PYRETHRUM PROCESSING COMPANY OF KENYA LIMITED
PREQUALIFICATION/REGISTRATION OF BIDDERS FOR SUPPLY OF GOODS
AND PROVISION OF WORKS AND SERVICES
FOR FINANCIAL YEARS 2020-2021/2021-2022
ENDING 30THJUNE 2022
REGISTRATION NO…………………………………………………………………………….
CATEGORY……………………………………………………………………………………….
ITEM/SERVICE DESCRIPTION ……………………………………………………………..
……………………………………………………………………………………………………….
ALL THE CURRENT SUPPLIERS AND SERVICE PROVIDERS WITH PYRETHRUM
PROCESSING COMPANY OF KENYA LIMITED MUST ALSO PARTICIPATE IN THE
PREQUALIFICATION/REGISTRATION PROCESS.
SUBMISSION DEADLINE: 24TH JULY 2020 AT 11:30 AM
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TABLE OF CONTENTS
CONTENTS PAGE
1. Pre-qualification instructions……………………………………………………………..1-4
2. Brief Contract Regulations…………………………………………………………………..4
3. Pre-qualification Data Instructions……………………………………………………..5-6
4. Form PQ-1 Prequalification Documents………………………………………….7
5. Form PQ-2 Pre-qualification Data………………………………………………..8-9
6. Form PQ-3 Supervisory Personnel………………………………………………….10
7. Form PQ-4 Financial Position…………………………………………………………11
8. Form PQ-5 Confidential Business Questionnaire………………………………12
9. Form PQ-6 Past Experience…………………………………………………………..13
[Link] PQ-7 Litigation History………………………………………………………….14
[Link] PQ-8 Sworn statement………………………………………………………….15
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PREQUALIFICATION INSTRUCTIONS
1.1 Introduction
The PYRETHRUM PROCESSING COMPANY OF KENYA LTD would like to invite
interested candidates who must qualify by meeting the set criteria as provided by the
procuring entity to perform the contract of supply and delivery of goods or provision of
works and services.
1.2 Pre-qualification objective
The main objective of this part is to supply and deliver assorted items and also provide
services under relevant tenders/quotations as and when required during a two year
period ending 30thJune 2022.
1.3 Invitation of Pre-qualification
Suppliers registered with Registrar of Companies under the Law of Kenya in respective
merchandise or services are invited to submit their PRE-QUALIFICATION documents to
the Managing Director, Pyrethrum Processing Company of Kenya Ltd so that
they may be pre-qualified for submission of tenders/quotations. Bids will be submitted in
complete lots singly or in combination. The client requires prospective suppliers to supply
mandatory information for pre-qualification.
1.4 Experience
Prospective suppliers and contractors must have carried out successful supply and
delivery of similar items/services/works to Government institutions of similar size and
complexity. Potential suppliers/contractors must demonstrate the willingness and
commitment to meet the pre-qualification criteria.
1.5 Prequalification Document
This document includes questionnaire forms and documents required from prospective
suppliers
1.6In order to be considered for pre-qualification, prospective supplier/service provider
must submit all the information herein requested.
1.7 Distribution of Pre- qualification Documents
A copy of the complete pre-qualification data and other requested information shall be
submitted so as to reach;
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Managing Director
Pyrethrum Processing Company of Kenya Ltd
P.O BOX 420 -20100
NAKURU.
Tel (+254)5122567/82
Not later than 11:30 am, 24th July 2020
1.8Questions Arising from Documents
Questions that may arise from the Pre-qualification documents should be directed in
writing to the Managing Director, The PYRETHRUM PROCESSING COMPANY OF
KENYALTD whose address is given above.
1.9 Additional Information
The PYRETHRUM PROCESSING COMPANY OF KENYA LTD reserves the right to
request for submission of additional information from prospective bidders.
1.10 Invitation to tenders/quotations will be made available only to those bidders
whose qualifications are accepted after scoring 60 points and above or such score as may
be determined by the ad hoc evaluation committee soon after the completion of the pre-
qualification process.
2. Brief Contract regulations/guidelines
2.1 Taxes on imported Materials
The supplier will have to pay custom duty and VAT as applicable for all imported
materials to be supplied unless the item(s) is/are donor funded.
2.2 Customs Clearance
The contractors/suppliers shall be responsible for custom clearance of their imported
goods and materials.
2.3 Contract Price
The contract shall be of unit price type or cumulative of computed unit price and
quantities required. Quantities may increase or decrease as determined by demand and
on the authority of the client’s Accounting Officer.
2.4 Payments
All purchases shall be on credit of a minimum of thirty (30) days or as it may be
stipulated in the contract Agreement.
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PRE-QUALIFICATION DATA INSTRUCTIONS
3.1 Prequalification data forms
The attached questionnaire forms PQ-1, PQ-2, PQ-3, PQ-4, PQ-5, PQ-6, PQ-7 and PQ-8
are to be completed by prospective suppliers/contractors who wish to be pre-qualified for
the provision of goods and services for the specific category.
3.1.1 The pre-qualification application forms which are not filled out completely and
submitted in the prescribed manner may not be considered. All the documents that form
part of the proposal must be written in the English language and in ink.
3.2 QUALIFICATION
It is understood and agreed that the pre-qualification Data on prospective bidders is to be
used by PYRETHRUM PROCESSING COMPANY OF KENYA LTD in determining,
according to its sole judgment and discretion, the qualifications of prospective bidder to
perform in respect to the Tender Category as described by the client.
3.2.2 Prospective bidders will not be considered qualified unless in the judgment of ad
hoc evaluation committee they possess capability, experience, qualified personnel
available and suitability of equipment and net current assets or working capital sufficient
to satisfactorily execute the contract for goods, services and works.
3.3ESSENTIAL CRITERIA FOR PRE-QUALIFICATION
(a) Experience: Prospective bidders shall have at least one year experience in the supply
of goods, services and allied items in case of potential supplier/contractor should show
competence, willingness and capacity to service the contract.
(b) Prospective suppliers require special experience and capability to organize supply and
delivery of items, or services at short notices.
3.3.2Personnel
The names and pertinent information and the CV of the key personnel for individual or
group to execute the contract must be indicated in form PQ.3
3.3.3 Financial Condition
The supplier’s financial condition will be determined by latest financial statement
submitted with the pre-qualification documents as well as letters of reference from their
bankers regarding suppliers/contractors credit position. Potential suppliers/contractors will
be pre-qualified on the satisfactory information given.
3.3.4Special Consideration will be given to the financial resources available as working
capital, taking into account the amount of uncompleted orders on contract and now in
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progress. Data on Form [Link], potential bidders should provide evidence of
financial capability to execute the contract.
3.3.5 Past Performance
Past Performance will be given due consideration in pre-qualifying bidders. Letters of
reference from past customers should be included in Form PQ-6 where applicable.
3.4 SWORN STATEMENT
Application must include a sworn statement Form PQ-8 by the tenderer ensuring the
accuracy of the information given.
3.5 WITHDRAWAL FROM PREQUALIFICATION
Should a condition arise between the time firm is pre-qualified to bid and the bid opening
date which the opinion of the client could substantially change the performance and
qualification of the bidder or his ability to perform such as but not limited to bankruptcy,
change in ownership or new commitments, The PYRETHRUM PROCESSING
COMPANY OFKENYA LTD reserves the right to reject the tender from such a bidder
even though he was initially pre-qualified.
3.6 The firm must have a fixed Business premise and must be registered in Kenya, with
certificate of registration/ incorporation/memorandum and Article of association, copies of
which must be attached.
3.7 PREQUALIFICATION CRITERIA
Required Information Form Type Points score
1. Prequalification Documents PQ -1 20
2. Pre-qualification data PQ -2 20
3. Supervisory Personnel PQ -3 10
4. Financial Position PQ -4 10
5. Confidential Report PQ -5 10
6. Past Experience PQ -6 15
7. Litigation HistoryPQ-7 PQ -7 5
8. Sworn statement PQ -8 10
TOTAL SCORE 100
3.8 The qualification is 60 points and over or as may be determined by the
Evaluation team.
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FORM PQ-1 PRE-QUALIFICATION DOCUMENTS
All firms must provide:-
1. Copy of Company registration certificate
2. Copy of VAT Registration Certificate.
3. Valid Tax Compliance certificate from Kenya Revenue Authority(failure to produce
this certificate to approve compliance, will lead to automatic disqualification thus
no further evaluation of your application)
4. Copy of Pin Certificate of firm/company/individual.
5. Copy of current Trade License(Business permit)
6. Copy of Registration certificate for special groups(Youth, Women and PWD’S)
7. Business profile
(20 points)
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FORM PQ-2- PRE-QUALIFICATION DATA
REGISTRATION OF SUPPLIERS APPLICATION FORM:
I/We………………………………………………………………….hereby apply for registration as
supplier(s)
(Name of the Company/Firm)
Of……………………………………………………………………………………………………………………….
(Item/service/works Description)
…………………………………………………………………………………………………………………………..
(Category No)
1. Post Office Address………………………………………………………………………………………
Town…………………………………………………………………………………………………………..
Street ………………………………………………………………………………………………………..
Name of building…………………………………………………………………………………………
Room/Office No…………………………………………Floor No……………………………………
Telephone No’s……………………………………………………………………………………………
Full Name of applicant ……………………………………………………………………………….
Other branches location………………………………………………………………………………
2. Organization & Business Information
Management Personnel………………………………………………………………………………….
Director {chief Executive}………………………………………………………………………………
Secretary …………………………………………………………………………………………………….
General Manager ……………………………………………………………………………………………
Treasurer ……………………………………………………………………………………………………….
Other……………………………………………………………………………………………………………..
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Partnership (if applicable)
Names of Partners……………………………………………………………………………………………
………………………………………………………………………………………………………………………
3. Business founded or incorporated………………………………………………………………….
4. Under present management since…………………………………………………………………
5. Net worth equivalent kshs…………………………………………………………………………….
6. Bank reference and address. ……………………………………………………………………..
7. Company profile. ………………………………………………………………………………………
8. Enclose copy of the organization chart of the firm indicating the main fields of
Activities……………………………………………………………………………………………………….
……………………………………………………………………………………………………………………..
…………………………………………………………………………………………………………………….
9. State any technological innovation or specific attributes which distinguish you from
your competitors
……………………………………………………………………………………………………………………
……………………………………………………………………………………………………………………
10. Indicate terms of trade/sale
(a) Cash on delivery
(b) Credit period yes/no. Delete as appropriate, if yes indicate number of
Days……………………………………………………………………………………..
(c) Upfront payment/down payment yes/no. Delete as appropriate if yes state
Percentage……………………………………………………………………………………..
(20 points)
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PQ3- SUPERVISORY PERSONNEL
Name ………………………………………………………………………………………………………
Age ………………………………………………………………………………………………………….
Academic Qualifications……………………………………………………………………………….
………………………………………………………………………………………………………………….
Professional Qualifications……………………………………………………………………………..
……………………………………………………………………………………………………………………
……………………………………………………………………………………………………………………
Length of service with contractor or supplier in the position held
……........................
(Attach copies of certificates of academic and professional qualifications for the
key personnel in the organization)
Attach organization chart of the firm
(10 points)
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PQ-4- FINANCIAL POSITION
1. Attach letter(s) of reference from the bankers regarding supplier’s credit position.
2. Attach certified bank statement of the firm for the last one year.
(10 points)
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PQ-5 CONFIDENTIAL BUSINESS QUESTIONNAIRE
You are requested to give the particulars indicated in Part 1 and either Part 2 (a), 2(b) or 2(c)
whichever applied to your type of business.
You are advised that it is a serious offence to give false information on this form.
Part 1 General
Business Name ..........................................................................................................
Location of Business Premises ....................................................................................
Plot No, .................................................... Street/Road...............................................
Postal address .................... Tel No. ............................... Fax Email.............................
Nature of Business ....................................................................................................
Registration Certificate No. .........................................................................................
Maximum value of business which you can handle at any one time – Kshs. .....................
Name of your bankers ................................................................................................
Branch ......................................................................................................................
Part 2 (a) – Sole Proprietor
Your name in full…………………………………………………….Age………………………………
Nationality……………………………Country of Origin……………………………..
Citizenship details
……………………………………………………..
Part 2 (b) – Partnership
Given details of partners as follows
Name Nationality Citizenship details Shares
1. ………………………………………………………………………………………………………………
2. ………………………………………………………………………………………………………………
3. ………………………………………………………………………………………………………………
4. ……………………………………………………………………………………………………………….
Part 2 (c) – Registered Company
Private or Public
State the nominal and issued capital of company
Nominal Kshs.
Issued Kshs.
Given details of all directors as follows
Name Nationality Citizenship details Shares
1. …………………………………………………………………………………………………………….
2. …………………………………………………………………………………………………………….
3. …………………………………………………………………………………………………………….
4. …………………………………………………………………………………………………………….
Date……………………………………….Signature of Candidate………………………..
If the citizen, indicate the citizenship whether by birth, naturalization or registration
(10 points)
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FORMS PQ-6 PAST EXPERIENCE
NAMES OF THE CLIENTS AND VALUES OF CONTRACTS/ORDERS FOR THE LAST
ONE YEAR
i) Name of client (Organization)………………………………………………………………………………
ii) Address of client (Organization)………………………………………………………………………….
iii) Telephone No. of client………………………………………………………………………………………..
iv)Value of contract…………………………………………………………………………………………………
V) Duration of contract (date)…………………………………………………………………………………..
(Attach documental evidence of existence of contract)
i) Name of client (Organization)………………………………………………………………………………
ii) Address of client (Organization)………………………………………………………………………….
iii) Telephone No. of client………………………………………………………………………………………..
iv)Value of contract…………………………………………………………………………………………………
V) Duration of contract (date)……………………………………………………………………………………
(Attach documental evidence of existence of contract)
i) Name of client (Organization)………………………………………………………………………………
ii) Address of client (Organization)………………………………………………………………………….
iii) Telephone No. of client………………………………………………………………………………………..
iv)Value of contract…………………………………………………………………………………………………
V) Duration of contract (date)……………………………………………………………………………………
(Attach documental evidence of existence of contract)
(15 Points)
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PQ-7 LITIGATION HISTORY FORM
Name of contractor/Supplier:
Contractors/Suppliers should provide information on any history of litigation or arbitration
resulting from contracts executed in the last one year or currently under execution. This
form must be stamped and signed.
YEAR AWARD FOR OR NAME OF CLIENT CAUSE OF DISPUTED
AGAINST LITIGATION AND MATTER IN AMOUNT(VALUE,
DISPUTE KSHS)EQUIVALENT
(5 Points)
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PQ-8 SWORN STATEMENT
I/We have completed these forms accurately at the time of application and it is agreed
that all responses can be substantiated if requested to do so. Any in accuracy in the
information filled herein may be used as grounds for disqualification from further
processing.
Signed & stamped……………………………………………………………………………………………………..
Name……………………………………………………………………………………………………………………….
Position in the Company……………………………………………………………………………………………
Date…………………………………………………………………………………………………………………………
(10 points)
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