Tender for Leasing of Various ICT hardware

Tender for Leasing of Various ICT hardware
POSTAL CORPORATION OF KENYA
PCK/PROC/51/2015/2016
TENDER FOR LEASING OF VARIOUS ICT HARDWARE
POSTA HOUSE
P.O. BOX 34567 – 00100
NAIROBI, KENYA.
FEBRUARY 2016
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TABLE OF CONTENTS
INTRODUCTION
SECTION I
INVITATION TO TENDER ……………………………..…………..3
SECTION II
INSTRUCTIONS TO TENDERERS ………….………………..……5
Appendix to Instructions to tenderers ………….………………..…..20
SECTION III
GENERAL CONDITIONS OF CONTRACT………………...…..…22
SECTION IV
SPECIAL CONDITIONS OF CONTRACT …………………..…... 27
SECTION V
TECHNICAL SPECIFICATIONS ...………………...………..…....30
SECTION VI
SCHEDULE OF REQUIREMENTS …………………..……………32
CONDITIONS/CRITERIA FOR PLACEMENT…….……………..39
SECTION VII
PRICE SCHEDULE …………………………………….……..……40
SECTION VIII
EVALUATION CRITERIA ………………………….………..……50
SECTION IX
STANDARD FORMS ………………………..……………………..53
9.1 FORM OF TENDER…………………….………..……………..54
9.2 CONFIDENTIAL BUSINESS & QUESTIONNAIRE FORM...55
9.3 TENDER SECURITY FORM …………………...…..………….58
9.4 CONTRACT FORM………………………..……………………59
9.5 PERFORMANCE SECURITY FORM………..………..………60
9.6 BANK QUARANTEE FOR ADVANCE PAYMENT……...... .61
9.7 MANUFACTURERS AUTHORIZATION FORM……………62
9.8 LETTER OF NOTIFICATION OF AWARD……….……….... 63
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SECTION I
DATE:
TENDER REF NO:
TENDER NAME:
INVITATION TO TENDER
11TH FEBRUARY 2016
PCK/PROC/51/2015/2016
TENDER FOR LEASING OF VARIOUS ICT HARDWARE
1. The Postal Corporation of Kenya (hereafter referred to as “PCK”) invites sealed
bids from eligible candidates as indicated below:No. Tender No.
Description
Closing Date
1
PCK/PROC/51/2015/2016 Tender for Leasing of 01/03/2015
various ICT Hardware
2. This Tender is open to all firms that are Manufacturers or Agents to bid and
they are required to show authenticated evidence that they have recently
satisfactorily carried out supplies similar to the ones proposed above. Only
firms that demonstrate their previous experience will have their tender
considered.
3. Interested eligible candidates may obtain further information from and inspect
the tender documents at PCK, Procurement Department, Kenyatta Avenue,
Posta House, Annex Building 1st Floor during normal working hours.
4. A complete set of tender document may be obtained from PCK by interested
candidates upon payment of a non- refundable fee of Kshs. 1,000/= in cash
payable to The Postmaster General. Alternatively, the document can be
downloaded from the official Posta Website: www.posta.co.ke or from the
IFMIS supplier portal: https://supplier.treasury.go.ke, however, during
submission of the tender documents, a copy of a Miscellaneous Receipt
obtained from the PCK HQ cashier or from the PCK Regional Cash Office
should be attached. Bidders who download the tender document from the
website must forward their particulars immediately to the email address:
tenders@posta.co.ke so as to facilitate any further tender clarifications /
addenda
5. The tender will be submitted in two documents i.e. Technical proposal and
Financial Proposal separately and clearly marked. The technical proposal must
be consistent with the terms of reference and contain all information requested
in the specifications. In preparing the technical proposal the bidder must bear in
mind the award criteria against which it will be evaluated. The technical
document should not indicate the prices. The financial proposal must include a
detailed financial breakdown.
6. The Completed Tender documents (Technical and Financial proposals) must be
enclosed in an outer plain sealed envelopes and clearly marked with tender
reference number and be deposited in the Tender Box at PCK, Kenyatta
st
Avenue, Posta House, 1 Floor and be addressed to;THE HEAD,
SUPPLY CHAIN DEPARTMENT,
POSTAL CORPORATION OF KENYA
P. O. BOX 34567- 00100
NAIROBI
so as to be received on or before 1ST MARCH 2016 11.00 AM.
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7. PCK’s Procurement and Stores' Management Policy is "Just-In-Time"
purchase and items will be leased as and when required. PCK may award the
whole tender or each of the items in the tender individually.
8. Bidders are encouraged to visit PCK’s or IFMIS websites from time to time
before tender closure for any uploaded information through addendum
/clarification for this tender.
9. Prices quoted should be net inclusive of all taxes and delivery must be in
Kenya Shillings and shall remain valid for 180 days from the closing date of the
tender.
10. Tenders MUST be accompanied by an original bid security of Kshs. 200,000.00
and in the form specified in the tender document. The bid bond should be
contained in the Technical proposal.
11. Tenders (Only technical proposals) will be opened immediately thereafter in
the presence of the Candidates or their representatives who choose to attend
at PCK Board Room, Kenyatta Avenue, PCK HOUSE, 7th Floor.
FOR: THE POSTMASTER GENERAL
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SECTION II -
INSTRUCTIONS TO TENDERERS
Table of Clauses
Page
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
2.27
2.28
2.29
2.30
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Eligible Tenderers…………………………………….…………….……....…. 6
Eligible Equipment……………………………….……………..…………....…. 6
Cost of Tendering………………………………...……………………..…....…. 6
Contents of Tender Document………………………………………..……....…. 7
Clarification of Tender Documents…………………………..……………....…. 7
Amendment of Tender Document………………….…….……..…………....…. 7
Language of Tender……………………………………………..…………....…. 8
Documents Comprising the Tender…………………………..……………....…. 8
Tender Forms………………………………………………………………....…. 8
Tender Prices…………………..……………………………..……………....…. 8
Tender Currencies………...…………………………………..……………....…. 9
Tenderers Eligibility and Qualifications……………………..……….……....…. 9
Goods’ Eligibility and Conformity to Tender Document……...…………....…. 10
Tender Security………………………………………………...…………....…. 11
Validity of Tenders……………………………………...…..……………....…. 11
Format and Signing of Tenders……………………………………..…….....…. 11
Sealing and Marking of Tenders………………………………..………….....….12
Deadline for Submission of Tender ……………………………………….....….13
Modification and Withdrawal of Tenders…………………..………………...….13
Opening of Tenders………………………………………………………......…. 14
Clarification of Tenders…………………………………..……………….....…. 14
Preliminary Examination……………………..…………..…………….…....…. 14
Conversion to Single Currency………………………..…..………………....…. 15
Evaluation and Comparison of Tenders…………………..………………..….. 15
Contacting the Procuring Entity…………………………..…….……………… 16
Award of Contract…………………………………….….……………………. 16
Notification of Award…………………………………..………………………. 18
Signing of Contract…………………………………..……….……………. 18
Performance Security ……………………………..………….………...….. 18
Corrupt or Fraudulent Practices…………………..…….…………………. 18
SECT ION 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
invitation to tender.
2.1.2 PCK employees, committee members, board members and their relatives (spouse and
children) are not eligible to participate in the tender.
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 PCK 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 PCK 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 be Kshs. 1000.00
2.3.3 PCK 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
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 inquiry of the tender documents may notify PCK
through email or by post at PCK’s address indicated in the invitation for tenders. PCK
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 PCK. Written copies of PCK 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 PCK 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, PCK, 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.
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2.6.2 All prospective tenderers that have obtained the tender documents (through purchase
or by downloading and forwarding their details to PCK via the email
tenders@posta.co.ke) will be notified of the amendment through email or by post and
will be binding on them.
2.6.3 In order to allow prospective tenderers reasonable time in which to take the
amendment into account in preparing their tenders, PCK, at its discretion, may extend
the deadline for the submission of tenders.
2.6.4 Bidders are encouraged to visit PCK or IFMIS websites from time to time before
tender closure for any uploaded information through addendum /clarification for this
tender.
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 PCK, 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 on placement basis.
2.10
Tender Prices
2.10.1 The tenderer shall indicate on the appropriate Price Schedule the unit prices where
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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)
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:
(ii)
charges for inland transportation, insurance, and other local costs incidental to
delivery of the goods to their final destination; and
(iii)
installation charges shall also be indicated separately for each equipment
(iv)
Indicate terms and conditions of leasing of the hardware.
2.10.3 Prices quoted by the tenderer 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.
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.
2.12.2 The documentary evidence of the tenderers eligibility to tender shall establish to PCK
satisfaction that the tenderer, at the time of submission of its tender, is from an
eligible source country as defined under paragraph 2.1
2.12.3 The documentary evidence of the tenderers qualifications to perform the contract if its
tender is accepted shall establish to PCK satisfaction;
(a)
that, in the case of a tenderer offering to lease out 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
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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
Equipment 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 and reagents which the tenderer proposes to supply under the contract.
2.13.2 The documentary evidence of the eligibility of the equipment shall consist of
statement in the Price Schedule of the country of origin of the equipment offered
which shall be confirmed by a certificate of origin issued at the time of shipment as
stated in paragraph 2.2.
2.13.2 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 the contract period years, following
commencement of the use of the equipment by PCK: and
c) a clause-by-clause commentary on PCK Technical Specifications
demonstrating substantial responsiveness of the equipment and reagents
service to those specifications, or a statement of deviations and exceptions to
the provisions of the Technical Specifications.
2.13.3 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
PCK 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 PCK’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 in any of the forms
specified below unless otherwise specified in the Appendix to Instructions to
Tenderers:a. A Bank Guarantee
b. Cash
c. Such Insurance Guarantee approved by the Authority
d. Letter of Credit
2.14.2 The tender security shall be Kshs. 200,000.00. The tender security shall be
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denominated in Kenya Shillings or in another freely convertible currency. The bid
bond should be contained in the Technical proposal.
2.14.3 The tender security is required to protect PCK against the risk of the Tenderer’s
conduct which would warrant the security’s forfeiture, pursuant to paragraph 2.14.7.
2.14.4 Any tender not secured in accordance with paragraph 2.14.1 and 2.14.3 will be
rejected by PCK as non-responsive, pursuant to paragraph 2.22 .
2.14.5 Unsuccessful Tenderer’s tender security will be discharged or returned as promptly as
possible but not later than thirty (30) days after the expiration of the period of tender
validity prescribed by PCK.
2.14.6 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
2.14.7 The tender security may be forfeited:
a) if a tenderer withdraws its tender during the period of tender validity specified by
PCK 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 Tenders shall remain valid for 180 days or as specified in the tender documents after
date of tender opening prescribed by PCK, pursuant to paragraph 2.20. A tender
valid for a shorter period shall be rejected by PCK as non-responsive.
2.15.3
2.16
In exceptional circumstances, PCK 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.
Format and Signing of Tender
2.16.1 The technical proposal shall be separate from the financial proposal and shall not
include any financial information.
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2.16.2 Technical proposal
In preparing the Technical proposal, the individual tenderer are expected to examine
the documents consisting the Tender in detail. Material deficiencies in providing the
information requested may result in rejection of a proposal.
2.16.3 Financial proposal
In preparing the financial proposal, the individual tenderer are expected to take into
account the following:a. The Financial proposal should include the payable taxes.
b. The fees shall be expressed in Kenya Shillings or in any other freely convertible
currency.
c. The Financial proposal must remain valid for 180 days after the submission date.
d. The financial proposal may also include other costs as necessary, which will be
considered.
2.16.4 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.
2.16.5 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. The latter authorization shall be indicated by written power –
of- attorney the tender. All pages of the tender, except for unamended printed
literature, shall be initialed by the person or persons signing the tender.
2.16.6 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
217.1 The technical proposal and the financial proposal will be prepared in indelible ink. It
shall contain no interlineations or overwriting, except as necessary to correct errors
made by the individual tenderer. Any such corrections must be initialed by the
individual tenderer.
2.17.2 For each proposal the individual tenderer shall prepare the proposals in the number of
copies indicated above. Each Technical proposal and financial proposal shall be
marked “ORIGINAL” or “COPY” as appropriate. If there are any discrepancies
between the original and the copies of the proposal, the original shall govern.
2.17.3 The original and all copies of the Technical proposal shall be placed in a sealed
envelope clearly marked “TECHNICAL PROPOSAL”, and the original and all
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copies of the financial proposal in a sealed envelope duly marked “FINANCIAL
PROPOSAL”. Both envelopes shall be placed in an outer envelope and sealed. This
outer envelope shall bear the procuring entities address and other information
indicated in the appendix to the instructions to tenderer and clearly marked “DO
NOT OPEN before 1ST MARCH 2016 AT 11:00 AM. If the outer envelope is not
sealed and marked as required by paragraph 2.17, PCK will assume no responsibility
for the tender’s misplacement or premature opening.
2.17.4 The completed Technical and Financial proposals must be delivered at the submission
address on or before the time and date of the submission of the proposals indicated in
the appendix to the instructions to tenderer. Any proposals received later than the
closing date for submission of proposals shall be rejected and returned to the
individual tenderer unopened. For this purpose the inner envelope containing the
technical and financial proposals will bear the address of the individual tenderer
submitting the proposals.
2.17.5 After the deadline for submission of proposals the outer envelope and the technical
proposals shall be opened immediately by the opening committee. The financial
proposals shall be marked with the individual tenderer number allocated at the time of
opening the outer envelope and the technical proposals but shall remain sealed and in
the custody of a responsible officer of PCK up to the time set for opening them.
2.18
Deadline for Submission of Tenders
2.18.1 Tenders must be received by PCK at the address specified under paragraph 2.17.2 not
later than 1ST MARCH 2016 AT 11:00 AM.
2.18.2 PCK 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 PCK 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 PCK 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 PCK 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,
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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 PCK will open all tenders in the presence of tenderers’ representatives who choose to
attend, at the time and in the location specified in the invitation to tender. 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
PCK, at its discretion, may consider appropriate, will be announced at the opening.
2.20.3 PCK will prepare minutes of the tender opening.
2.21
Clarification of Tenders
2.21.1 To assist in the examination, evaluation and comparison of tenders PCK 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 PCK in PCK’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 PCK 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
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figures the amount in words will prevail
2.22.3 PCK 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 PCK 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. PCK’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 PCK 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, PCK 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 PCK will evaluate and compare the tenders which have been determined to be
substantially responsive, pursuant to paragraph 2.22
2.24.2 PCK’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 PCK 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;
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(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)
PCK 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 PCK be 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. PCK may consider the alternative payment schedule offered by the selected
tenderer.
(c )
Spare parts and after sales service facilities
PCK reserves the right to request a replacement unit for each unit that fails to
meet performance expectations at no expense. Replacement will be a like-for-like
or higher basis. In case the item is taken for repair, overhaul, service or
maintenance, a temporary replacement will be installed beforehand for use.
2.24.6 The tender evaluation committee shall evaluate the tender within 30 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%
2.25
Contacting PCK.
2.25.1 Subject to paragraph 2.21 no tenderer shall contact PCK 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 PCK 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, PCK 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.
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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 PCK 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 PCK 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 PCK 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.
(c)
PCK’s Right to Accept or Reject Any or All Tenders
2.26.6 PCK 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 PCK’s action
2.26.7 PCK may at any time terminate procurement proceedings before contract award and
shall not be liable to any person for the termination
2.26.8 PCK 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 it’s 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.
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2.27
Notification of Award
2.27.1 Prior to the expiration of the period of tender validity, PCK 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.
2.27.3 Upon the successful Tenderer’s furnishing of the performance security pursuant to
paragraph 2.29, PCK will simultaneously inform the other tenderers that their tenders
have not been successful.
2.28
Signing of Contract
2.28.1 At the same time as PCK notifies the successful tenderer that its tender has been
accepted, PCK will simultaneously inform the other tenderers that their tenders have
not been successful.
2.28.2 After fourteen (14) days of receipt of the Contract Form, the successful tenderer shall
sign and date the contract and return it to PCK.
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.
2.29
Performance Security
2.29.1 Within Thirty (30) days of the receipt of notification of award from PCK, 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 PCK.
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 PCK may make the award to the
next lowest evaluated Candidate or call for new tenders.
2.30
Corrupt or Fraudulent Practices
2.30.1 PCK 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 PCK 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.
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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.
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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 PARTICULARS OF APPENDIX TO INSTRUCTIONS TO
TO
TENDERS
TENDERERS
REFERENCE
2.18.3
Bulky Tenders
Bulky tenders, which will not fit in the tender box, shall be received
at the office of the Head/Supply Chain on the closing day before
11.00 AM.
2.14.1
Tender Security
Tender security shall be Kshs. 200,000.00.
The security shall be in form of a bank draft or bank guarantee
issued by a reputable bank located in Kenya or bond from an
insurance company as provided in the format in the tender document
and shall be in Kenya shillings.
2.25.1
Preference
PCK shall not allow preference in the evaluation of tenders
2.27.5
Varying of Quantities
PCK reserves the right at the time of contract award to increase or
decrease the quantity of goods originally specified in the schedule of
requirements by 25%.
2.27.4
Right to award Contract:PCK reserves the right to award the contract in whole or in
part without any change in the Unit price or other terms and
conditions.
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SECTION III:
GENERAL CONDITIONS OF CONTRACT
Table of Clauses
Page
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
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Definitions……………………………………….…….. 22
Application……………………………………….……. 22
Country of Origin……………………………………… 22
Standards ……………………………………………… 22
Use of Contract Documents and Information ………… 22
Patent Rights……………………………………………. 23
Performance Security…………………………………… 23
Inspection and Tests……………………………….……. 23
Packing…………………………………………….……. 24
Delivery and Documents…………………………..…… 24
Insurance ………………………………………….……… 24
Payment………………………………………….………. 24
Price……………………………………………….…….. 24
Assignments………………………………………….…. 25
Sub contracts……………………………………….….….. 25
Termination for Default………………………………….. 25
Liquidated Damages…………………………………….. 25
Resolution of Disputes………………………………….. 25
Language and law………………………………………. 26
Force Majeure ………………………………………….. 26
Notices ………………………………………..………… 26
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 PCK 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 PCK under the Contract.
(d)
“PCK” 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 PCK for the
procurement installation and commissioning of equipment to the extent that they are
not superseded by provisions of other part of contract in this case the contract for
placement.
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 PCK 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 PCK 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 PCK 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 PCK and shall be returned (all copies) to PCK on completion
22 | P a g e
of the Tenderer’s performance under the Contract if so required by PCK.
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/solutions or any part thereof in PCK’s country.
3.7
Performance Security
3.7.1 Within thirty (30) days of receipt of the notification of Contract award, the successful
tenderer shall furnish to PCK the performance security in the amount specified in
Special Conditions of Contract.
3.7.2 The proceeds of the performance security shall be payable to PCK 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 PCK and shall be in the form
a)
b)
c)
d)
Cash
Bank Guarantee
Such insurance guarantee approved by the Authority
Letter of credit.
3.7.4 The performance security will be discharged by PCK and returned to the Candidate
not later 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 PCK or its representative shall have the right to inspect and/or to test the equipment
to confirm their conformity to the Contract specifications. PCK 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 PCK.
3.8.3 Should any inspected or tested equipment fail to conform to the Specifications, PCK
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
PCK.
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3.8.4 PCK 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 PCK or its
representative prior to the equipment delivery.
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 PCK 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 PCK 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 25% of the
24 | P a g e
original contract price.
3.13.4 Price variation requests shall be processed by PCK within 30 days of receiving the
request.
3.14. Assignment
3.14.1 The tenderer shall not assign, in whole or in part, its obligations to perform under
this Contract, except with PCK’s prior written consent
3.15. Subcontracts
3.15.1 The tenderer shall notify PCK 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 PCK 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
period(s) specified in the Contract, or within any extension thereof granted
by PCK
(b)
if the tenderer fails to perform any other obligation(s) under the Contract
(c)
if the tenderer, in the judgment of PCK has engaged in corrupt or
fraudulent practices in competing for or in executing the Contract
3.16.2 In the event PCK 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 PCK 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, PCK shall, without prejudice to its other remedies under the
contract, deduct from the contract prices liquidated damages sum equivalent to 0.5%
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 PCK 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
25 | P a g e
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.
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.
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SECTION IV
-
SPECIAL CONDITIONS OF CONTRACT
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.
4.1
Performance Security
The amount of the performance security as a percentage of the Contract price shall be
5%. The performance security shall be denominated in Kenya Shillings and shall be
in the form of a bankers cheque, bank guarantee or irrevocable letter of credit issued
by a reputable bank located in Kenya or bond from an insurance company.
4.2
Payment Terms
The method and conditions of payment to the tenderer under this contract shall
be as follows:
(i)
(ii)
(iii)
(iv)
4.3
payment for the Goods shall be made in Kenya shillings
payment for the Goods shall be made by PCK's cheque
there shall be no advance payment under this contract
Payments will be made by PCK, within ninety (90) days after
submission of an invoice and a statement or claim by the tenderer.
Prices
Prices quoted by the tenderer shall be fixed during the tenderers performance of the
contract and not subject to variation on any account for the period of contract except
due to statutory / legislative requirement and foreign exchange fluctuations. PCK
will only absorb exchange rate fluctuations beyond 10% of the Central Bank of
Kenya (CBK) mean exchange rate at the date of bidding. Unit price quoted shall be
inclusive of all other charges incidental to the delivery of goods to our stores.
4.4
Delivery and testing of equipment.
a) Delivery and testing of the equipment shall be made by the tenderer to PCK and in
accordance with the time schedule prescribed by contract between PCK and the
parties in the Local Purchase Orders.
b) If at any time during the performance of the Contract, the tenderer should encounter
conditions impeding timely delivery of the Goods, the tenderer shall promptly
notify PCK in writing of the fact of the delay, its likely duration and its causes. On
receipt of the tenderer's notice, PCK shall evaluate the situation and may at its
discretion extend the tender's time for delivery with or without liquidated damages,
in which case the extension shall be ratified by PCK by amendment of the Local
Purchase Order.
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c) Except as provided under the General Conditions of contract paragraph 3.21
delay by the tenderer in the performance of its delivery obligations shall render
the tenderer liable to the
imposition of liquidated damages pursuant to
paragraph 3.18 unless an extension of time is agreed upon pursuant to paragraph
2 (b) above without application of liquidated damages.
d) Upon delivery and completion of testing and acceptance of the equipment, the
tenderer shall notify PCK and forward the following documents to PCK:
(a)
(b)
Delivery note giving details as (a) above.
Certificate of Origin.
PCK with the arrival of the Goods shall receive the above documents, and if not
received, the Goods will be rejected and the tenderer will be responsible for any
consequent expenses.
4.5
Standards
(i)
(ii)
4.6
The supplier warrants that the Goods leased under the contract are new,
unused and conforms to the specifications indicated in the Contract and/or
Local Purchase Orders. The supplier further warrants that all Goods supplied
under this contract shall have no defects, arising from design, materials or
workmanship (except when the design and/or material is required by PCK's
specification) or from any act or omission of the tenderer that may develop
under normal use of the supplied Goods in the Conditions prevailing in
PCK.
If, for reasons attributed to the tenderer, these warranties are not attained
in whole or in part. the supplier shall either:
(a)
make such changes, modifications and/or additions to the
goods or any part thereof as may be necessary in order to attain
the contracted warranties specified in the contract at its own
cost and expense and to carry out further performance tests to
the satisfaction of PCK, or
(b)
Replace such Goods with the ones that conform to the
specifications in the contract at his own costs.
Ownership Transfer:The item(s) shall remain the property of the vendor and the vendor shall maintain
the items in acceptable working order. Any machine deemed unacceptable shall be
replaced at the vendor’s expense. If the goods are rejected after being tested, they
shall be collected as promptly as possible as but not later than 7 days failure to
which demurrages charges shall accrue at rate of 2% of the total value and be
disposed after 21 days at suppliers cost.
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4.7
The Tenderers shall submit a statement confirming that they have not been debarred
from participating from public procurement.
4.8
Dispute Resolution.
4.8.1 Any dispute arising out of the contract which cannot be amicably settled between the
parties shall be referred by either party to the arbitration and final decision of a
person to be agreed between the parties. Failing agreement to concur in the
appointment of an arbitrator, the arbitrator shall be appointed by the chairman of the
Chartered Institute of Arbitrators, Kenya Branch, on the request of the applying
party.
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SECTION V -
5.1
TECHNICAL SPECIFICATIONS
GENERAL
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.
5.1.2 Tenderers must indicate on the specifications sheets whether the equipment offered
comply with each specific requirement.
5.1.3 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
5.1.4 The tenderers are requested to present information along with their offers as follows;(i)
(ii)
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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
SECTION VI No.
SCHEDULE OF REQUIREMENTS
ITEM DESCRIPTION
1.
COMPUTERS
PROCESSOR : MINIMUM INTEL CORE I5
OPERATING SYSTEM: GENUINE WINDOWS 7,
PRELOADED SOFTWARE: MS OFFICE 2013
PROFESSIONAL WITH LICENSE, OEM DRIVERS AND
APPLICATIONS
MEMORY: 4GB
CLOCK SPEED: 3.0 GHZ
MEMORY TYPES DDR3-1066/1333, OF MEMORY
CHANNELS 2 & ABOVE
HDD: MINIMUM 500 GB SATA
ROM-DVD + RW (DVD WRITER),
GRAPHICS MEMORY: MINIMUM 64 MB VGA
CONTROLLER
ARCHITECTURE: PCI/AGP BUS
INTERFACE: FRONT 2USB 2.0, REAR 6 USB 2.0, 1
STARNDARD SERIAL PORT & 1 OPTIONAL SERIAL, 1
PARALLEL, VGA, AUDIO IN/OUT HEADPHONE &
MICROPHONE PORTS.
MONITOR: 21'TFT SCREEN
AUDIO: INTEGRATED INTERNAL SPEAKERS
KEYBOARD: STANDARD QWERTY KEYBOARD
NETWORK INTERFACE CARD: 10/100/1000 FAST
ENTERNET NIC
INPUT POWER: 220-240 VAN, 50HZ, POWER CABLE
WARRANTY: 1YEAR
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ANNUAL
ESTIMATE
D QTY
450
2.
UNINTERRUPTIBLE POWER SUPPLY (UPS)
450
UNINTERRUPTIBLE POWER SUPPLY, AUTOMATIC
VOLTAGE REGULATION, 400 WATTS/650 VA, 230V, 1
IEC 320 SURGE PROTECTION CONNECTION, 3 IEC 320
C13 BATTERY BACKUP CONNECTIONS, 45-65 HZ, 1.2
MINUTES, REPLACEABLE LEAK-PROOF SEALED
LEAD-ACID SUSPENDED ELECTROLYTE BATTERY ,
LED STATUS DISPLAY WITH ON LINE : ON BATTERY :
REPLACE BATTERY AND OVERLOAD INDICATORS
AUDIBLE ALARM
ALARM WHEN ON BATTERY : DISTINCTIVE LOW
BATTERY ALARM : OVERLOAD CONTINUOUS TONE
, 2-DETACHABLE IEC (C13-C14) POWER CODES,
TYPICAL BACKUP TIME
AT HALF LOAD
14.8 MINUTES (200 WATTS) ,
AT FULL LOAD
4.7 MINUTES (400 WATTS)
1 YEAR WARRANTY
3.
BLUE TOOTH HANDHELD BAR CODE SCANNERS – ZEBEX –
Z- 3191BT

RADIO RANGE MIN 40M

CABLE-FREE SCANNING USING BLUETOOTH
TECHNOLOGY WITH INTERFACES USING USB

UP TO 14,000 SCANS PER CHARGE

SCAN PATTERN SINGLE SCAN LINE

LIGHT SOURCE VISIBLE LASER DIODE 650 NM + 10 NM

LASER POWER 0.96 MW (PEAK)

DEPTH OF SCAN FIELD 0 MM - 203 MM (0” - 8”) FOR 0.33
MM (13 MIL) BAR CODES

WIDTH OF SCAN FIELD 64 MM (2.5”) @ FACE; 249 MM
(9.8”) @ 203 MM (8.0”)
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450

SCAN SPEED 72 + 2 SCAN LINES PER SECOND

NUMBER CHARACTERS READ UP TO 80 DATA
CHARACTERS

BEEPER OPERATION 7 TONES OR NO BEEP

INDICATORS (LED) BLUE = LASER ON, READY TO SCAN;
YELLOW = AUTO TRIGGER MODE ACTIVE

BATTERY CAPACITY/RECHARGE TIME 14000 SCANS
PER CHARGE/RECHARGE TIME = 2.5 HRS

4.
1 YEAR WARRANTY
POINT OF SALES TERMINAL (POS) – INGENICO MODEL
IWL284
MODEL : IWL284 SERIES- MODEL IWL284-11T1440A
 PROCESSOR : ARM 9 & ARM 7

MEMORY : 64 AM/128 MB FLASH MICRO-SD READER

SIM : DUAL SIM

SAM : UP TO 3 UP TO 3

CARD READERS : SMART CARD 1 + 2ND OPTIONAL
MAGSTRIPE CONTACTLESS

DISPLAY CHARACTERISTICS : TRANSMISSIVE TFT-LCD
TRANSFLECTIVE LCD QVGA 240X320 PIXELS HVGA 256
000 COLOURS - 3,5" 256 000 CAPACITIVE TOUCHSCREEN

TERMINAL CONNECTIVITY -MAIN CONNECTIVITY IS
GPRS FAILOVER IS LAN : WIRELESS GPRS OR
3G/GPRS/LAN

KEYBOARD : BACKLIT OPERATIONAL KEYS 16
NAVIGATION KEYS- KEYS EMULATED ON THE
TOUCHSCREEN

AUDIO : SPEAKER & BUZZER

THERMAL PRINTER : SPEED IN LINES/SECOND 30L/S
30L/S PAPER ROLL CAGE Ø25 OR 40 MM Ø25 OR 40 MM

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POWER SUPPLY : TERMINAL/BASE 5V 1A 5V 1A
400
TERMINAL CAR CHARGER 5V 0,75A - OPTION 5V 0,75A OPTION

BATTERIES : LI-ION 2050MAH LI-ION 2200 MAH

TERMINAL SIZE : LXWXH (PAPER ROLL CAGE Ø25MM)
150MM X 78MM X 44MM 150MM X 78MM X 44MM
LXWXH (PAPER ROLL CAGE Ø40MM) 150MM X 78MM X
54MM 150MM X 78MM X 54MM

WEIGHT : 285 G 300 G

CUSTOMIZATION : PRINTER COVER FLAP OPTION
TOP CASING OPTION

TERMINAL BASE : CHARGER, USB A ETHERNET 10/100
BASE T

ENVIRONMENT : OPERATING TEMPERATURE 0°C TO
+45°C 5°C TO +45°C; STORAGE TEMPERATURE -20 TO
+55°C -20 TO +55°C; RELATIVE HUMIDITY 85% HR AT
+40°C 85%; HR AT +40°C NON- CONDENSING
5.

SECURITY : ONLINE & OFFLINE PCI-PTS 3.X PCI-PTS 3.X

WARRANTY : 2 YEARS
PRINTERS – EPSON LX 350
LX-350 SPECIFICATION:
 PRINT METHOD: 9-PIN, SERIAL, IMPACT DOT MATRIX,
NARROW CARRIAGE

COLUMNS: 106 COLUMNS

NUMBER OF PINS: 9 PINS

COLOR: BLACK

PRINT DIRECTION: BI-DIRECTION WITH LOGIC SEEKING

CONTROL CODE: ESC/P, IBM PPDS EMULATION

PRINT SPEED: HIGH SPEED DRAFT 440 CPS AT 10 CPI
DRAFT 330 CPS AT 10 CPI LQ 110 CPS AT 10 CPI
ACOUSTIC NOISE: 57 DB(A), 54 DB(A) AT LOW NOISE
34 | P a g e
250
MODE INPUT

BUFFER: 128 KBYTES INTERFACE BI-DIRECTIONAL
PARALLEL INTERFACE (IEEE-1284 NIBBLE MODE
SUPPORTED)

USB2.0, FULL SPEED
 RIBBON CARTRIDGE COLOUR BLACK

HEAD LIFE : 400 MILLION STROKES/PIN CONTROL
PANEL FONT, PAUSE, TEAR OFF, LF/FF, LOAD/EJECT
MICRO ADJUST, RESET, PANEL LOCK OUT, SELF TEST
DATA DUMP AND DEFAULT SETTINGS
ENVIRONMENTAL CONDITIONS (OPERATING)
TEMPERATURE 5 TO 35 ºC HUMIDITY 10 TO 80 % RH
ELECTRICAL SPECIFICATION RATED VOLTAGE AC 220
TO 240 V RATED FREQUENCY 50-60HZ POWER
CONSUMPTION APPROX. 37.5 W APPROX. 2.6 W IN
SLEEP MODE 0 W IN ®
6.

PRINTER " SOFTWARE CD

INSTRUCTIONS AND NOTICE SHEETS

POWER CABLE

DATA CABLE -USB

1 YEAR WARRANTY
PRINTERS – SLIP PRINTERS (TM U220) – FOR COUNTERS
EPSON -TM-U220
 PRINT FONTS: FONT 9 X 9 / 7 X 9

CHARACTER SET: 95 ALPHANUMERIC, 37
INTERNATIONAL, 128 X 12 GRAPHIC TABLES

DATA BUFFER: RECEIVE BUFFER 4K BYTES OR 40
BYTES, NV BIT IMAGE 128K BYTES, USER NV MEMORY
8K BYTES

35 | P a g e
INTERFACES: USB
300

PRINT SPEED: 4.7 _ 6 LPS

PAPER DIMENSIONS: TYPE A 76MM X 83MM DIAMETER

PAPER THICKNESS: 0.05 - 0.08MM, MAX TOTAL
THICKNESS 0.14MM

INKED RIBBON: ERC-38 (B) (B/R)

COPY CAPABILITY: ORIGINAL + 1 COPY

POWER REQUIREMENTS: 24 VDC, UNIVERSAL
INTERNALLY MOUNTED MEAN 31W

WARRANTY: ATLEAST 1 YEAR

ACCESSORIES: DATA CABLE, USER
GUIDE/INSTALLATION SOFTWARES, POWER CORD,
PAPER ROLL, INK RIBBON.
7.
10
HEAVY DUTY PRINTERS
RECOMMENDED MINIMUM TECHNICAL SPECIFICATIONS
HEAVY DUTY LASERJET PRINTER
ITEM: REQUIREMENT

DUAL SCAN DOCUMENT PROCESSOR

CONFIGARATION: ENTERPRISE NETWORK
MONOCHROME PRINTER WITH STANDARD DUPLEX
5000*2 PAPER DRAWERS AND 200 SHEET
MULTIPURPOSE TRAY.OPTIONAL PAPER HANDLING
AND ADVANCED FINISHING
 PAPER CAPACITY 500*2 SHEETS
 PRINT SPEED AND THROUGHPUT UP TO 50PP BLACK
 PRINT TECHNOLOGY: LASER BLACK
 MEMORY: STANDARD 128 MB UPGRADABLE TO 640 MB
 MEMORY SLOTS :2 X100 -PIN DDR DIMM
 PROCESSOR SPEED:
AT LEAST 540MHZ
 FIRST PAGE OUT LESS THAN 8 SEC
36 | P a g e




LANGUAGES :PCL 5E,PCL 6, POSTSCRIPT 3 EMULATION
MEDIA CAPACITY :100 MULTIPURPOSE TRAY
500-SHEET INPUT TRAYS
MANUAL FEEDING TRAY INCLUDING ENVELOPES,
LABELS, TRANSPARENCIES AND SPECIAL MEDIA
 OUTPUT TRAY UP TO 3000 SHEETS
 MEDIA SIZES : LETTER, LEGAL, EXECUTIVE, A4 AND A3
 MEDIA TYPES PLAIN PAPER, ENVELOPES,
TRANSPARENCIES, COPIER, BOND (60 TO 200 G/M2)
 DUPLEX PRINTING:

AUTOMATIC (STANDARD)
CONNECTIVITY
STANDARD 10/100 BASE TX, HIGH SPEED USB2.0 BI DIRECTIONAL PARALLEL IEEE1284,USB HOST( FULL
SPEED)
o
RJ 45 ETHERNET PORT

HARD DISK :

DUTY CYCLE 200,000 PER MONTH

NETWORK : YES (STANDARD)

COMPATIBILITY :
o
20GB
SMART SWITCH PRINTER LANGUAGE
SENSING
o
LINUX COMPATIBLE STANDARD
o
PCL XL EMULATION STANDARD

SOFTWARE DRIVERS FOR WINDOWS SERVER
2003/2008/2010, WINDOWS XP/VISTA/2007/7/8


8.
WARRANTY : ONE YEAR
ORIGINAL DETAILED AND HIGHLIGHTED
BROCHURES MUST BE SUBMITTED

1 YEAR WARRANTY
PRINTERS – LASERJET PRINTERS – HP M402DN (
DESKTOP LASER JET PRINTER HP M402DN)
 PRINT SPEED, BLACK (NORMAL QUALITY MODE) UP TO
35 PPM
37 | P a g e

PRINT SPEED FOOTNOTE ) AS FAST AS 8.0 SEC

PRINT RESOLUTION, BLACK UP TO 1200 X 1200 DPI

PRINT TECHNOLOGY LASER
350

UP TO 50,000 PAGES

MONTHLY PRINT VOLUME 750 TO 3000 PAGES

WARRANTY: ONE-YEAR,

CONNECTIVITY: 1 HI-SPEED USB 2.0


1 HOST USB

1 ETHERNET 10/100/1000T NETWORK PORT
NETWORK READY: STANDARD (BUILT-IN GIGABIT
ETHERNET)

CABLE; USB DATA CABLE, POWER CABLE

MEMORY, STANDARD 64 MB

MEMORY, MAXIMUM 320 MB

PROCESSOR SPEED 600 MHZ

PRINT LANGUAGES, STANDARD

HP PCL 5C; HP PCL 6; HP POSTSCRIPT LEVEL 3
EMULATION WITH AUTOMATIC LANGUAGE
SWITCHING

PAPER TRAY(S), STANDARD 2

PAPER TRAY(S), MAXIMUM 3
NOTE: The lease period will be for a period of four years (48 months).
38 | P a g e
CONDITIONS/CRITERIA FOR LEASING
The vendor must be authorized by the manufacturer to supply the proposed items and must meet our
set requirements. During the four (4) year lease period, the items shall remain the property of
vendor and the vendor shall maintain the items in acceptable working order. Any machine deemed
unacceptable shall be replaced at vendor’s expense. The successful vendor must meet the following
leasing terms;
1. Supply the item as per the attached technical specification on a lease agreement basis.
2. Proposed item must be new.
3. Maintain the item in optimal condition and efficient operating mode by supplying parts and
consumables necessary for optimal performance.
4. Provide staff with the basic user training necessary to ensure optimized operation.
5. Include full support with onsite target response time of 3-4 hours to all product and service
calls.
6. PCK reserves the right to request a replacement unit for each unit that fails to meet
performance expectations at no expense.
7. Provide a certificate or letter from the manufacturer stating that the service and supply
dealer is authorized for the equipment proposed.
8. Provide monthly update on performance.
9. Assign a dedicated technician with reliable contact details.
10. Provide detailed service history and equipment performance upon request. Service sheets should
be signed and stamped by PCK.
11. Perform proactive preventive maintenance (PM) service for each unit installed according to the
PM schedule specified by the equipment manufacturer.
12. Equipment installations and removals will be done in consultation with PCK.
13. Replacement will be a like-for-like or higher basis. In case the item is taken for repair,
overhaul, service or maintenance, a temporary replacement will be installed beforehand for
use.
14. Equipment must be compatible with Windows and Linux OSes for desktop PC and standard
network environment. It should also be compatible with application software in Windows
and Linux environment.
15. The vendor will fully insure the equipment installed to guard against such risk as may be
necessary.
16. All equipment/products must be tested by the vendor at PCK premises. PCK will avail a
technician/systems engineer to work with the vendor during testing.
39 | P a g e
SECTION VII -
PRICE SCHEDULE OF GOODS
Name of Tender: TENDER FOR LEASING OF VARIOUS ICT HARDWARE
Tender Number: PCK/PROC/51/2015/2016
1. Prices quoted by the tenderer 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. Based on the information contained in the Description of the items, Tenderers should
provide a breakdown of costs in the format shown below.
No. Item Description
1 COMPUTERS
PROCESSOR : MINIMUM INTEL CORE I5
OPERATING SYSTEM: GENUINE WINDOWS 7,
PRELOADED SOFTWARE: MS OFFICE 2013
PROFESSIONAL WITH LICENSE, OEM DRIVERS AND
APPLICATIONS
MEMORY: 4GB
CLOCK SPEED: 3.0 GHZ
MEMORY TYPES DDR3-1066/1333, OF MEMORY
CHANNELS 2 & ABOVE
HDD: MINIMUM 500 GB SATA
ROM-DVD + RW (DVD WRITER),
GRAPHICS MEMORY: MINIMUM 64 MB VGA
CONTROLLER
ARCHITECTURE: PCI/AGP BUS
INTERFACE: FRONT 2USB 2.0, REAR 6 USB 2.0, 1
STARNDARD SERIAL PORT & 1 OPTIONAL SERIAL, 1
PARALLEL, VGA, AUDIO IN/OUT HEADPHONE &
MICROPHONE PORTS.
MONITOR: 21'TFT SCREEN
AUDIO: INTEGRATED INTERNAL SPEAKERS
40 | P a g e
Monthly Rental
Charge/Per
Machine inclusive
of VAT
Terms and
conditions of
leasing the
hardware
KEYBOARD: STANDARD QWERTY KEYBOARD
NETWORK INTERFACE CARD: 10/100/1000 FAST
ENTERNET NIC
INPUT POWER: 220-240 VAN, 50HZ, POWER CABLE
WARRANTY: 1YEAR
2 UNINTERRUPTIBLE POWER SUPPLY (UPS)
UNINTERRUPTIBLE POWER SUPPLY, AUTOMATIC
VOLTAGE REGULATION, 400 WATTS/650 VA, 230V, 1
IEC 320 SURGE PROTECTION CONNECTION, 3 IEC
320
C13 BATTERY BACKUP CONNECTIONS, 45-65 HZ, 1.2
MINUTES, REPLACEABLE LEAK-PROOF SEALED
LEAD-ACID SUSPENDED ELECTROLYTE BATTERY ,
LED STATUS DISPLAY WITH ON LINE : ON BATTERY
:
REPLACE BATTERY AND OVERLOAD INDICATORS
AUDIBLE ALARM
ALARM WHEN ON BATTERY : DISTINCTIVE LOW
BATTERY ALARM : OVERLOAD CONTINUOUS TONE
, 2-DETACHABLE IEC (C13-C14) POWER CODES,
TYPICAL BACKUP TIME
AT HALF LOAD
14.8 MINUTES (200 WATTS) ,
AT FULL LOAD
4.7 MINUTES (400 WATTS)
1 YEAR WARRANTY
3 BLUE TOOTH HANDHELD BAR CODE SCANNERS –
ZEBEX –Z- 3191BT

RADIO RANGE MIN 40M

CABLE-FREE SCANNING USING BLUETOOTH
41 | P a g e
TECHNOLOGY WITH INTERFACES USING
USB

UP TO 14,000 SCANS PER CHARGE

SCAN PATTERN SINGLE SCAN LINE

LIGHT SOURCE VISIBLE LASER DIODE 650 NM
+ 10 NM

LASER POWER 0.96 MW (PEAK)

DEPTH OF SCAN FIELD 0 MM - 203 MM (0” - 8”)
FOR 0.33 MM (13 MIL) BAR CODES

WIDTH OF SCAN FIELD 64 MM (2.5”) @ FACE;
249 MM (9.8”) @ 203 MM (8.0”)

SCAN SPEED 72 + 2 SCAN LINES PER SECOND

NUMBER CHARACTERS READ UP TO 80 DATA
CHARACTERS

BEEPER OPERATION 7 TONES OR NO BEEP

INDICATORS (LED) BLUE = LASER ON, READY
TO SCAN; YELLOW = AUTO TRIGGER MODE
ACTIVE

BATTERY CAPACITY/RECHARGE TIME 14000
SCANS PER CHARGE/RECHARGE TIME = 2.5
HRS

1 YEAR WARANTY
4 POINT OF SALES TERMINAL (POS) – INGENICO
MODEL IWL284
MODEL : IWL284 SERIES- MODEL IWL284-11T1440A
 PROCESSOR : ARM 9 & ARM 7

MEMORY : 64 AM/128 MB FLASH MICRO-SD
READER

42 | P a g e
SIM : DUAL SIM

SAM : UP TO 3 UP TO 3

CARD READERS : SMART CARD 1 + 2ND
OPTIONAL MAGSTRIPE CONTACTLESS

DISPLAY CHARACTERISTICS : TRANSMISSIVE
TFT-LCD TRANSFLECTIVE LCD QVGA
240X320 PIXELS HVGA 256 000 COLOURS - 3,5"
256 000 CAPACITIVE TOUCHSCREEN

TERMINAL CONNECTIVITY -MAIN
CONNECTIVITY IS GPRS FAILOVER IS LAN :
WIRELESS GPRS OR 3G/GPRS/LAN

KEYBOARD : BACKLIT OPERATIONAL KEYS
16 NAVIGATION KEYS- KEYS EMULATED ON
THE TOUCHSCREEN

AUDIO : SPEAKER & BUZZER

THERMAL PRINTER : SPEED IN
LINES/SECOND 30L/S 30L/S PAPER ROLL
CAGE Ø25 OR 40 MM Ø25 OR 40 MM

POWER SUPPLY : TERMINAL/BASE 5V 1A 5V
1A TERMINAL CAR CHARGER 5V 0,75A OPTION 5V 0,75A - OPTION

BATTERIES : LI-ION 2050MAH LI-ION 2200
MAH

TERMINAL SIZE : LXWXH (PAPER ROLL CAGE
Ø25MM) 150MM X 78MM X 44MM 150MM X
78MM X 44MM LXWXH (PAPER ROLL CAGE
Ø40MM) 150MM X 78MM X 54MM 150MM X
78MM X 54MM

WEIGHT : 285 G 300 G

CUSTOMIZATION : PRINTER COVER FLAP
43 | P a g e
OPTION
TOP CASING OPTION

TERMINAL BASE : CHARGER, USB A
ETHERNET 10/100 BASE T

ENVIRONMENT : OPERATING TEMPERATURE
0°C TO +45°C 5°C TO +45°C; STORAGE
TEMPERATURE -20 TO +55°C -20 TO +55°C;
RELATIVE HUMIDITY 85% HR AT +40°C 85%;
HR AT +40°C NON- CONDENSING

SECURITY : ONLINE & OFFLINE PCI-PTS 3.X
PCI-PTS 3.X

WARRANTY : 2 YEARS
5 PRINTERS – EPSON LX 350
LX-350 SPECIFICATION:
 PRINT METHOD: 9-PIN, SERIAL, IMPACT DOT
MATRIX, NARROW CARRIAGE

COLUMNS: 106 COLUMNS

NUMBER OF PINS: 9 PINS

COLOR: BLACK

PRINT DIRECTION: BI-DIRECTION WITH
LOGIC SEEKING

CONTROL CODE: ESC/P, IBM PPDS
EMULATION

PRINT SPEED: HIGH SPEED DRAFT 440 CPS AT
10 CPI DRAFT 330 CPS AT 10 CPI LQ 110 CPS
AT 10 CPI ACOUSTIC NOISE: 57 DB(A), 54
DB(A) AT LOW NOISE MODE INPUT

BUFFER: 128 KBYTES INTERFACE BIDIRECTIONAL PARALLEL INTERFACE (IEEE-
44 | P a g e
1284 NIBBLE MODE SUPPORTED)

USB2.0, FULL SPEED
 RIBBON CARTRIDGE COLOUR BLACK

HEAD LIFE : 400 MILLION STROKES/PIN
CONTROL PANEL FONT, PAUSE, TEAR OFF,
LF/FF, LOAD/EJECT MICRO ADJUST, RESET,
PANEL LOCK OUT, SELF TEST DATA DUMP
AND DEFAULT SETTINGS ENVIRONMENTAL
CONDITIONS (OPERATING) TEMPERATURE 5
TO 35 ºC HUMIDITY 10 TO 80 % RH
ELECTRICAL SPECIFICATION RATED
VOLTAGE AC 220 TO 240 V RATED
FREQUENCY 50-60HZ POWER CONSUMPTION
APPROX. 37.5 W APPROX. 2.6 W IN SLEEP
MODE 0 W IN ®

PRINTER " SOFTWARE CD

INSTRUCTIONS AND NOTICE SHEETS

POWER CABLE

DATA CABLE -USB

1 YEAR WARRANTY
6 PRINTERS – SLIP PRINTERS (TM U220) – FOR
COUNTERS
EPSON -TM-U220
 PRINT FONTS: FONT 9 X 9 / 7 X 9

CHARACTER SET: 95 ALPHANUMERIC, 37
INTERNATIONAL, 128 X 12 GRAPHIC TABLES

DATA BUFFER: RECEIVE BUFFER 4K BYTES
OR 40 BYTES, NV BIT IMAGE 128K BYTES,
USER NV MEMORY 8K BYTES
45 | P a g e

INTERFACES: USB

PRINT SPEED: 4.7 _ 6 LPS

PAPER DIMENSIONS: TYPE A 76MM X 83MM
DIAMETER

PAPER THICKNESS: 0.05 - 0.08MM, MAX
TOTAL THICKNESS 0.14MM

INKED RIBBON: ERC-38 (B) (B/R)

COPY CAPABILITY: ORIGINAL + 1 COPY

POWER REQUIREMENTS: 24 VDC, UNIVERSAL
INTERNALLY MOUNTED MEAN 31W

WARRANTY: ATLEAST 1 YEAR

ACCESSORIES: DATA CABLE, USER
GUIDE/INSTALLATION SOFTWARES, POWER
CORD, PAPER ROLL, INK RIBBON.
7 HEAVY DUTY PRINTERS
RECOMMENDED MINIMUM TECHNICAL
SPECIFICATIONS
HEAVY DUTY LASERJET PRINTER
ITEM: REQUIREMENT

DUAL SCAN DOCUMENT PROCESSOR

CONFIGARATION: ENTERPRISE NETWORK
MONOCHROME PRINTER WITH STANDARD
DUPLEX 5000*2 PAPER DRAWERS AND 200
SHEET MULTIPURPOSE TRAY.OPTIONAL
PAPER HANDLING AND ADVANCED
FINISHING
 PAPER CAPACITY 500*2 SHEETS
 PRINT SPEED AND THROUGHPUT UP TO 50PP
46 | P a g e
BLACK
 PRINT TECHNOLOGY: LASER BLACK
 MEMORY: STANDARD 128 MB UPGRADABLE
TO 640 MB
 MEMORY SLOTS :2 X100 -PIN DDR DIMM
 PROCESSOR SPEED:
AT LEAST 540MHZ
 FIRST PAGE OUT LESS THAN 8 SEC
 LANGUAGES :PCL 5E,PCL 6, POSTSCRIPT 3
EMULATION
 MEDIA CAPACITY :100 MULTIPURPOSE TRAY
 500-SHEET INPUT TRAYS
 MANUAL FEEDING TRAY INCLUDING
ENVELOPES, LABELS, TRANSPARENCIES
AND SPECIAL MEDIA
 OUTPUT TRAY UP TO 3000 SHEETS
 MEDIA SIZES : LETTER, LEGAL, EXECUTIVE,
A4 AND A3
 MEDIA TYPES PLAIN PAPER, ENVELOPES,
TRANSPARENCIES, COPIER, BOND (60 TO 200
G/M2)
 DUPLEX PRINTING:

AUTOMATIC
(STANDARD) CONNECTIVITY
STANDARD 10/100 BASE TX, HIGH SPEED
USB2.0 BI -DIRECTIONAL PARALLEL
IEEE1284,USB HOST( FULL SPEED)
o
RJ 45 ETHERNET PORT

HARD DISK :

DUTY CYCLE 200,000 PER MONTH

NETWORK : YES (STANDARD)

COMPATIBILITY :
o
20GB
SMART SWITCH PRINTER
LANGUAGE SENSING
o
LINUX COMPATIBLE
STANDARD
o
47 | P a g e
PCL XL EMULATION
STANDARD

SOFTWARE DRIVERS FOR
WINDOWS SERVER 2003/2008/2010,
WINDOWS XP/VISTA/2007/7/8

WARRANTY : ONE YEAR

ORIGINAL DETAILED AND
HIGHLIGHTED BROCHURES MUST BE
SUBMITTED
8 PRINTERS – LASERJET PRINTERS – HP M402DN
(DESKTOP LASER JET PRINTER HP M402DN)

PRINT SPEED, BLACK (NORMAL QUALITY
MODE) UP TO 35 PPM

PRINT SPEED FOOTNOTE ) AS FAST AS 8.0 SEC

PRINT RESOLUTION, BLACK UP TO 1200 X
1200 DPI

PRINT TECHNOLOGY LASER

UP TO 50,000 PAGES

MONTHLY PRINT VOLUME 750 TO 3000 PAGES

WARRANTY: ONE-YEAR,

CONNECTIVITY: 1 HI-SPEED USB 2.0

1 HOST USB

1 ETHERNET 10/100/1000T
NETWORK PORT

NETWORK READY: STANDARD (BUILT-IN
GIGABIT ETHERNET)

CABLE; USB DATA CABLE, POWER CABLE

MEMORY, STANDARD 64 MB

MEMORY, MAXIMUM 320 MB
48 | P a g e

PROCESSOR SPEED 600 MHZ

PRINT LANGUAGES, STANDARD

HP PCL 5C; HP PCL 6; HP POSTSCRIPT LEVEL 3
EMULATION WITH AUTOMATIC LANGUAGE
SWITCHING

PAPER TRAY(S), STANDARD 2

PAPER TRAY(S), MAXIMUM 3
PCK’s Procurement and Stores' Management Policy is "Just-In-Time" purchase and
items will be leased as and when required. PCK may award the whole tender or each of
the items in the tender individually. Note that the lease term will be a period of four (4)
years.
Signature and Rubber Stamp of tenderer
_________________________________
49 | P a g e
SECTION VIII
EVALUATION CRITERIA
Evaluation on bids will be conducted in three stages namely:Stage 1: Preliminary Examination of Tender
Proof of availability of the following documents:1. Submission of two Tender documents securely bound and clearly marked
(original and copy) book bound or spiral.
2. Evidence of having purchased the tender document (attach a copy of the
Miscellaneous Receipt obtained from the HQ or Regional cashier).
3. Certificate of Incorporation, Partnership or Business Registration.
4. Company Profile.
5. Copy of Tax Compliance Certificate/exemption certificate
6. Original Bid Bond of Kshs. 200,000.00 and valid for 180 days from date of
tender opening.
7. Tender must be valid for a period of 180 days.
8. Bank recommendation indicating ability to undertake large projects.
9. Tender form duly completed and signed.
10. Business questionnaire duly completed, stamped and signed.
Documentary evidence in form of copies and originals where applicable must be
provided for the requirements stated above. 100% compliance will be required to
proceed to next evaluation stage. Failure to provide ANY of the requirements leads to
automatic disqualification.
Stage 2: - Product Evaluation
1
2
3
4
5
Evaluation will be done against brochure /Literature as per specifications.
Bidder must submit a Manufacturer’s authorization of the Equipment they intend to
lease authorizing them to sell and service the Equipment.
Bidder must submit three (3) client recommendation letters where a similar
service was undertaken within the last 2 years. All three must be of the
individual equipment(s).
Documents showing qualifications of staff to handle the process.
Indicate terms and conditions of leasing of the equipment. The terms and
conditions must be acceptable to PCK.
In addition to the above, the vendor must meet the following leasing terms:LEASING TERMS
1
2
Supply the item as per the attached technical
specification on a lease agreement basis.
Proposed item must be new.
50 | P a g e
SUPPLIER/VENDOR’S
RESPONSE/COMMENTS
3
4
5
Maintain the item in optimal condition and efficient
operating mode by supplying parts and consumables
necessary for optimal performance.
Provide staff with the basic user training necessary to
ensure optimized operation.
Include full support with onsite target response time of 3-4
hours to all product and service calls.
8
PCK reserves the right to request a replacement unit for
each unit that fails to meet performance expectations at
no expense.
Provide a certificate or letter from the manufacturer
stating that the service and supply dealer is authorized
for the equipment proposed.
Provide monthly update on performance.
9
Assign a dedicated technician with reliable contact details.
6
7
10 Provide detailed service history and equipment performance
11
12
13
14
15
16
upon request. Service sheets should be signed and stamped
by PCK.
Perform proactive preventive maintenance (PM) service for
each unit installed according to the PM schedule specified
by the equipment manufacturer.
Equipment installations and removals will be done in
consultation with PCK.
Replacement will be a like-for-like or higher basis. In
case the item is taken for repair, overhaul, service or
maintenance, a temporary replacement will be installed
beforehand for use.
Equipment must be compatible with Windows and Linux
OSes for desktop PC and standard network environment.
It should also be compatible with application software in
Windows and Linux environment.
The vendor will fully insure the equipment installed to
guard against such risk as may be necessary.
All equipment/products must be tested by the vendor at
PCK premises. PCK will avail a technician/systems
engineer to work with the vendor during testing.
Bids which meet the criteria as set out in stage 2 will proceed to the next stage of financial
evaluation.
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Stage 3: - Financial Evaluation
Evaluation will involve the following:(a). Determination of evaluated price for each bid using the following:i) Check for any arithmetic errors in the Tender
ii) Conversion of all tender sum to the same currency using a uniform exchange rate
prevailing at the closing date of the Tender
iii)
Application of any discount offered on the tender
(b) Ranking of Tenders according to their evaluated prices. The best evaluated bidder
(lowest cost which meets the criteria as set out in stage 1 and 2 of the evaluation) will be
the winning bidder. PCK may however choose to award the whole tender or each of the
items in the tender individually.
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SECTION IX
-
STANDARD FORMS
Notes on the Standard Forms:
10.1 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.
10.2 Confidential Business Questionnaire Form
This form must be completed by the tenderer and submitted with tender documents
10.3 Tender Security Form
The tenderer shall provide the tender security either in the form included therein after or in
another format acceptable to the procuring entity.
10.4 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.
10.5 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.
10.6 Bank Guarantee for Advance Payment.
When there is an agreement to have Advance payment, this form must be duly completed.
10.7 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.
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SECTION 9 -
9.1
STANDARD FORMS
FORM OF TENDER
Date
Tender No.
To:
[name and address of PCK]
Gentlemen and/or Ladies:
1. Having examined the tender documents including All addendum the receipt of
which is hereby duly acknowledged, we, the undersigned, offer to supply & deliver (
…………………………………………… (insert item description) in conformity with the
said tender documents for the sum of ………………………………………………………….
(total tender amount in words and figures)
2. We undertake, if our Tender is accepted, to deliver the item 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 5% percent of the Contract Price for the due performance of the Contract, in the
form prescribed PCK.
4. We agree to abide by this Tender for a period of 180 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 you may
receive.
Dated this
day of
[signature]
Duly authorized to sign tender for an on behalf of
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20
[in the capacity of]
9.2 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
Mandatory
Part 1 – General:
Business Name
……………………………………………………………………………………………………..
Location of business premises.
……………………………………………………………………………………..
Plot No………………………………………………… Street/Road
………………………………………………..
Postal Address …………………………….. Tel No. ………………..company Mobile ……………….
E mail address…………………………….Contact Person ……………………Mobile……………….
Nature of
Business,………………………………………………………………………………………….
Registration Certificate No. ………………………………………………………………………………
Maximum value of business which you can handle at any one time – Kshs. ……………………………
Name of your bankers …………………………………………….. Branch. ……………………………
Complete part 2(a), 2(b) or 2(c)
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.……………………………………………………………………………………………………..
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Part 2 (c ) – Registered Company
Private or Public
……………………………………………………………………………………………………….
State the nominal and issued capital of company: Nominal Kshs. …………………………………
Issued Kshs. …………………………………
Given details of all directors as follows
Name
Nationality
Citizenship Details
Shares
1…………………………………………………………………………………………………………
2.…………………………………………………………………………………………………………
3.…………………………………………………………………………………………………………
4.…………………………………………………………………………………………………………
5 …………………………………………………………………………………………………………
NB: If a Kenya Citizen, indicate under “Citizenship Details” whether by Birth, Naturalization
or Registration.
Mandatory
Part 3 (a) – Pursuant to section 33(1) and 33(2) of the public procurement Act 2005 and section
26 of the Regulations 2006. This must be signed by all Directors Partner (s) /Sole Proprietor of the
Company
1 /we the Director(s) of Company/Firm ……………………………………………………….hereby
declare that I /we are not a board member , employee or even a relative to any employee of
PCK.
Given details of partners /Directors /Sole proprietor as follows:
Name
Nationality
Citizenship Details
Signature
1……………………………………………………………………………………………………….
2………………………………………………………………………………………………………
3……………………………………………………………………………………………………..
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Mandatory
Part 3(b)
Pursuant to section 115 of the Public Procurement and Disposal Act 2005, I/ we the Directors/
Partners/Sole Proprietor of this Company/Firm ……………………………..confirm that
company /Firm ………………………………………………….has not been debarred in Kenya
not to
Participate in any Tender/Bidding in Kenya.
Name
Nationality
Citizenship Details
Signature
1………………………………………………………………………………………………………
2.……………………………………………………………………………………………
3.…………………………………………………………………………………………………………
4.………………………………………………………………………………………………………
5 ……………………………………………………………………………………………………
Sign ………………………………Date ……………………………Stamp………………...
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9.3 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 …………….. (POSTAL CORPORATION
OF Kenya} (Hereinafter called “PCK”) in the sum of
………………………………….. For which payment well and truly to be made to the said
PCK, 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 PCK 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 PCK up to the above amount upon receipt of its first
written demand, without PCK having to substantiate its demand, provided that in its demand PCK
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]
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9.4 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:
(d)
(e)
(f)
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
the General Conditions of Contract
the Special Conditions of contract; and
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
of
the
(for the tenderer in the presence
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9.5 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
Signed and seal of the Guarantors
[name of bank or financial institution]
[address]
[date]
(Amend accordingly if provided by Insurance Company)
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20
9.6 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]
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9.7 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.
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9.8
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
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