REPUBLIC OF KENYA

COUNTY GOVERNMENTOF KIRINYAGA

P.O. BOX 260
KUTUS

THE STANDARD TENDER DOCUMENT
AND LIST OF REQUIREMENTS

TENDER NO. CGK/035/2014/2015-2015/2016

PRE-QUALIFICATION FOR PROVISION OF FIELD
EVENT ORGANIZERS.


RECEIPT NO.


CLOSING DATE & TIME: TUESDAY
24
th
J UNE 2014 at 12.00 NOON.

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SECTION 1: INVITATION TO APPLY FOR PRE-QUALIFICATION

REF NO. - CGK/032/2014/2015/2015/2016

NAME: - PROVISION OF FIELD EVENT ORGANIZERS









1. COUNTY GOVERNMENT OF KIRINYAGA herein after referred as procuring
entity intends to prequalify candidate for the Provision of Field Events
Organizers

2. Pre-qualification is open to registered sole proprietorship
businesses, Registered partnerships and duly incorporated
companies to apply for the above listed.

3. Eligible candidates may obtain the pre-qualification documents
from;

4. A minimum requirement for qualification is to have successfully
provided all the required information in accordance with the
standard pre-qualification documents and evaluation criteria in
Section (V).

5. Application for pre-qualification must be submitted enclosed in
plain sealed envelopes marked with the tender name and
reference number and deposited in the tender box at XXXXXX


THE INTERIM COUNTY SECRETARY
COUNTY GOVERNMENT OF KIRINYAGA
P O BOX 260
KUTUS

So as to be received on or before 12.00 NOON JUNE 5
TH
2014

6. All candidates whose application will be have been received
before the closing date and time will be advised in due course,
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of the results of their application. Only candidates of the pre-
qualification tender process will be invited to attend.

SECTION 2: SCOOP OF TENDER PRE-QUALIFICATION

KIRINYAGA COUNTY GOVERNMENT herein after referred to as the procuring
entity intends to pre-qualify contracts for Provision of FIELD EVENTS
ORGANIZERS. These include:


1) Agency should have experience of minimum three years experience in the
following:
a. Creative Concept development: including suggesting creative and
impactful way of undertaking events in the county
b. Events planning; including preparation of guest lists, guest confirmations
and protocol management.
c. Provision of Visuals including design and printing of banners, buntings
and other material related to specific events;
d. Provision of events artifacts including flowers, T-shirts, pamphlets.
e. Events publicity; including media buying, public relations and advertising
of events
f. Events post-Marketing and promotions including network building, social
media activations and follow ups
g. Media management revolving around the events.
2) The details about events include, but not limited to road show, exhibitions,
conferences management, tourism fairs, walks, promotion and marketing
activations, photography and videography.
3) A team of Events managers should include well-trained professional team having
expertise for similar services.


Experience on similar assignment:

The Agency having experience for comparable assignment will be given preference.


It is expected that pre-qualification application will be submitted to be
received by the procuring entity not later than JUNE 24
TH
2014 at
12.00NOON

2.1.1 Pre-qualification is open to eligible firms and voluntarily formed
joint ventures as indicated in appendix to instruction to
candidates

2.2 Submission of Application


2.2.1 The name and mailing address of the applicant may be market
on the envelope.

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2.2.2 All the information requested for pre-qualification shall be
provided in the English language. Where information is
provided in any other language, it shall be accompanied by a
translation of its pertinent pars. The translation will be given
and will be used for interpreting the information.

2.2.3 Failure to provide information that is essential for effective
evaluation of the applicants qualification or to provide timely
clarification in substantiation of the information supplied may
result in the applicants dis-qualication.


2.3 Eligible Candidates

2.3.1 This invitation for pre-qualification is open to all candidates who
are eligible as defined in Kenyas Public Procurement law and
regulations and as indicated in the appendix to instructions to
candidates. Candidates from KIRINYAGA COUNTY are
encouraged to apply.

2.3.2 The procuring entitys employees, committee members, board
members and their relative (spouse and children) are not
eligible to participate in the tender unless where specially
allowed under section 131 of the Act.

2.3.3 All terms found capable of performing the contract satisfactorily
in accordance to the set pre-qualification criteria shall be pre-
qualified.

2.4 Qualification Criteria

2.4.1 Pre-qualification will be based on meeting the minimum
requirements to pass in the criteria set as shown below. The
declaration will be either pass or fail regarding the applicants
general and particular experience, personnel and equipment
capabilities and financial position as demonstrated by the
applicants response in the forms provide and submitted with
the letter of application. The procuring entity reserves the right
to waive minor deviations if they do not materially affect the
capability of an applicant to perform the contract.





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SECTION 3: LETTER OF APPLICATION


Date

To: THE INTERIM COUNTY SECRETARY
COUNTY GOVERNMENT OF KIRINYAGA
P O BOX 260
KUTUS

Ladies and/or Gentlemen,

1. Being duly authorized to represent and act on behalf of

(Name of firm)
(Hereinafter referred to as the Applicant), and having reviewed
and fully understood all of the pre qualification information
provided, the undersigned hereby apply to be prequalified by
yourselves as a bidder for the following contract(s) under
(Tender No. and Tender name)


TENDER NUMBER

TENDER NAME

1.



2. Attached to this letter are copies of original documents defining

a) Name of the agency.

b) Details about office of Agency
i) Address :
ii) Phone No :
iii) Fax :
iv) E-Mail ID :

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v) Website :
vi) Contact person:
vii) Mobile No.
c) Details about registered office of Applicant and Contact No.

d) Status of Applicant [partnership firm/ Private. Ltd. Co. / Public Ltd Co.

e) Details about Director/Partners List to be attached

f) Copy of Memorandum to be attached

g) Relevant Experience of Directors and Staff (CVs attached)

h) Turn over of Agency/ Applicant during last financial year

i) P.I.N. No. (Copy to be attached)

j) Revant experience of the firm (Recommendation letters from 5 (FIVE) reputable
firms)

k) Commitment to advancement of Kirinyaga County. Attach Statement of
commitment/ Origin of Directors


l) Receipt of tender document


The undersigned declare that the statement made and the information
provided in the duly completed application are complete, true, and
correct in every detail.


Signed

Signed

Name

Name
For and on behalf of (name of
Applicant or lead partner of a
joint venture)
For and on behalf of (name of
partner)


Signed

Signed

Name

Name

For and on behalf (name of
Partner)

For and on behalf of (name of
partner)



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SECTION 4 : EVALUATION CRITERIA




NO.

DOCUMENT/DESCRIPTION

MARKS
1. Evidence of Previous work (5 clients) with letters of
recommendations/ Reference letter from
Corporate/International firms/reputable organization
20
2. Proof of capacity of employees to undertake Events
management. Attach CVs
10
3. Copy of a proposal detailing proposed event activation
for the County
15
4. Commitment to advancement of Kirinyaga County.
Attach Statement of commitment/ Origin of Directors
5
5. Copy of certificates of Registration/Incorporation 10
Total 60

Note

Bidders who score 40% and above will be considered for registration














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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.