PROVISION OF HIRED TRANSPORT SERVICES FOR KRA OFFICES COUNTRYWIDE: FRAMEWORK AGREEMENT FOR TWO (2) YEARS TENDER NO.KRA/HQS/NCB-071/2018-2019 TIMES TOWER BUILDING P.O. BOX 48240 – 00100 TEL: +254 02 310900 www.kra.go.ke NAIROBI, KENYA. June, 2019 PREBID DATE: 11TH JUNE, 2019 TIME: 10.00 AM CLOSING DATE: 26TH JUNE, 2019 TIME: 11:00 AM Page 1 of 57 Tender Notice 1. The Kenya Revenue Authority invites sealed bids from eligible candidates for the following tenders: ELIGIBILITY PRE- BID - DATE, NO DESCRIPTION CLOSING DATE TIME, AND VENUE AND TIME KRA/HQS/NCB-071/2018-2019: OPEN 11th JUNE, 2019 1. TENDER DOCUMENT FOR PROVISION 26th JUNE, 2019 OF HIRED TRANSPORT SERVICES 10.00. AM 11.00 AM UNDER FRAMEWORK AGREEMENT (TIMES TOWER) 2. Tender documents detailing the requirements of the above tenders in English may be obtained from KRA E-Procurement portal available on the KRA website www.kra.go.ke. Prospective bidders should register for E-Procurement to enable them access the KRA portal under “New Supplier Registration” found under the E - Procurement Tab. 3. Existing KRA suppliers (see list on KRA website) who have not updated their records in SRM System MUST do so Not later than 11th June, 2019 to continue receiving RFxs invitations. For assistance visit any KRA Procurement office countrywide or email: [email protected]. 4. Addenda / clarifications will be posted posted in Kra Website (www.kra.go.ke) and also sent to all prospective tenderes that have registered for the tender in the KRA supplier Portal. 5. Technical Qualification requirements; Refer to Section V of the bidding document. 6. Completed Bids are to be saved as PDF documents marked with the relevant tender description and submitted to the appropriate KRA E-procurement Web Portal found on the KRA website so as to be received on or before 26th June, 2019 at 11.00 a.m. Note: Submission should strictly be done to KRA E-Procurement Portal. 7. Bids will be opened electronically promptly after closing time and Bidders or their representatives are welcome to witness the opening at Times Tower Building. 8. An original hard copy of the Bid Security (where applicable) of not less than the indicated amount or equivalent amount in a freely convertible currency must be dropped in the Tender Box located at Times Tower Building, Ground Floor any day before the tender closing date. The Bid Security (where applicable) must be in a sealed envelope bearing the Tender Description and addressed to the address indicated above. Deputy Commissioner-Supply Chain Management Times Tower Building, 25th Floor, P.O Box 48240– 00100 GPO, Tel. +254 020 310900 Nairobi, Kenya. website: www.kra.go.ke Email :[email protected] Any canvassing or giving of false information will lead to automatic disqualification. Page 2 of 57 CHECKLIST FORM This ford has been provided to help bidders in preparation of their bids ensuring that all the tender mandatory requirements are in place. Bidders are therefore required to tick once they attach or fill/sign the documents that the tender has requested for. S/N ITEM DESCRIPTION Mandatory Kindly tick once attached 1. Copy of valid Tax Compliance Certificate 2. Certificate of Registration or Incorporation 3. Power of Attorney (Sole Proprietors Exempted) 4. Tender Security of Kshs 150,000,00 valid for 365 days. 5. Letter from the bank indicating that the firm is currently operating an account( at least within the last 6 months) 6. Dully filled, signed and stamped Confidential Business Questionnaire 7. Terms of Service form (Signed) 8 Duly filled and signed Form of tender Page 3 of 57 TABLE OF CONTENTS PAGE SECTION I INVITATION TO TENDER……………………………….. 4 SECTION II INSTRUCTIONS TO TENDERERS……………………. 6 Appendix to Instructions to Tenderers ……….…….. 18 SECTION III GENERAL CONDITIONS OF CONTRACT………..… 21 SECTION IV SPECIAL CONDITIONS OF CONTRACT………….… 25 SECTION V SCHEDULE OF REQUIREMENTS ……….…………… 27 SECTION VI TECHNICAL SPECIFICATIONS ……………………. 30 SECTION VII PRICE SCHEDULE FOR PROCUREMENT ……….. 45 SECTION VIII STANDARD FORMS…………………..…………….……… 51 8.1 FORM OF TENDER………………………….…….………………………..…. 52 8.2 CONFIDENTIAL BUSINESS QUESTIONNAIRES FORMS…..… 53 8.3 TENDER SECURITY FORM………………….…………………….…….... 57 8.4 CONTRACT FORM………………………………….………………….....…… 58 8.5 PERFORMANCE SECURITY FORM……….…….…………………..…. 59 8.6 BANK GUARANTEE FOR ADVANCE PAYMENT FORM…….….. 60 8.7 LETTER OF NOTIFICATION…..…..….…..…..………………………..... 61 Page 4 of 57 SECTION I - INVITATION TO TENDER Tender Notice 9. The Kenya Revenue Authority invites sealed bids from eligible candidates for the following tenders: ELIGIBILITY PRE- BID - DATE, NO DESCRIPTION CLOSING DATE TIME, AND VENUE AND TIME KRA/HQS/NCB-071/2018-2019: OPEN 11th JUNE, 2019 2. TENDER DOCUMENT FOR PROVISION 26th JUNE, 2019 OF HIRED TRANSPORT SERVICES 10.00. AM 11.00 AM UNDER FRAMEWORK AGREEMENT (TIMES TOWER) 10. Tender documents detailing the requirements of the above tenders in English may be obtained from KRA E-Procurement portal available on the KRA website www.kra.go.ke. Prospective bidders should register for E-Procurement to enable them access the KRA portal under “New Supplier Registration” found under the E - Procurement Tab. 11. Existing KRA suppliers (see list on KRA website) who have not updated their records in SRM System MUST do so Not later than 11th June, 2019 to continue receiving RFxs invitations. For assistance visit any KRA Procurement office countrywide or email: [email protected]. 12. Addenda / clarifications will be posted posted in Kra Website (www.kra.go.ke) and also sent to all prospective tenderes that have registered for the tender in the KRA supplier Portal. 13. Technical Qualification requirements; Refer to Section V of the bidding document. 14. Completed Bids are to be saved as PDF documents marked with the relevant tender description and submitted to the appropriate KRA E-procurement Web Portal found on the KRA website so as to be received on or before 26th June, 2019 at 11.00 a.m. Note: Submission should strictly be done to KRA E-Procurement Portal. 15. Bids will be opened electronically promptly after closing time and Bidders or their representatives are welcome to witness the opening at Times Tower Building. 16. An original hard copy of the Bid Security (where applicable) of not less than the indicated amount or equivalent amount in a freely convertible currency must be dropped in the Tender Box located at Times Tower Building, Ground Floor any day before the tender closing date. The Bid Security (where applicable) must be in a sealed envelope bearing the Tender Description and addressed to the address indicated above. Deputy Commissioner-Supply Chain Management Times Tower Building, 25th Floor, P.O Box 48240– 00100 GPO, Tel. +254 020 310900 Nairobi, Kenya. website: www.kra.go.ke Email :[email protected] Any canvassing or giving of false information will lead to automatic disqualification. Page 5 of 57 SECTION II- INSTRUCTION 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. Successful tenderers shall complete the provision of hired services by the intended completion date specified in the Schedule of Requirements Section VI. 2.1.2 The Kenya Revenue Authority (KRA) employees, committee members, board members and their relatives (spouse and children) are not eligible to participate in the tender unless where specially allowed under section 131 of the Act. 2.1.3 Tenderers shall provide the qualification information statement that the tenderer (including all members of a joint venture and subcontractors) is not associated, or have been associated in the past, directly or indirectly, with a firm or any of its affiliates which have been engaged by KRA to provide consulting services for the preparation of the design, specifications, and other documents to be used for the procurement of the services under this Invitation to Tender. 2.1.4 Tenderers involved in the corrupt or fraudulent practices or debarred from participating in public procurement shall not be eligible. 2.2 Cost of Tendering 2.2.1 The Tenderer shall bear all costs associated with the preparation and submission of its tender, and KRA, will in no case be responsible or liable for those costs regardless of the conduct or outcome of the tendering process. 2.2.2 The tender documents shall be downloaded free of charge. 2.3 Contents of Tender Document 2.3.1 The tender documents comprise the documents listed below and addenda issued in accordance with clause 2.5 of these instructions to tenderers. (i) Instructions to Tenderers (ii) General Conditions of Contract (iii) Special Conditions of Contract (iv) Schedule of Requirements (v) Details of Insurance Cover (vi) Form of Tender (vii) Price Schedules (viii) Contract Form (ix) Confidential Business Questionnaire Form (x) Tender Security Form (xi) Performance Security Form (xii) Insurance Company’s Authorization Form (xiii) Declaration Form (xiv) Request for Review Form Page 6 of 57 2.3.2 The Tenderer is expected to examine all instructions, forms, terms and specification 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. 2.4 Clarification of Tender Documents 2.4.1 A Candidate making inquiries of the tender documents may notify KRA by post, fax or by email at the KRA’s address indicated in the Invitation to Tender. KRA 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 the tenders, prescribed by the KRA. Written copies of the KRA’s response (including an explanation of the query but without identifying the source of inquiry) will be sent to all candidates who have received the tender documents.