned, offer to supply deliver, install and commission (
…………………………………………… (insert equipment description) in conformity with the
said tender documents 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 of this Tender.
2. We undertake, if our Tender is accepted, to deliver install and commission the
equipment 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 in a sum of
equivalent to
percent of the Contract Price for the due performance of the
Contract , in the form prescribed by ………………. ……………….( Procuring entity).
4. We agree to abide by this Tender for a period of …… [number] days from the
date fixed for tender opening of the Instructions to tenderers, and it shall remain binding
upon us and may be accepted at any time before the expiration of that period.
5. This Tender, together with your written acceptance thereof and your notification
of award, shall constitute a Contract, between us. Subject to signing of the Contract by the
parties.
6. We understand that you are not bound to accept the lowest or any tender that
you may receive.
Dated this
day of
[signature]
Duly authorized to sign tender for an on behalf of
20
[in the capacity of]
45
7.2
CONFIDENTIAL BUSINESS QUESTIONNAIRE FORM
You are requested to give the particulars indicated in Part 1 and either Part 2(a), 2(b) or 2
(c ) whichever applied to your type of business
You are advised that it is a serious offence to give false information on this form
Part 1 – General:
Business Name ……………………………………………………………………………………………………..
Location of business premises. ……………………………………………………………………………………..
Plot No………………………………………………… Street/Road ………………………………………………..
Postal Address …………………………….. Tel No. …………………. Fax ………………. E mail …………….
Nature of Business ,………………………………………………………………………………………………..
Registration Certificate No. ………………………………………………………………………………………
Maximum value of business which you can handle at any one time – Kshs.
…………………………………………
Name of your bankers …………………………………………….. Branch ………………………………………
46
Part 2 (a) – Sole Proprietor
Your name in full …………………………………………………….. Age ………………………..
Nationality ………………………………… Country of origin …………………………………….
 Citizenship details
…………………………………………………………………………………….

Part 2 (b) Partnership
Given details of partners as follows:
Name
Nationality
Citizenship Details
Shares
1. ……………………………………………………………………………………………………….
2. ………………………………………………………………………………………………………
3. ……………………………………………………………………………………………………..
4. ……………………………………………………………………………………………………..
Part 2 (c ) – Registered Company
Private or Public
……………………………………………………………………………………………………….
State the nominal and issued capital of companyNominal Kshs. ………………………………
Issued Kshs. …………………………………
Given details of all directors as follows
Name
Nationality
Citizenship Details
Shares
1………………………………………………………………………………………………………………………..
2. ……………………………………………………………………………………………………………………..
3. ………………………………………………………………………………………………………………………
4. ………………………………………………………………………………………………………………………
5 ……………………………………………………………………………………………………………………….
Date ………………………………………………………….. Seal/Signature of Candidate
………………………………..
47
7.3
TENDER SECURITY FORM
Whereas ……………………………………………. [name of the tenderer]
(hereinafter called “the tenderer”) has submitted its tender dated …………. [date of
submission of tender] for the supply, installation and commissioning of
………………………………[name and/or description of the equipment]
(hereinafter called “the Tender”) …………………………………………….. KNOW ALL
PEOPLE by these presents that WE ……………………… ……………… of
…………………………………………. having our registered office at …………………
(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
20
.
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
2.
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 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 tender 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)
48
7.4
CONTRACT FORM
THIS AGREEMENT made the
day of
20
between
……………… [name of Procurement entity) of ……….. [country of Procurement entity]
(hereinafter called “the Procuring entity) of the one part and …………………….. [name of
tenderer] of ………….. [city and country of tenderer] (hereinafter called “the tenderer”) of
the other part;
WHEREAS the Procuring entity invited tenders for [certain goods ] and has accepted a
tender by the tenderer 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.
In this Agreement words and expressions shall have the same meanings as are
respectively assigned to them in the Conditions of Contract referred to:
2.
The following documents 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 tenderer
(b)
the Schedule of Requirements
(c )
the Technical Specifications
(d)
the General Conditions of Contract
(e)
the Special Conditions of contract; and
(f)
the Procuring entity’s Notification of Award
3.
In consideration of the payments to be made by the Procuring entity to the tenderer
as hereinafter mentioned, the tenderer hereby covenants with the Procuring entity to
provide the goods and to remedy the defects therein in conformity in all respects with the
provisions of this Contract
4.
The Procuring entity hereby covenants to pay the tenderer in consideration of the
provisions 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.
IN WITNESS whereof the parties hereto have caused this Agreement to be executed in
accordance with their respective laws the day and year first above written.
Signed, sealed, delivered by
the
(for the Procuring entity)
Signed, sealed, delivered by
presence of
the
(for the tenderer in the
49
7.5
PERFORMANCE SECURITY FORM
To ………………………………………….
[name of Procuring entity]
WHEREAS …………………………………… [name of tenderer] (hereinafter called “the
tenderer”) has undertaken , in pursuance of Contract No.
[reference number of the contract] dated
20
to
supply
……………………………………………… [description of goods] (hereinafter called “the
Contract”).
AND WHEREAS it has 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
figure] 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 you 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
20
Signed and seal of the Guarantors
[name of bank or financial institution]
[address]
[date]
(Amend accordingly if provided by Insurance Company)
50
7.6
BANK GUARANTEE FOR ADVANCE PAYMENT
To
………………………………
[name of Procuring entity]
[name of tender] …………………..
Gentlemen and/or Ladies:
In accordance with the payment provision included in the Special Conditions of Contract,
which amends the General Conditions of Contract to provide for advance payment,
…………………………………………………. [name and address of tenderer](hereinafter
called “the tenderer”) shall deposit with the Procuring entity a bank guarantee to guarantee
its proper and faithful performance under the said Clause of the Contract an amount of ……
…………………. [amount of guarantee in figures and words].
We, the ……………………………. [bank or financial institutions], as instructed by the
tenderer, agree unconditionally and irrevocably to guarantee as primary obligator and not
as surety merely, the payment to the Procuring entity on its first demand without
whatsoever right of objection on our part and without its first claim to the tenderer, in the
amount not exceeding …………………… [amount of guarantee in figures and words]
We further agree that no change or addition to or other modification of the terms of the
Contract to be performed there-under or of any of the Contract documents which may be
made between the Procuring entity and the tenderer, shall in any way release us from any
liability under this guarantee, and we hereby waive notice of any such change, addition, or
modification.
This guarantee shall remain valid in full effect from the date of the advance payment
received by the tenderer under the Contract until ………… [date].
Yours truly,
Signature and seal of the Guarantors
[name of bank or financial institution]
[address]
[date]
51
7.7
MANUFACTURER’S AUTHORIZATION FORM
To
[name of the Procuring entity] ………………….
WHEREAS …………………………………………………………[ name of the manufacturer]
who are established and reputable manufacturers of ………………….. [name and/or
description of the 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 against tender No.
………………………. [reference of the Tender] for the above goods manufactured by us.
We hereby extend our full guarantee and warranty as per the General 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 an authorized person.
52
7.8. LETTER OF NOTIFICATION OF AWARD
Address of Procuring Entity
_____________________
_____________________
To:
RE: Tender No.
Tender Name
This is to notify that the contract/s stated below under the above mentioned tender have
been awarded to you.
1. Please acknowledge receipt of this letter of notification signifying your acceptance.
2. The contract/contracts shall be signed by the parties within 30 days of the date of
this letter but not earlier than 14 days from the date of the letter.
3. You may contact the officer(s) whose particulars appear below on the subject
matter of this letter of notification of award.
(FULL PARTICULARS)
SIGNED FOR ACCOUNTING OFFICER
53
7.9
FORM RB 1
REPUBLIC OF KENYA
PUBLIC PROCUREMENT ADMINISTRATIVE REVIEW BOARD
APPLICATION NO…………….OF……….….20……...
BETWEEN
…………………………………………….APPLICANT
AND
…………………………………RESPONDENT (Procuring Entity)
Request for review of the decision of the…………… (Name of the Procuring Entity) of
……………dated the…day of ………….20……….in the matter of Tender No………..…of
…………..20…
REQUEST FOR REVIEW
I/We……………………………,the above named Applicant(s), of address: Physical
address…………….Fax No……Tel. No……..Email ……………, hereby request the Public
Procurement Administrative Review Board to review the whole/part of the above mentioned
decision on the following grounds , namely:1.
2.
etc.
By this memorandum, the Applicant requests the Board for an order/orders that: 1.
2.
etc
54
SIGNED ……………….(Applicant)
Dated on…………….day of ……………/…20…
FOR OFFICIAL USE ONLY
Lodged with the Secretary Public Procurement Administrative Review Board on …………
day of ………....20….………
SIGNED
Board Secretary
55
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