REPUBLIC OF KENYA

OFFICE OF THE PRESIDENT

STATE HOUSE

TENDER NO. SH/003/2019-2021

FOR

SUPPLY OF FRESH CUT FLOWERS AND FLOWER

ARRANGEMENTS
FOR THE

FINANCIAL YEAR 2019/2021

 TABLE OF CONTENTS

INTRODUCTION

SECTION I INVITATION TO TENDER

SECTION II INSTRUCTIONS TO TENDERERS

Appendix to Instructions to Tenderers

SECTION III GENERAL CONDITIONS OF CONTRACT

SECTION IV SPECIAL CONDITIONS OF CONTRACT

SECTION V TECHNICAL SPECIFICATIONS

SECTION VI SCHEDULE OF REQUIREMENTS

SECTION VII PRICE SCHEDULE FOR GOODS

SECTION VIII STANDARD FORMS

8.1 FORM OF TENDER

8.2 CONFIDENTIAL BUSINESS

QUESTIONNAIRES FORMS

8.3 TENDER SECURITY FORM

8.4 CONTRACT FORM

8.5 PERFORMANCE SECURITY FORM

8.6 BANK GUARANTTE FOR ADVANCE

PAYMENT FORM

8.7 MANUFACTURER’S AUTHORIZATION

FORM

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SECTION I INVITATION TO TENDER
RD
DATE: 23 MAY, 2019

TENDER REF NO.SH/003 /2019-2021

TENDER NAME : SUPPLY OF FRESH CUT FLOWERS AND FLOWER
ARRANGEMENTS

1.1 STATE HOUSE invites sealed bids from eligible candidates for
supply of fresh cut flowers and flower arrangement for the financial
year 2019-2021

1.2 Interested eligible candidates may obtain further information from and
inspect the tender documents at the Supply Chain Management
Office, State House Nairobi during normal working hours.
1.3 A complete tender document may be downloaded from
www.president.go.ke free of charge by ONLY the approved
candidates that have been prequalified in the category A26, supply of
fresh cut flowers and flower arrangement under tender no.
SH/0003/2019-2021. However AGPO group are encouraged to
apply.
1.4 Prices quoted should be net inclusive of all taxes and delivery costs,
must be expressed in Kenya shillings and shall remain valid for a
period of two year from the closing date of the tender.
1.5 Completed tender documents are to be enclosed in plain sealed
envelopes, marked with the tender number and be deposited in the
tender box provided at the Supply Chain Management Office, State
House Nairobi, or be addressed and posted to:
The Comptroller of State House,
P. O. Box 40530 - 00100
Nairobi.
So as to reach him on or before Thursday, 6th, June 2019 at 10.00am.

1.6 Tenders will be opened immediately thereafter in the presence of the

tenderers representatives who choose to attend the opening at the
Supply Chain Management Meeting room on Thursday, 6th, June
2019 at 10.00am.

Head, Supply Chain Management Services

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SECTION II - INSTRUCTIONS TO TENDERERS

Table of Clauses

2.1 Eligible tenderers

2.2 Eligible goods
2.3 Cost of tendering
2.4 Contents of Tender document
2.5 Clarification of documents
2.6 Amendment of documents
2.7 Language of tender
2.8 Documents comprising the tender
2.9 Tender forms
2.10 Tender prices
2.11 Tender currencies
2.12 Tenderers eligibility and qualifications
2.13 Goods’ eligibility and conformity to
tender documents
2.14 Tender security
2.15 Validity of tenders
2.16 Format and signing of tenders
2.17 Sealing and marking of tenders
2.18 Deadline for submission of tender
2.19 Modification and withdrawal of tenders
2.20 Opening of tenders
2.21 Clarification of tenders
2.22 Preminary examination
2.23 Conversion to single currency
2.24 Evaluation and comparison of tenders
2.25 Contacting the procuring entity
2.26 Award of contract
(a) Post qualification
(b) Award criteria
(c) Procuring entity’s right to vary quantities
(d) Procuring entity’s right to accept or
reject any or all tenders
2.27 Notification of award
2.28 Signing of contract
2.29 Performance security
2.30 Corrupt or fraudulent practices

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SECTION 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. Successful tenderers shall
complete the supply of goods by the intended completion date
specified in the Schedule of Requirements Section VI.
2.1.2 The procuring entity’s employees, committee members, board
members and their relative (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 the Procuring entity 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 shall not be under a declaration of ineligibility for corrupt
and fraudulent practices.

2.2 Eligible Goods

2.2.1 All goods to be supplied 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 goods
are mined, grown, or 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 goods is distinct from the nationality of the tenderer.

2.3 Cost of Tendering

2.3.1 The Tenderer shall bear all costs associated with the preparation and
submission of its tender, and the procuring entity, 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 not exceed
Kshs.5,000/=
2.3.3 All firms found capable of performing the contract satisfactorily in
accordance with the set prequalification criteria shall be prequalified.

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2.4. The 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
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 Documents

2.5.1 A prospective tenderer requiring any clarification of the tender
document may notify the Procuring entity in writing or by post at the
entity’s address indicated in the Invitation to Tender. The Procuring
entity 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 the
procuring entity. Written copies of the Procuring entities 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 The procuring entity 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.
2.5.3 The pictorial sample should be colour to match the sample
provided.

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2.6 Amendment of Documents
2.6.1 At any time prior to the deadline for submission of tenders, the
Procuring entity, 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 amendment.
2.6.2 All prospective candidates that have received the tender documents
will be notified of the amendment in writing 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, the
Procuring entity, at its discretion, may extend the deadline for the
submission of tenders.

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 the
Procuring entity, 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 of 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 2.1 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 2.2 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
2.9 Tender Forms
2.9.1 The tenderer shall complete the Tender Form and the appropriate
Price Schedule furnished in the tender documents, indicating the
goods to be supplied, a brief description of the goods, their country of
origin, quantity, and prices.
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2.10 Tender Prices
2.10.1 The tenderer shall indicate on the appropriate Price Schedule the unit
prices and total tender price of the goods it proposes to supply under
the contract

2.10.2 Prices indicated on the Price Schedule shall include all costs
including taxes, insurances and delivery to the premises of the entity.
2.10.3 Prices quoted by the tenderer shall be fixed during the Tender’s
performance of the contract and not subject to variation on any
account. A tender submitted with an adjustable price quotation will
be treated as non-responsive and will be rejected, pursuant to
paragraph 2.22
2.10.4 The validity period of the tender shall be 60 days from the date of
opening of the tender.

2.11 Tender Currencies

2.11.1 Prices shall be quoted in Kenya Shillings unless otherwise specified in
the Appendix to Instructions to Tenderers.

2.12 Tenderers Eligibility and Qualifications

2.12.1Pursuant to paragraph 2.1. the tenderer 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.
2.12.2The documentary evidence of the tenderers eligibility to tender shall
establish to the Procuring entity’s satisfaction that the tenderer, at the
time of submission of its tender, is from an eligible source country as
defined under paragraph 2.1
2.12.3The documentary evidence of the tenderers qualifications to perform
the contract if its tender is accepted shall be established to the
Procuring entity’s satisfaction;
(a) that, in the case of a tenderer offering to supply goods under the
contract which the tenderer did not manufacture or otherwise
produce, the tenderer has been duly authorized by the goods’
Manufacturer or producer to supply the goods.
(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 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.

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2.13 Goods Eligibility and Conformity to Tender Documents
2.13.1 Pursuant to 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 goods which the tenderer proposes to
supply under the contract
2.13.2 The documentary evidence of the eligibility of the goods shall consist
of a statement in the Price Schedule of the country of origin of the
goods and services offered which shall be confirmed by a certificate
of origin issued at the time of shipment.
2.13.3 The documentary evidence of conformity of the goods 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 goods;
(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 goods for a period
of two (2) years, following commencement of the use of the
goods by the Procuring entity; and
(c) a clause-by-clause commentary on the Procuring entity’s
Technical Specifications demonstrating substantial
responsiveness of the goods and service to those specifications,
or a statement of deviations and exceptions to the provisions of
the Technical Specifications.
2.13.4 For purposes of the documentary evidence 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 the Procurement entity 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 the Procurement entity’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 for
the amount specified in the Appendix to Invitation to Tenderers.
2.14.2 The tender security shall be in the amount of 0.5 – 2 per cent of the
tender price.
2.14.3 The tender security is required to protect the Procuring entity against
the risk of Tenderer’s conduct which would warrant the security’s
forfeiture, pursuant to paragraph 2.14.7
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2.14.4 The tender security shall be denominated in Kenya Shillings or in
another freely convertible currency, and shall be in the form of a bank
guarantee or a bank draft issued by a reputable bank located in Kenya
or abroad, or a guarantee issued by a reputable insurance company in
the form provided in the tender documents or another form acceptable
to the Procuring entity and valid for thirty (30) days beyond the
validity of the tender.
2.14.5 Any tender not secured in accordance with paragraph 2.14.1 and
2.14.3 will be rejected by the Procuring entity as non responsive,
pursuant to paragraph 2.22
2.14.6 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 the
Procuring entity.
2.14.7 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
2.14.8 The tender security may be forfeited:
(a) if a tenderer withdraws its tender during the period of tender
validity specified by the procuring entity 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

2.15 Validity of Tenders

2.15.1 Tenders shall remain valid for 90 days or as specified in the Invitation
to Tender after the date of tender opening prescribed by the Procuring
entity, pursuant to paragraph 2.18. A tender valid for a shorter period
shall be rejected by the Procuring entity as non responsive.
2.15.2 In exceptional circumstances, the Procuring entity 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.

2.16 Format and Signing of Tender

2.16.1 The Procuring entity 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.
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2.16.2 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
accompanying the tender. All pages of the tender, except for
unamended printed literature, shall be initialed by the person or
persons signing the tender.
2.16.3 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

2.17.1 The Tenderer shall seal the original and each copy of the tender in
separate envelopes, duly marking the envelopes as “ORIGINAL” and
“COPY.” The envelopes shall then be sealed in an outer envelope.
2.17.2 The inner and outer envelopes shall:
(a) be addressed to the Procuring entity at the address given in the
Invitation to Tender:
(b) bear, tender number and name in the Invitation for Tenders and
the words, “DO NOT OPEN BEFORE,” Thursday, 6th, June 2019 at
10.00am. The inner envelopes shall also indicate the name and
address of the tenderer to enable the tender to be returned unopened in
case it is declared “late”.
2.17.3 If the outer envelope is not sealed and marked as required by
paragraph 2.17.2, the Procuring entity will assume no responsibility
for the tender’s misplacement or premature opening.

2.18 Deadline for Submission of Tenders

2.18.1 Tenders must be received by the Procuring entity at the address
specified under paragraph 2.17.2 no later than Thursday, 6th, June
2019 at 10.00am.
2.18.2 The Procuring entity 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 the Procuring entity and candidates previously subject
to the deadline will therefore be subject to the deadline as extended

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 the Procuring
Entity prior to the deadline prescribed for submission of tenders.
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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, 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
2.19.5 The procuring entity may at any time terminate procurement
proceedings before contract award and shall not be liable to any
person for the termination.
2.19.6 The procuring entity 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.

2.20 Opening of Tenders

2.20.1 The Procuring entity will open all tenders in the presence of tenderers’
representatives who choose to attend, at Thursday, 6th, June 2019 at
10.00am and in the location specified in the Invitation to Tender.
The tenderers’ representatives who are present shall sign a 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 the Procuring entity, at its discretion,
may consider appropriate, will be announced at the opening.
2.20.3 The Procuring entity 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 the
Procuring entity 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 the Procuring entity in the
Procuring entity’s tender evaluation, tender comparison or contract
award decisions may result in the rejection of the tenderers’ tender.

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2.22 Preliminary Examination
2.22.1 The Procuring entity 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 quantify, 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 forfeited. If there is a discrepancy between
words and figures the amount in words will prevail
2.22.3 The Procuring entity 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 the
Procuring entity 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.
The Procuring entity’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 the
Procuring entity 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, the procuring entity will convert
these 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 The Procuring entity will evaluate and compare the tenders which
have been determined to be substantially responsive, pursuant to
paragraph 2.22
2.24.2 The tender evaluation committee shall evaluate the tender within 30
days of the validity period from the date of opening the tender.
2.24.3 A tenderer who gives false information in the tender document about
its qualification or who refuses to enter into a contract after

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 notification of contract award shall be considered for debarment from
participating in future public procurement.
2.25 Preference
2.25.1 Preference where allowed in the evaluation of tenders shall not exceed
15%
2.26 Contacting the Procuring entity
2.26.1 Subject to paragraph 2.21 no tenderer shall contact the Procuring
entity on any matter related to its tender, from the time of the tender
opening to the time the contract is awarded.
2.26.2 Any effort by a tenderer to influence the Procuring entity in its
decisions on tender, evaluation, tender comparison, or contract award
may result in the rejection of the Tenderer’s tender.

2.27 Award of Contract

(a) Post-qualification
2.27.1 In the absence of pre-qualification, the Procuring entity 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.
2.27.2 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 the Procuring entity deems
necessary and appropriate.
2.27.3 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 the Procuring entity
will proceed to the next lowest evaluated tender to make a similar
determination of that Tenderer’s capabilities to perform satisfactorily.

(b) Award Criteria

2.27.4 The Procuring entity 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.

(c) Procuring entity’s Right to Vary quantities

2.27.5 The Procuring entity reserves the right at the time of contract award
to increase or decrease the quantity of goods originally specified in
the Schedule of requirements without any change in unit price or other
terms and conditions
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(d) Procuring entity’s Right to Accept or Reject Any or All Tenders
2.27.6 The Procuring entity 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 tenderers or any obligation to inform the affected
tenderer or tenderers of the grounds for the Procuring entity’s action

2.28 Notification of Award

2.28.1 Prior to the expiration of the period of tender validity, the Procuring
entity will notify the successful tenderer in writing that its tender has
been accepted.
2.28.2 The notification of award will constitute the formation of the
Contract but will have to wait until the contract is finally signed by
both parties
2.28.3 Upon the successful Tenderer’s furnishing of the performance security
pursuant to paragraph 2.28, the Procuring entity will promptly notify
each unsuccessful Tenderer and will discharge its tender security,
pursuant to paragraph 2.14

2.29 Signing of Contract

2.29.1 At the same time as the Procuring entity notifies the successful
tenderer that its tender has been accepted, the Procuring entity will
send the tenderer the Contract Form provided in the tender
documents, incorporating all agreements between the parties.
2.29.2 The parties to the contract shall have it signed within 30 days from the
date of notification of contract award unless thee is an administrative
review request.
2.29.3 Within thirty (30) days of receipt of the Contract Form, the successful
tenderer shall sign and date the contract and return it to the Procuring
entity.

2.30 Performance Security

2.30.1 Within Thirty (30) days of the receipt of notification of award from
the Procuring entity, 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 the Procuring entity.
2.30.2 Failure of the successful tenderer to comply with the requirements of
paragraph 2.27 or paragraph 2.28 shall constitute sufficient grounds
for the annulment of the award and forfeiture of the tender security, in
which event the Procuring entity may make the award to the next
lowest evaluated Candidate or call for new tenders.
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2.31 Corrupt or Fraudulent Practices
2.31.1 The Procuring entity requires that tenderers observe the highest
standard of ethics during the procurement process and execution of
contracts when used in the present regulations, the following terms are
defined as follows;
(i) “corrupt practice” means the offering, giving, receiving, or
soliciting of any thing of value to influence the action of a
public official in the procurement process or in contract
execution; and
(ii) “fraudulent practice” means a misrepresentation of facts in
order to influence a procurement process or the execution of a
contract to the detriment of the Procuring entity, and includes
collusive practice among tenderer (prior to or after tender
submission) designed to establish tender prices at artificial non-
competitive levels and to deprive the Procuring entity of the
benefits of free and open competition;
2.31.2 The procuring entity 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.
2.31.3 Further a tenderer who is found to have indulged in corrupt or
fraudulent practices risks being debarred from participating in public
procurement in Kenya.
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 TO PARTICULARS OF APPENDIX
TENDERERS REFERENCE TO INSTRUCTIONS TO
TENDERS
2.1.1 Bidders successfully prequalified
under tender no: SH/01/2017-2019
2.14.1 Tender Security shall not be
required
2.16.1 Only one original copy to be
submitted
2.18.1 Thursday, 6th, June, 2019 at
10.00am
2.29.1 As in 2.18.1 above

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SECTION III: GENERAL CONDITIONS OF CONTRACT

Table of Clauses

3.1 Definitions
3.2 Application
3.3 Country of Origin
3.4 Standards
3.5 Use of Contract documents and information
3.6 Patent Rights
3.7 Performance security
3.8 Inspection and Tests
3.9 Packing
3.10 Delivery and documents
3.11 Insurance
3.12 Payment
3.13 Price
3.14 Assignments
3.15 Sub contracts
3.16 Termination for default
3.17 Liquidated damages
3.18 Resolution of Disputes
3.19 Language and law
3.20 Force Majeure

3.1 Definitions
3.1.1 In this Contract, the following terms shall be interpreted as indicated:-
(a) “The Contract” means the agreement entered into between the
Procuring entity 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 the
Procuring entity under the Contract.
(d) “The Procuring entity” means the organization purchasing the
Goods under this Contract.

(e) “The Tenderer’ means the individual or firm supplying the

Goods under this Contract.
17
3.2 Application
3.2.1 These General Conditions shall apply in all Contracts made by the
Procuring entity for the procurement installation and commissioning
of equipment

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.

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 tenderer shall not, without the Procuring entity’s 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 the Procuring entity 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 the Procuring entity’s 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 the Procuring entity and
shall be returned (all copies) to the Procuring entity on completion of
the Tenderer’s performance under the Contract if so required by the
Procuring entity

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 or any part thereof in the
Procuring entity’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 the Procuring entity the
performance security in the amount specified in Special Conditions of
Contract.

18
3.7.2 The proceeds of the performance security shall be payable to the
Procuring entity 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 the
Procuring entity and shall be in the form of a bank guarantee or an
irrevocable letter of credit issued by a reputable bank located in
Kenya or abroad, acceptable to the Procuring entity, in the form
provided in the tender documents.
3.7.4 The performance security will be discharged by the Procuring entity
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 The Procuring entity or its representative shall have the right to
inspect and/or to test the goods to confirm their conformity to the
Contract specifications. The Procuring entity 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 or its subcontractor(s), at point of delivery, and/or at the
Goods’ final destination If conducted on the premises of the tenderer
or its subcontractor(s), all reasonable facilities and assistance,
including access to drawings and production data, shall be furnished
to the inspectors at no charge to the Procuring entity.
3.8.3 Should any inspected or tested goods fail to conform to the
Specifications, the Procuring entity 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 the Procuring entity.
3.8.4 The Procuring entity’s right to inspect, test and where necessary,
reject the goods after the Goods’ arrival shall in no way be limited or
waived by reason of the equipment having previously been inspected,
tested and passed by the Procuring entity 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.

19
3.9 Packing
3.9.1 The tenderer shall provide such packing of the Goods 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 Goods shall be made by the tenderer in accordance
with the terms specified by Procuring entity in its Schedule of
Requirements and the Special Conditions of Contract

3.11 Insurance
3.11.1 The Goods 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 the Procuring entity as specified
in the contract

3.13 Prices
3.13.1 Prices charged by the tenderer for goods delivered and services
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 10% of the original contract price.
3.13.4 Price variation request shall be processed by the procuring entity
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 the Procuring entity’s prior
written consent

20
3.15 Subcontracts
3.15.1 The tenderer shall notify the Procuring entity 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 The Procuring entity 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 goods within
the period(s) specified in the Contract, or within any
extension thereof granted by the Procuring entity
(b) if the tenderer fails to perform any other obligation(s) under
the Contract
(c) if the tenderer, in the judgment of the Procuring entity has
engaged in corrupt or fraudulent practices in competing for
or in executing the Contract
3.16.2 In the event the Procuring entity 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 the Procuring entity for any excess costs for
such similar goods.

3.17 Liquidated Damages

3.17.1. If the tenderer fails to deliver any or all of the goods within the
period(s) specified in the contract, the procuring entity 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.

3.18 Resolution of Disputes

3.18.1 The procuring entity and the tenderer shall make every effort to
resolve amicably by direct informal negotiation and disagreement or
dispute arising between them under or in connection with the contract
3.18.2 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 adjudication in an agreed
national or international forum, and/or international arbitration.
21
3.19 Language and Law
3.19.1 The language of the contract and the law governing the contract shall
be English language and the Laws of Kenya respectively unless
otherwise stated.

3.20 Force Majeure

3.20.1 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.

22
SECTION IV - SPECIAL CONDITIONS OF CONTRACT

4.1. 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.
4.2. Special conditions of contract as relates to the GCC

REFERENCE OF SPECIAL CONDITIONS OF

GCC CONTRACT

3.7.1 N/A

3.12.1 Full payments via Electronic Funds

Transfer after satisfactory service
delivery within 30 days of Invoice.
3.18.1 Kenyan Law

23
SECTION V - TECHNICAL SPECIFICATIONS

5.1 General
5.1.1 These specifications describe the requirements for goods. 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 specified 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) Shortest possible delivery period of each product
(ii) Information on proper representative and/or workshop for back-up
service/repair and maintenance including their names and
addresses.

24
 5.2 PARTICULARS
[As per the attached list]
SECTION VI -SCHEDULE OF REQUIREMENTS
(As per Attached list of requirements)
SECTION VII - PRICE SCHEDULE FOR GOODS
Name of tenderer Tender Number Page of
FRESH CUT FLOWERS AND FLOWER ARRANGEMENTS TENDER
SH/003/2019-2021
NO ITEM DESCRIPTION UNIT OF QTY UNIT TOTAL
ISSUE PRICE PRICE
1. Large Pedestal With Stand NO AWR
2. Round Faced One Face NO AWR
3. Long Glass Vase Arrangement For NO AWR
Bathroom/Toilet
4. Short Glass Vase Arrangement For NO AWR
Bathroom/Toilet
5. Table Centre Pieces Large NO AWR
6. Table Centre Pieces Small NO AWR
7. Swags Long NO AWR
8. Swags Short NO AWR
9. Extra Large Double Level Pedestals NO AWR
10. Bouquet Arrangements Large NO AWR
11. Bouquet Arrangements Medium NO AWR
12. Bouquet Arrangements Small NO AWR
13. Wreaths Large NO AWR
14. Wreaths Medium NO AWR
15. Single Dressed Rose Flower NO AWR
16. Flower Baskets/Bouquet NO AWR
17. Office Arrangement Triangle Shaped NO AWR
18. Office Arrangement One Sided NO AWR
19. Office Arrangement Glass Vase Medium NO AWR
20. Office Arrangement Glass Vase Small NO AWR
21. Extra Large Arrangement On Tall Glass Vases NO AWR

• For all pedestal provided flowers stands

• Flowers required- exotic flowers and all local grown flowers
• All flowers vases must have padded bases to avoid scratching table surface

Signature of tenderer

Note: In case of discrepancy between unit price and total, the unit price shall
prevail.

25
SECTION VIII - STANDARD FORMS

Notes on the sample Forms

1. Form of Tender - The form of tender must be completed by

the tenderer and submitted with the tender documents. It must also be
duly signed by duly authorized representatives of the tenderer.

2. Confidential Business Questionnaire Form - This form must be

completed by the tenderer and submitted with the tender documents.

3. Tender Security Form - When required by the tender

documents the tender shall provide the tender security either in the
form included herein or in another format acceptable to the procuring
entity.

4. Contract Form - The Contract Form shall not be completed

by the tenderer at the time of submitting the tender. The Contract
Form shall be completed after contract award and should incorporate
the accepted contract price.

5. Performance Security Form - The performance security form

should not be completed by the tenderers at the time of tender
preparation. Only the successful tenderer will be required to provide
performance security in the form provided herein or in another form
acceptable to the procuring entity.

6. Bank Guarantee for Advance Payment Form - When Advance

payment is requested for by the successful bidder and agreed by the
procuring entity, this form must be completed fully and duly signed
by the authorized officials of the bank.

7. Manufacturers Authorization Form - When required by the

ender documents this form must be completed and submitted with the
tender documents. This form will be completed by the manufacturer
of the goods where the tenderer is an agent.

26
8.1 FORM OF TENDER
Date
Tender No.
To:

[name and address of procuring entity]

Gentlemen and/or Ladies:

1. Having examined the tender documents including Addenda

Nos. ………………………………. [insert numbers].the receipt of which is hereby duly
acknowledged, we, the undersigned, offer to supply deliver, install and commission (
…………………………………………… (insert equipment description) in conformity with the
said tender documents for the sum of ………………………………………………………….
(total tender amount in words and figures) or such other sums as may be ascertained in
accordance with the Schedule of Prices attached herewith and made part of this Tender.

2. We undertake, if our Tender is accepted, to deliver install and commission the

equipment 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 percent of the Contract Price for the due performance of the
Contract , in the form prescribed by ………………. ……………….( Procuring entity).

4. We agree to abid by this Tender for a period of …… [number] 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 20

[signature] [in the capacity of]

Duly authorized to sign tender for an on behalf of

27
8.2 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

Part 1 – General:
Business Name …………………………………………………………………………………………………
Location of business premises. …………………………………………………………………………………
Plot No………………………………………………… Street/Road …………………………………………..
Postal Address ……………………….. Tel No. …………………. Fax ………………. E mail …………….
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. ………………………………………………………………………………………………………
5 ……………………………………………………………………………………………………….
Date ………………………………………………….. Signature of Candidate ………………………………..

• If a Kenya Citizen, indicate under “Citizenship Details” whether by Birth, Naturalization or

registration.

28
 8.3 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
…………….. [name of Procuring entity} (hereinafter called “the
Procuring entity”) in the sum of …………………….. for which
payment well and truly to be made to the said Procuring entity, 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 the Procuring entity 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 the Procuring entity up to the above amount

upon receipt of its first written demand, without the Procuring entity
having to substantiate its demand, provided that in its demand the
Procuring entity 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]____________________________
(Amend accordingly if provided by Insurance Company)

29
8.4 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:

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
(d) the General Conditions of Contract
(e) the Special Conditions of contract; and
(f) 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 tender hereby covenants with the Procuring entity
to provide the goods and to remedy defects therein in conformity in all respects with the
provisions of the 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 the (for the tenderer in the

presence of

(Amend accordingly if provided by Insurance Company)

30
8.5 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 20

Signed and seal of the Guarantors

[name of bank or financial institution]

[address]

[date]

31
8.6 BANK GUARANTEE FOR ADVANCE PAYMENT FORM

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 in 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]

32
8.7 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 a competent person.

33
8.8 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

34
8.9 FORM RB 1
REPUBLIC OF KENYA
PUBLIC PROCUREMENT ADMINISTRATIVE REVIEW BOARD

APPLICATION NO…………….OF……….….20……...

BETWEEN
…………………………………………….APPLICANT
AND
…………………………………RESPONDENT (Procuring Entity)

Request for review of the decision of the…………… (Name of the Procuring Entity) of
……………dated the…day of ………….20……….in the matter of Tender No………..…of
…………..20…
REQUEST FOR REVIEW
I/We……………………………,the above named Applicant(s), of address: Physical
address…………….Fax No……Tel. No……..Email ……………, hereby request the Public
Procurement Administrative Review Board to review the whole/part of the above mentioned
decision on the following grounds , namely:-
1.
2.
etc.
By this memorandum, the Applicant requests the Board for an order/orders that: -
1.
2.
etc
SIGNED ……………….(Applicant)
Dated on…………….day of ……………/…20…

FOR OFFICIAL USE ONLY

Lodged with the Secretary Public Procurement Administrative Review Board on ………… day of
………....20….………

SIGNED
Board Secretary

35
 TENDER-SECURING DECLARATION

[The Tenderer shall fill in this Form in accordance with the instructions indicated.]
Date: [insert date ]
Tender No.: [insert tender number]

To: [insert name of Procuring Entity]

We, the undersigned, declare that:

We understand that, according to your conditions, tenders must be supported by a

Tenders-Securing Declaration.

We accept that we will automatically be suspended from being eligible for tendering in
any contract with the Procuring Entity for the period of time as determined by the
Authority if we are in breach of our obligation(s) under the tender conditions, because
we:

(a) have withdrawn our Tender during the period of Tender validity specified in the
Form of Tender; or
(b) does not accept the Procuring Entity's corrections of arithmetic errors in
accordance with the Instructions to Tenderers; or
(c) having been notified of the acceptance of our Tender by the Procuring Entity
during the period of Tender validity, (i) fail or refuse to execute the Contract, if
required, or (ii) fail or refuse to furnish the Performance Security, in accordance
with the ITT.

We understand this Tender Securing Declaration shall expire if we are not the successful
Tenderer, upon the earlier of (i) our receipt of your notification to us of the name of the
successful Tenderer; or (ii) twenty-eight (28) days after the expiration of our Tender
validity period.

Signed: [insert signature of person whose name and capacity are shown]

Name: [insert complete name of person signing the Tender Securing Declaration]

In the capacity of [insert legal capacity of person signing the Tender Securing Declaration]

Duly authorized to sign the Tender for and on behalf of: [insert complete name of
Tenderer]

Dated on ____________ day of __________________, _______ [insert date of signing]

Corporate Seal (where appropriate)

[Note: In case of a Joint Venture, the Tender Securing Declaration must be in the name of all
partners to the Joint Venture that submits the tender.]

36
Annex 1

Evaluation Criteria
The evaluation will be carried into three stages as follows;
1. Preliminary Examination-Mandatory
At this stage, the bidder is required to provide the following;
a. Copies of certificate of incorporation
b. Valid tax compliance certificate
c. Form of tender duly filled
d. Tender securing declaration form for AGPO
e. Business Questionnaire duly signed
f. Declaration statement that bidder is not involved in fraudulent
practices
g. Declaration statement that bidder is not debarred by PPRA
The above parameters are mandatory and any bidder who fails at this
stage is disqualified from further evaluation.
NB: Bidders who pass this stage will be requested to submit actual
samples for what they intended to deliver.

2. Technical Evaluation(A)
At this stage the bidder is required to provide the following;
a. Experience in the relevant field (attach copies of previous and ongoing
contracts from clients 5No.) – 5Marks
b. Audited Financial report for the previous two years and or bank
references/statements for new firms -10Marks
c. Statement of compliance to quality of goods and services -5Marks
d. Sanctity of the tender document (having the document intact) -
10Marks
e. Statement of readiness to supply goods and services within a short
notice -5Marks

TECHNICAL EVALUATION (B)

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FLOWER TENDER TECHINCAL QUALIFICATIONS /
REQUIREMENTS
FLORISTRY
1. Qualifications in Floristry - ( flowers guild or inter flora(
beginners, intermediate, advance certificate ) – 6 marks
! Recognized certification.
! Modules covered.
! Experience in similar sites.
! Personal Pictorials of works done
2. Sources of materials– recommended Bob Haris, Oserian, AAA,
Utee, Subati, Baraka Roses– tenderer to facilitate visits to the
farms to see various flowers, and where they purchase from
the farms, demonstrate or take us through step by step the
process of cutting, treating and packing. The above flowers
selected as they are the largest exporters of flowers in the
country – 10 Marks
! Foliage.
! Greenery.
! Cut flowers.
Supplier has Certification from flower Council of Kenya.
(operating license from relevant authority
3. Work shop & Studio proof of ownership or contract lease of
hire – 6 Marks
! refrigerated van. Lobook – lease agreement that cover the said
period
! Cold room minimum 5m x 5m.
! Container & floral equipment.
4. Organizational Chart
! Including teacher & quality control.
5. types of vases acceptable to - 5 Marks
! round glass vases
These are for
! square glass vases 1. main house
! Long glass vases 2. all functions
! Wide round glass vases 3. functions outside of Nairobi station
! Oblong glass vases
Office arrangements,
6. Practical flower arrangement – select from the photos on the
tender document ( one day to prepare for all materials
required) the date, time and place will be communicated once
shortlist is done. The scoring of the arrangement shall be
38
 carried out by end users names shall be communicated before
commencement of the practical flower arrangement -10 marks
! All samples flowers will be done on site
! Bring along the flowers and everything required to arrange the
flowers
! Proof the persons arranging the flowers are your staff – provide
NHIF, NSSF contribution or employment letter and staff must
have worked for you not less than 3 years
7. staff grooming (Attach Testimonials) – 5 marks
! staff must have uniform with company logo/ name well labelled
behind( This must be presented once you shortlist is done)
! staff must wear un-slip shoes – black
! they must have name tags

8. flower food - 3marks

! provide sample of the same
! this to be supplied for weekly orders

9. See attached pictorial to guide and emphasis on the different

arrangements, vases
10. Supplier MUST provide a dedicated line to be used to call
whenever needs to supply flowers is needed – 5 Marks
The pass mark in this stage is 80 points

3. Financial Evaluation
a. Comparison of rates
The pass mark in this stage is 80 points

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