Pre-qualification of Suppliers of Goods and Services

PRE-QUALIFICATION OF SUPPLIERS OF GOODS AND SERVICES FOR THE PERIOD 2018-2019

SECTION 1: INVITATION FOR PREQUALIFICATION

1.1       Introduction

The Youth Agenda (YAA) is an independent, national, non-profit non-partisan youth organization duly registered with the Government of Kenya. Founded in 1996 Youth Agenda has been a leading advocate for young people by developing their capacity and consistently engaged in advocacy to protect and promote youth access to political, economic and social opportunities.  It is a membership organization of youth organizations.

Youth Agenda as guided by its 2017-2022 Theory of Change Strategy currently operates to promote responsive and accountable governments and private sectors to youth agendas by steering and convening engagements on participatory development of youth policies, plans, budgets and audit. Secondly, YAA generates and shares youth related information to reduce an ongoing Kenya’s problem of uninformed, disillusioned and disengaged youth. Finally, YAA is in the business of hooking up youth to social and economic opportunities.  For more information on YOUTH AGENDA and its areas of operation visit: www.youthagenda.org

For Youth Agenda to carry out its work in an efficient manner, we are undertaking supplier prequalification exercise for the selection of potential suppliers of various goods and services. The purpose of this exercise is to promote supplier partnership and to improve on the quality of products and services whilst achieving the most competitive prices.

1.2       Categories

Youth Agenda invites applications for prequalification from eligible bidders for the supply of goods and services in the under listed categories for the year 2018-2019:

Click to view categories
ITEM NO.CATEGORY NOITEM DESCRIPTION
1YAA/001/2018Provision of Financial Audit services
2YAA/002/2018 Provision of Monitoring and Evaluation Services
3YAA/003/2018 Provision of Courier and Transport Services; Taxi and Car Hire
4YAA/004/2018 Provision of Insurance Services, Staff Medical, WIBA, GPA and Asserts
5YAA/005/2018Provision of Promotional and Advertising materials and signage Services.
6YAA/006/2018Provision of Internet Services and Maintenance
7YAA/007/2018Provision of hospitality services (Hotel accommodation and Conference facilities)
8YAA/008/2018Provision of Catering services
9YAA/009/2018Provision of repair , maintenance of PABX Switch board and extension lines
10YAA/010/2018Provision of videographer and photography services
11YAA/011/2018Provision of Design and Layout
12YAA/012/2018Provision of General Printing Services
13YAA/013/2018Provision of Events Organizing Services
14YAA/014/2018Provision of Interior design, furnishing and decoration Services including draping services
15YAA/015/2018Provision of report editing, design and layout Services
16YAA/016/2018Provision of consultancy services (firms or individuals) for capacity building, training, and facilitation
17YAA/017/2018 Provision of consultancy services (firms and individuals) in research, surveys and management consultancy.
18YAA/018/2018Provision of Legal Support
19YAA/019/2018 Provision of maintenance of Printers and Photocopier Services
20YAA/020/2018Provision of cleaning and compound maintenance services including landscaping
B : Supply of General Goods
1YAA/021/2018Supply, Service and maintenance of Computer Equipment, Printers, Networking and Accessories
2YAA/022/2018Supply and delivery of General Office stationery
3YAA/023/2018Supply and delivery of office furniture and fittings and office furnishing
4YAA/024/2018Supply of Bottled Drinking water

Prequalification Documents

Interested parties may download documents from Youth Agenda’s website (www.youthagenda.org ) at any time. Duly filled pre-qualification forms (HARD COPIES) should be returned on or before 15th of March 2018 9:00 am. The forms should be enclosed in a plain sealed envelope, clearly indicating the category number and addressed to:

The Pre – qualification Committee,

Youth Agenda

P.O. Box 10174 – 00100 Nairobi

Kirichwa Lane Court, Hse 30

Next to Green House, Adams Arcade, Ngong Road

Landline: +254-20-2022026

For those who applied on the first call, Kindly send an email to info@youthagenda.org. send your reciept number.

SECTION 2: Instructions to Applicants

2.1       Format and Signing of Application

a) The applicants shall prepare one document comprising the prequalification document clearly marked with the category.

b) The prequalification document shall be typed or written in indelible ink (in the case of copies, photocopies are acceptable) and shall be signed by a person or persons duly authorized to sign on behalf of the appli The person or persons signing the prequalification document shall initial all pages of the tender where entries or amendments have been made.

The prequalification document shall be without alterations, omissions or conditions except as necessary to correct errors made by the applicant, in which case such corrections shall be initiated by person or persons signing prequalification.

2.2 Submission of Application
Application for prequalification shall be submitted in sealed envelopes marked with the prequalification document name and reference code numbers deposited with Youth Agenda are to be received on or before 15 March 2018 at 5.30 pm.

Please note that late submission of documents will not be accepted. Canvassing for tenders by bidders/applicants or by proxy shall lead to automatic disqualification.

a) The applicants are required to submit pre-qualification request per tender category in separate envelopes if the applicant is interested in more than one category.

b) Multiple applications sealed in one envelope will be disqualified from further review and consideration.

c) Each application envelope must be clearly marked with the tender category reference code number the supplier is applying for prequalification.

d) Any prequalification document received after the deadline will be disqualified.

e) Applications received after the closing date shall be rejected

f) All the information requested for prequalification shall be provided in English.

g) Failure to provide information that is essential for effective evaluation of the applicant’s qualification or to provide timely clarification or substantiation of the information supplied may result in the applicant’s disqualification.
2.3. Eligible Bidders
In case of firms, only suppliers registered with Registrar of Companies under the Laws of Kenya in respective merchandise or services are invited to submit their Pre-Qualification documents.

a) Suppliers currently doing business with Youth Agenda are free to re-apply for this pre-qualification.

b) The prospective suppliers are required to supply mandatory information for pre-qualification.

c) The applicant shall not be under a declaration of ineligibility for corrupt and fraudulent practices.

2.4 Qualification criteria.
Experience:

a) Prospective bidders shall have at least one year (1) experience in the supply of goods, services and all related items. The potential supplier should show competence, willingness and capacity to service the contract following prequalification. Individual consultants shall show proof of academic or professional qualifications.
b) Prospective suppliers require special experience and capability to supply and deliver services at short term notice.

Financial condition
The Supplier’s financial condition will be determined by latest financial statements submitted with the prequalification document as well as letters of reference from their bankers regarding suppliers’ credit position.
Value for money: Prequalification will not only be based on the prices of goods or services on the supplier’s price list but prequalification will be best on quality of the goods or service at reasonable prices.

Youth Affirmative Action: In consistence with our broad objective of youth economic empowerment, YAA shall make efforts to ensure that youth and youth owned businesses are used when possible. Companies owned by youth and individual youths are encouraged to apply

2.5 Cost of Application.

The applicant shall bear all costs associated with the preparation and submission of the prequalification documents. Youth Agenda will charge a non-refundable fee of Kshs 2,000 for each category applied. The amount shall be paid in cash at the Youth Agenda offices and the receipt shall be issued by the receiving officer. Youth companies with 100% youth directorship (below the age of 35years) or youth below 30 years will be required to pay 50% for the forms (KShs 1000)

2.6 Clarification of Prequalification Documents.

The prospective applicant requiring any clarification on the prequalification documents may notify the Youth Agenda in writing to the e-mail address info@youthagenda.org or Call Youth Agenda on 020-2022026

The organization will respond through email to any request that it receives earlier than 4days prior to the deadline for the submission of applications.

2.7 Amendments of prequalification documents
At any time prior to the deadline for submission of applications, Youth Agenda may, for any reason, whether at its initiative or in response to a clarification requested by a prospective applicant, notify the prequalification documents by issuing subsequent addenda.
The addendum thus issued shall be part of the prequalification document and shall be communicated in writing to all the purchasers of the prequalification documents. Prospective applicants shall promptly acknowledge receipt of each addendum in writing.

In order to afford prospective applicants reasonable time to take an addendum into accounting preparing their applications, the organization may at its discretion, extend the deadline for the submission of applications.

SECTION 3: IMPORTANT INFORMATION

3.0       Corrupt or fraudulent practices

Youth Agenda requires that applicants observe the highest standards of ethics during the procurement process and execution of contracts when used in the present conditions following terms as defined as follows:-

  1. Corrupt practices means offering a bribe, giving, receiving or soliciting or anything of value to influence the action of a public official in the procurement process or in contract execution
  2. Fraudulent practice means a misrepresentation in order to influence a procurement process or the execution of a contract to the detriment of Youth Agenda and includes collusive practice among applicant (prior to or after prequalification submission) designed to establish prices at artificial noncompetitive levels and to deprive Youth Agenda of the benefits of free and open completion.

Youth Agenda will reject a proposal for award if it determines that the applicant recommended for award has engaged in corrupt or fraudulent practices completing for the contract in question.

3.1 Confidentiality

Information relating to the examination, evaluation of applications and recommendations for prequalification of the successful participants shall not be disclosed to applicants or any other persons not officially concerned with the process until pre-qualification of the successful applicant has been announced. Canvassing will lead to automatic disqualification.

3.2 Notification of Qualified Applicants

Applicants whose applications are determined to be successful will be notified in writing by the organization.

3.3 Youth Agenda right to accept or reject applications

YOUTH AGENDA reserves the right to accept or reject any application, and to annul the prequalification process and reject all applications, at any time prior to approval of contract, without thereby incurring any liability to the affected applicant(s) or any obligation to inform the affected Applicant(s) of the grounds for Youth Agenda action.

3.4 Acceptance of the Approval The successful participants shall be required to acknowledge in writing the acceptance of their prequalification document to Youth Agenda.

SECTION 4: SUMMARY OF DOCUMENTS REQUIRED

Please respond as appropriate if you are a firm or an individual consultant!

SUMMARY OF DOCUMENTS REQUIRED
NO.Requirements
1Organization profile (or individual in case of individual consultant enclose CV)
2Duly filled Pre-qualification Data Form
3Financial position
4Relevant past experience
5Price list of items in the selected bid category
In addition, provide clear photocopies of the following:
1.Copy of Registration certificate
2.Copy of KRA VAT and PIN Certificate
3.Certificate from relevant authorities where applicable e.g. Air travel must be registered with IATA
4.Copy of valid Tax Compliance Certificate
5.Copy of bank pay in slip for the purchase of the prequalification document
SECTION 5

PREQUALIFYING ORGANISATION DATA FORM

SECTION 6

REFEREES

SECTION 7

AFFIDAVIT

Document For Download

PRE- QUALIFICATION OF SUPPLIERS FOR GOODS AND SERVICES FOR THE YEAR 2018-2019