Healthy Animals - Healthy People - Healthy Environment

PRE-QUALIFICATION OF SUPPLIERS 2018 - 2022


VSFS Prequalification Document


TABLE OF CONTENTS

  • 1. GENERAL INSTRUCTIONS
    • Important Notes for Applicants
  • 2. GENERAL BUSINESS QUESTIONNAIRE
    • 2.1. GENERAL BUSINESS INFORMATION
    • 2.2. COMPANY PROFILE
    • 2.3. DECLARATION
  • 3.     2018/2022 VSF SUISSE PROCUREMENT CATEGORIES
  • 4.    PREQUALIFICATION EVALUATION CRITERIA
  • 5.    PREQUALIFICATION TIMELINE


I. GENERAL INSTRUCTIONS

 

Non-Governmental organizations are obliged to account for donor money in a transparent and auditable manner. It is for this reason that we have chosen an open prequalification procedure to find reliable and predictable suppliers to achieve our goal of best value for money. Those interested are requested to avail answers to a number of questions.

  • 1.    You are requested to provide all the information as per the prequalification document.
  • 2.    Clearly indicate the procurement category being applied for.
  • 3.    VSF-Suisse will examine the documents for completeness and responsiveness to the Prequalification Questionnaire (PQQ) requirements. Incorrect information will render the document ineligible.
  • 4.    The Prequalification package should be submitted bound with all pages numbered, countersigned and stamped.
  • 5.    The Prequalification Committee shall not be responsible for loss of documents through loose binding.

Important Notes for Applicants

  • The purpose of this document is to assist VSF-Suisse in the identification and evaluation of potential suppliers who may subsequently be invited to tender or provide quotations for the supply of goods and/or services within the respective procurement categories for the years 2018-2022.
  • A separate Questionnaire shall be filled out for EACH PROCUREMENT CATEGORY applied for.
  • The questionnaire shall be filled in English Language and shall be prepared in indelible ink.
  • Any corrections must be initialed by the person or persons who sign(s) the Document; otherwise the application will be voided.
  • Answer ALL questions and where the question is not applicable, indicate an N/A. Where necessary,
  • answers may be provided on separate sheets.
  • The completed document shall be signed off and initialed by Director/Partner of the organization and rubber stamped on each page, and signed on the last page in the space provided.
  • As part of this review process, the prequalification committee may request the applicant for a site visit at its premises.
  • The information provided herein is strictly confidential.
  • Successful applicants will be included in the VSF Suisse Approved Vendor List for the indicated period and will be notified in writing.


II. GENERAL BUSINESS QUESTIONNAIRE

 

A.  GENERAL BUSINESS INFORMATION


CATEGORY APPLIED…………………………………………………...............................

 

 

PARTICULARS  RESPONSE
Full Registered Name of Organization:   
Form of Company ( i.e. Ltd, Sole Proprietorship)   
Company Owners   
Names of Directors:-   

Is the Business an Agent, Broker, Retailer,

Manufacturer, Principle Service Provider 

 

Full physical and Registered address of principal
place of business:

 

Full postal address of the principal place of business: 

 
Telephone number(s):   
E-mail address:   
Website address (if any):   
Contact person within the organization to whom
enquiries about this bid should be directed: 
 NAME:   
    TITLE:   
    TEL:   
    E-MAIL:   


B.  COMPANY PROFILE

 

Please provide a detailed and comprehensive company profile, which shall include the following mandatory Information:

  • Company Background, core business focus area, products, services, technical activities, years of business operation
  • Copies of the following certificates:

     

    • Certificate of Incorporation/Registration
    • VAT registration
    • Tax Compliance Certificate from KRA
    • PIN certificate of firm, company or individual; as the case may be
    • Valid Business License
  • Letter of certification from banker/s
  • At least THREE latest Trade References/Recommendations from Your Main Clients - (must be within the last 2 years).

Note: You are at liberty to include any other information that may be relevant to the application


C.   DECLARATION

 

I/We the Undersigned declare that to the best of my/our knowledge the answers submitted (and any supporting documentation together with the details of the attached Company Profile) are correct

 

FORM COMPLETED, CERTIFIED AND

 STAMPED BY
 Name:   
Position (Job Title):   
Date:   
Telephone number:   
Email:   
Signature:   
Stamp/Seal   


 

III. 2018/2022 VSF SUISSE PROCUREMENT CATEGORIES

 

Category Reference  Number Category Description
Admin/Office Supplies
 
 
VSFS/01/2018 Supply of General Office Supplies
VSFS/02/2018 Printing and Supply of Visibility and Promotional Materials
VSFS/03/2018 Supply of Office Equipment, Furniture and Fittings
Information Technology
 
 
VSFS/04/2018

Supply of Computers, Printers, Networking & Other Computer/Server

Parts/Software & Service and Repairs – Computer Equipment

VSFS/05/2018 Supply of Communication Equipment and Parts(HF/VHF Radio, Thuraya, V-sat) & Service and Repairs – Communication Equipment
VSFS/06/2018 Software/Web Development/ IT Support Services
Motor vehicle/ Mechanical/Fuel/Spares
 
 
 
VSFS/07/2018 Supply of Automobile Tyres, Batteries and Other Accessories
VSFS/08/2018 Supply of Motor Vehicles
VSFS/09/2018 Supply of Motor Fuel and Lubricants
VSFS/10/2018 Motor Vehicle Parts and Repair Services
Motor Cycles VSFS/11/2018 Supply of Motor Bikes & Accessories
Consultancy
 
VSFS/12/2018 Lab Analysis Services
VSFS/13/2018

- HR Management and Organizational Development Services

- HR Recruitment & Placement Services

Veterinary Drugs & Equipment
 
VSFS/14/2018 Veterinary Drugs, Equipment & Vaccines
VSFS/15/2018 Dairy Equipment/Supplies
Agriculture Equipment’s & Seeds
 
VSFS/16/2018 Agriculture Tools & Equipment’s
VSFS/17/2018 Seeds & Seedlings
Solar Equipment VSFS/18/2018 Supply of Solar System and Equipment
Generators
 
VSFS/19/2018 Supply of Generators & Parts
VSFS/20/2018 Repair of Generators and Parts
Transport/Logistics
 
 
 
VSFS/21/2018 Air Travel Agency Services
VSFS/22/2018  Taxi Services
VSFS/23/2018 Clearing and Forwarding Agents
VSFS/24/2018 Transport Haulage & Car Hire
Hardware & Building
Materials

 
 
 
 
 
 
VSFS/25/2018 General Building Materials i.e. Cement, Nails, Glassware etc.
VSFS/26/2018 Plumbing Materials
VSFS/27/2018 Electric Materials
VSFS/28/2018 Wood Materials
VSFS/29/2018 Manufacturers (Plastics, cement, shoes, Mattresses)
VSFS/30/2018 Metal Works
VSFS/31/2018 Building Tools & Hardware
Emergency Items VSFS/32/2018 Emergency Equipment & Non-Food Items e.g. buckets, cooking pots, blankets etc.
Insurance Services VSFS/33/2018 - Insurance Brokerages Services, 
- Medical Insurance
- General Insurances
- Motor Insurances.
Conference Services VSFS/34/2018  Conference and Accommodation Facilities
Security Services VSFS/35/2018  General Security Services/CCTV Installation / Maintenance of Fire Fighting Equipment
Finance Services VSFS/36/2018 External Audit Services
Camping Equipment’s VSFS/37/2018 Tent & Camping Equipment’s

 

 

iv. PREQUALIFICATION EVALUATION CRITERIA


This stage concerns the criteria and scoring used to assess the legal, technical/professional, economic and financial capacity of the applicant to satisfactorily perform the intended work in the bid.


                                              INFORMATION POINTS SCORE

 

   INFORMATION  SCORES   AWARDED
   Description  Points   Total  Points  Total
   Organisation Details            
 1.
 
 
 
 
 
 LEGAL ESTABLISHMENT/COMPLIANCE    16    
 Certificate of Incorporation - Legal Registration Documentation  6      
 Physical Location  3      
 Business/Professional Permit, License  2      
 TIN Registration  3      
 Any Other License/Certificate  2      
 2.  COMPANY PROFILE DETAILS    63    
 
 
 
 
 
 
 

 Relevance of Core Business to Category Applied:

- Relevant Business Activities & Adequate Resource Levels

- Concerns on Relevance of Activities and/or Resource Levels

- Irrelevant Business Activities or No Responses Provided 

 

8

3

0

8

 

 

 

   
 Registration with a Relevant Professional (Trade) Body  2      
 TECHNICAL & PROFESSIONAL CAPACITY    14    

 Manpower & Managerial Capabilities

- Organogram with Clear Specialization of Functions
- CV of at least 2 key Management Personnel

- List of Key Permanent Staff to Support Procurement Category Applied For

- List of Key Relevant Assets at Disposal 

 

5

3

2

 

2

     
 FINANCIAL & ECONOMIC CAPACITY     39    

 Audited Financial Statements/Bank Reference
 

- Financial Statements provided For the Past 2 Years
- Financial Statements Provided Only for One of the Years
- Financial Statements Not Provided
- Recommendation Letter from Bank 

 

3

1

0

6

 9

 

 

 

 

   

 Past Experience/ 4 Trade References - Recommendations (In Similar Supplies)

- Latest & Relevant Trade References/Recommendations,
- Relevant But Insufficient References, (Score Per Provided No)
- Relevant But Old References,
- Irrelevant or No References 

 

16

4 -12

6

0

 16

 

   
 3.  “DECLARATION STATEMENT “IN THE PQQ IS SIGNED & STAMPED    1    
    TOTAL   100  100    

 

NB: For the Applicant to Qualify, they must obtain a score of at least 70 points which shall include a minimum of 10 points in the “Credit” Score

 

V. PRE-QUALIFICATION SCHEDULE/TIMELINE

 

NO PRE-QUALIFICATION PROCEDURES   DATES
FROM TO
1 Advertisement 4th  December 2017 22nd December 2017
2 Prequalification Document Submission 4th  December 2017 22nd  December 2017 @ 4:00pm
3 Opening of Documents  9th January 2018 @ 11:30am 9th January 2018 @ 11:30am
4 Pre – Analysis Process 10th January 2018 19th January 2018
5 Site Visits by different teams 29th January 2018 23rd February 2018
6 Validation of Prequalification Documents 26th February 2018 1st March 2018
7 Final Evaluation / Selection 2nd March 2018 8th March 2018
8 Results Notification to Approved Applicants 12th March 2018 14th March 2018
9 Results Notification to Unsuccessful Applicants 12th March 2018 14th March 2018

 

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