BANKI CENTRAL

KUU YA BANK OF
KENYA KENYA

Haile Selassie Avenue

P.O. Box 60000 00200, Nairobi, Kenya
Telephone: 2861000/2863000
Fax 340192/250783

TENDER NO: CBK/64/2016-2017

RESTRICTED TENDER

FOR:
PRODUCTION, SUPPLY AND DELIVERY OF CURRENCY ORIGINATION
MATERIALS, PROOFS AND DATASET FILES FOR NEW DESIGN KENYA
CURRENCY BANKNOTES

CLOSING DATE: WEDNESDAY MARCH 29, 2017

AT 1030 HOURS EAST AFRICAN TIME (EAT)

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GUIDELINES IN PREPARATION OF BID DOCUMENT

In preparing the bid document in response to the tender, bidders are advised to note the
following:

1. Section I Invitation to Tender

This section gives guidelines on how and where to seek further clarification pertaining to the
tender document; Whether Tender Security is required or not; where and when the tenders
should be submitted; and place where tenders will be opened.

2. Section II Instruction to Tenderers

This section guides tenderers basically on how to prepare their bid and how the tendering
process will be carried out up to the award stage including notification of award to the
successful bidder. Appendix to Instruction to Tenderers customizes clauses under Section II.
Wherever there is a conflict between the provisions of the Instructions to Tenderers under
Section II and the provisions of the appendix, the provisions of the appendix prevail.

3. Section V Schedule of Requirements and Prices

This gives information on how the tender will be evaluated. Tenderers should be able to
evaluate their bids before submission to determine in advance whether they meet the
requirement of the bid or not. Through the evaluation criteria bidders will be able to note all
the required documents that should be attached to the bid document.

Checklist of Document Forming the Bid Document

Tenderers
No. Requirements for the Bid
Remarks
1. All pages of the bid MUST be serialised by the bidder

2. Tender Security of United States Dollars Fifteen Thousand Only

(USD.15,000.00) valid for at least 210 days from date of tender
opening.
3. Copy companys current Certificate of Tax Compliance issued by
the Revenue Authority of the domicile country and valid as at the
date of tender opening.
4. Undertaking to Deliver CBK Banknote Origination Materials -
Commitment letter of undertaking to deliver banknote origination
materials and data set files within stated timelines.

5. Detailed brief to illustrate understanding of the tender requirements

as stated under Mandatory Requirement Number 4 (MR4).
6. Gantt chart to illustrate time schedule of activities supporting
origination development proposals.
7. Confidentiality Undertaking Letter - undertaking to maintain
confidentiality in all matters pertaining to the tender during and
after the tender process.

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 Tenderers
No. Requirements for the Bid
Remarks
8. Letter of Undertaking not to Subcontract - undertaking not to
subcontract all or part of the process in this tender.
9. Duly completed original bid document as issued by CBK.
10. Duly completed copy of the bid document.
11. Two (2) sets of primary and two (2) sets of complementary
prototypes and technical descriptive layouts in a sealed envelope as
required under Mandatory Requirement Number 9 (MR9)
12. List of designers/artists/engravers by name and Personnel numbers
together with their CVs.
13. List of registered features and innovations together with
accompanying patent certificates for 5 years.
14. List of banknote families/sets designed from the concept stage to
origination accompanied by actual or specimen Banknotes and
supporting reference letter over the last 10 years.
15. List of contracts awarded for design and origination over the last 10
years.
16. List of countries/ Central Banks that have used your own developed
origination material and dataset files to print their banknotes
through another printer or printers accompanied by actual or
specimen banknotes over the last 10 years.
17. Copy of membership certificate or accreditation to:-
i. An independent organization that specifies standards for
management of the security printing processes.
ii. An independent organization that promotes ethics and proper
business practice among members involved in the production of
printed currency.
18. Winning bidder shall be required to deliver specified quantities of
banknotes manufactured under actual production conditions

Bidders are reminded that any fraudulent practices, misrepresentation or misleading

information with the intention to influence the outcome of this procurement will lead to
imposition of offences and sanctions under Section 176 of the Public Procurement and Assets
Disposal Act, 2015.

Please confirm having read and understood these guidelines by signing below.

Authorised Official

Signature of tenderer

Date

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 TABLE OF CONTENTS

PAGE

INTRODUCTION . 5

*SECTION I INVITATION TO TENDER.. 7

*SECTION II INSTRUCTIONS TO TENDERERS. 9

Appendix to Instructions to Tenderers.... 21

*SECTION III GENERAL CONDITIONS OF CONTRACT.. 24

*SECTION IV SPECIAL CONDITIONS OF CONTRACT ........... 29

*SECTION V SCHEDULE OF REQUIREMENTS AND PRICE... 32

*SECTION VI TECHNICAL SPECIFICATION .. 40

*SECTION VII STANDARD FORMS .... 49

7.1 FORM OF TENDER . 50

7.2 CONFIDENTIAL BUSINESS & QUESTIONNAIRE FORM 51

7.3 TENDER SECURITY FORM .. 53

7.4 CONTRACT FORM ... 54

7.5 PERFORMANCE SECURITY FORM.. 55

7.6 BANK GUARANTEE FOR ADVANCE PAYMENT.. 56

7.7 MANUFACTURERS AUTHORIZATION FORM 57

7.8 LETTER OF NOTIFICATION OF AWARD 58

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INTRODUCTION

A. PURPOSE
Through this Tender the Procuring Entity hereby referred to as the Central Bank of Kenya is
inviting pre-qualified suppliers to produce, supply and deliver currency banknote origination
material, proofs and dataset files for new design Kenya currency banknotes.

This process aims at providing the Bank with standard open and accessible dataset files for
printing of new design currency for Kenya. The process will merge the technical features to
the concept designs.

The currency origination material, proofs and dataset files will be delivered to the Central Bank
of Kenya and will be the property of the Central Bank of Kenya. The winning Tenderer will
transfer yield and surrender any claim of ownership legal interest and intellectual property in
the themes, designs concepts, images and material used and in the currency origination
materials, proofs and dataset files.

B. BACKGROUND
The Constitution of Kenya 2010, under Article 231(4) states that:
Notes and Coins issued by the Central Bank of Kenya may bear images that
depict or symbolize Kenya or an aspect of Kenya but shall not bear the
portrait of any individual
However, in the Sixth Schedule (Article 262) of the Transitional and Consequential Provisions
of the Constitution, it is provided that:
Nothing in Article 231(4) affects the validity of coins and notes issued before
the effective date
Through this Tender therefore, the Central Bank of Kenya is inviting pre-qualified suppliers to
produce, supply and deliver currency origination materials proofs and dataset files. For the
avoidance of doubt, the origination material, proofs and dataset files will be delivered to the
Central Bank of Kenya and will become the property of the Central Bank of Kenya. Any tooling
used in the manufacture process will also be property of the Bank. The winning Tenderer will
transfer yield and surrender any claim of ownership, legal interest and intellectual property
comprised in the themes, design concepts, images, materials and tools used and comprised in
the currency origination materials, proofs or dataset files.

(i) Design Proposals

The Bank has developed proposals for new Kenya Currency design concept that are
consistent with the requirements of the Constitution.

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 The design concepts bear two themes: Kenya Reborn and Prosperity to reflect the spirit
of The Constitution of Kenya 2010 and Kenyas development goals as outlined in vision
2030.

(ii) Public participation

The Central Bank of Kenya during the design and currency development process
considered receiving views from members of the public in the process to be a fundamental
right and therefore invited their input. Advertisements inviting members of the public to
offer their proposals for both banknotes and coins were published in the dailies on 9th and
13th March, 2012.

(iii) Convergence of Public proposals and selected features.

The public was diverse in selecting elements of design that they considered applicable for
currency designs.
These elements ranged from use of animals, natural features, cultural elements,
infrastructure and symbols of Government.
The design elements selected by Central Bank matched well with those proposed
by members of the public.
The proposed banknotes are smaller in size in tandem with worldwide trends while
the colour proposed for different denomination would be those that best suit our
environment and cash handling habits.
Appropriate security features have also been considered.

In selecting the most suitable features, the Bank was guided by the following
considerations.
Need to conform to the constitutional requirements;
Need to ensure cultural/social/ethnic neutrality and balance;
Ease of recognition;
Technical feasibility;
Aesthetic appeal; and
Acceptability by the public.

(iv) New Features proposed for inclusion in the new designs

The front of all the five denominations will be Kenyatta International Conference Centre
image as the main feature. Other features on the front side include a rising sun, National
flag, Coat of Arms and a dove that symbolize peace.

The back side will bear a selection of key drivers of prosperity that can easily be identified;
governance, agriculture, social services and infrastructure.

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 SECTION I INVITATION TO TENDER

TENDER REF NO.: CBK/64/2016-2017

TENDER NAME: PRODUCTION, SUPPLY AND DELIVERY OF CURRENCY

ORIGINATION MATERIALS, PROOFS AND DATASET FILES
FOR NEW DESIGN KENYA CURRENCY BANKNOTES

1.1 The Central Bank of Kenya invites sealed Tenders from prequalified candidates for
production, supply and delivery of currency origination material, proofs and dataset
files for new design Kenya currency banknotes

Interested prequalified candidates may obtain further information on this Tender

during the Banks working hours from Monday to Friday from:

The Director,
Department of Procurement and Logistics Services (DPLS)
Central Bank of Kenya
Haile Selassie Avenue
Nairobi, Kenya

Email: dpls@centralbank.go.ke
Tel: +254 20 2861000/2860000

1.2 A complete set of tender documents may be obtained by the interested prequalified
candidates free of charge.

1.3 Completed tender documents are to be enclosed in plain sealed envelopes marked with
tender reference number and be deposited in the Green Tender Box No. 4 at the
Ground Floor, Central Bank of Kenya Building situated along Haile-Selassie Avenue,
Nairobi or be addressed to the address provided in 1.2 above so as to be received on or
before Wednesday, March 29, 2017 at 1030 Hours East African Time.

1.4 Prices quoted should be inclusive of all taxes and delivery and must be in United States
Dollars and shall remain valid for 180 days from the closing date of the tender.

1.5 Tenders will be opened immediately thereafter in the presence of the candidates or their
representatives who choose to attend at the presentation room on 6th Floor, Central Bank
of Kenya Head Office, Nairobi, along Haile Selassie Avenue.

1.6 Tender documents shall only be collected by a dully authorised officer or agent of the
invited tenderer from the undersigned.

ACTING DIRECTOR,
DEPARTMENT OF PROCUREMENT AND LOGISTICS SERVICES

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 SECTION II - INSTRUCTIONS TO TENDERERS

Table of Clauses Page

2.1 Eligible Tenderers 9
2.2 Eligible Goods. 9
2.3 Cost of Tendering. 9
2.4 Contents of Tender Document. 10
2.5 Clarification of Tender Documents..... 10
2.6 Amendment of Tender Document... 10
2.7 Language of Tender. 11
2.8 Documents Comprising the Tender. 11
2.9 Tender Forms... 11
2.10 Tender Prices... 11
2.11 Tender Currencies 12
2.12 Tenderers Eligibility and Qualifications.. 12
2.13 Goods Eligibility and Conformity to Tender Document 12
2.14 Tender Security............................ 13
2.15 Validity of Tenders.. 13
2.16 Format and Signing of Tenders 14
2.17 Sealing and Marking of Tenders.. 14
2.18 Deadline for Submission of Tender .... 14
2.19 Modification and Withdrawal of Tenders.... 15
2.20 Opening of Tenders.. 15
2.21 Clarification of Tenders 16
2.22 Preliminary Examination 16
2.23 Conversion to Single Currency. 17
2.24 Evaluation and Comparison of Tenders 17
2.25 Contacting the Central Bank of Kenya. 18
2.26 Award of Contract 18
(a) Post Qualification 18
(b) Award criteria 18
(c) Central Bank of Kenyas Right to Accept or Reject any or all Tenders 19
2.27 Notification of Award.. 19
2.28 Signing of Contract.. 19
2.29 Performance Security .. 20
2.30 Corrupt or Fraudulent Practices... 20

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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 prequalified by the Central Bank of
Kenya for the production of banknote origination material and currency printing
services. Successful Tenderers shall produce, supply and deliver currency origination
material, proofs and dataset files for new design Kenya currency banknotes by the
intended completion date specified in the Tender documents.

2.1.2 Employees of the Central Bank of Kenya, Committee Members, Board Members and
their relatives (spouse and children) or any category of persons specified in Section 33
of the Public Procurement and Disposal Act (the Act) 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 Central Bank of Kenya 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 involved in corrupt or fraudulent practices or debarred from participating in

public procurement in Kenya or any other jurisdiction shall not be eligible to participate
in the Tender.

2.2 Eligible Goods

2.2.1 All currency origination materials, proofs and dataset files 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 origination materials,
proofs and dataset files are produced.

2.2.3 The origin of the goods is distinct from the nationality of the Tenderer and shall be
treated thus in the evaluation of the Tender.

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 Central Bank of Kenya, 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 KES.5, 000.00
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. Contents of 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) Manufacturers Authorization Form
(xiii) Confidential Business Questionnaire Form

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 Tender Documents

2.5.1 A prospective Tenderer making inquiries of the Tender documents may notify the
Central Bank of Kenya in writing at the address indicated in the invitation for Tenders.
The Central Bank of Kenya 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 Central Bank of Kenya.
Written copies of the Banks 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 Central Bank of Kenya shall reply to any clarifications sought by the Tenderer
within three (3) days of receiving the request to enable the Tenderer to make timely
submission of its Tender.

2.6 Amendment of Tender Documents

2.6.1 At any time prior to the deadline for submission of Tender, the Central Bank of Kenya,
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 issuing an addendum.

2.6.2 All prospective Tenderers that have obtained the Tender documents will be notified of
the amendment in writing and the amendment will be binding on them.

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2.6.3 In order to allow prospective Tenderers reasonable time in which to take the amendment
into account in preparing their Tenders, the Central Bank of Kenya, 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 exchanged between the Tenderer and the Central Bank of Kenya,
shall be written in the English language, and 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 the 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 2.12 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 2.13 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
(e) Confidential Business Questionnaire

2.9 Tender Form

2.9.1 The Tenderer shall complete the Form of Tender and the appropriate Price Schedule
furnished in the tender documents, indicating the products to be supplied and brief
description, their country of origin, quantity, and prices.

2.10 Tender Prices

2.10.1 The Tenderer shall indicate on the appropriate Price Schedule the unit prices where
applicable and total Tender price of the products it proposes to supply under the
contract.

2.10.2 Prices indicated on the Price Schedule shall be entered separately in the following
manner:

(i) The price of the proofs, origination materials and dataset files shall be quoted all
inclusive.

2.10.3 Prices quoted by the Tenderer shall remain fixed during the Tenders performance of
the contract. A Tender submitted with an adjustable price quotation will be treated as
non-responsive and will be rejected, pursuant to paragraph 2.22 unless otherwise
agreed by the parties.

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2.11 Tender Currency

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

2.12.1 Pursuant 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.

2.12.2 The documentary evidence of the Tenderers eligibility to Tender shall establish to
the Central Bank of Kenyas satisfaction that the Tenderer, at the time of submission
of its Tender, is from an eligible source country as defined under paragraph 2.1

2.12.3 The documentary evidence of the Tenderers qualifications to perform the contract if
its Tender is accepted shall establish to the Central Bank of Kenyas satisfaction;

(a) that, in the case of a Tenderer offering to produce and supply banknote origination
materials and dataset files under the contract which the Tenderer did not
manufacture or otherwise produce, the Tenderer has been duly authorized by the
Manufacturer or producer to supply the products
(b) that the Tenderer has the financial, technical, and production capability necessary
to perform the contract;

2.13 Goods Eligibility and Conformity to Tender Document

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 banknote origination materials and dataset files 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 banknote origination materials and
dataset files 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 characteristic of the proofs,

banknote origination materials and dataset files
b) a list giving full particulars, including available source and current prices of
proofs, origination materials, dataset files, etc., necessary for the printing of new
design Kenya currency banknotes for the Central Bank of Kenya; and
c) a clause-by-clause commentary on the Central Bank of Kenyas Technical
Specifications demonstrating substantial responsiveness of the goods to those
specifications, or a statement of deviations and exceptions to the provisions of
the Technical Specifications.

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2.13.4 For purposes of the commentary to be furnished pursuant to paragraph 2.13.3(c)
above, the Tenderer shall note that standards for workmanship, material, and tendered
merchandise, as well as references to brand names or catalogue numbers designated
by the Central Bank of Kenya 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 Central Banks 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 and
form specified in the Appendix to Instructions 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 Central Bank of Kenya against the risk
of Tenderers conduct which would warrant the securitys forfeiture, pursuant to
paragraph 2.14.7
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 Central Bank of Kenya 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 Central Bank of Kenya as non-responsive, pursuant to paragraph 2.22
2.14.6 Unsuccessful Tenderers tender security will be discharged or returned as promptly as
possible as but not later than thirty (30) days after the expiration of the period of tender
validity prescribed by the Central Bank of Kenya.
2.14.7 The successful Tenderers tender security will be discharged upon the tenderer signing
the contract, pursuant to paragraph 2.28 and furnishing the performance security,
pursuant to paragraph 2.29.
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 Central Bank of Kenya 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 2.28
ii) to furnish performance security in accordance with paragraph 2.29
c) If the Tenderer rejects correction of an arithmetic error in the Tender.

2.15 Validity of Tenders

2.15.1 Tender shall remain valid for 120 days or as specified in the Tender documents after
date of Tender opening prescribed by the Central Bank of Kenya, pursuant to
paragraph 2.20. A Tender valid for a shorter period shall be rejected by the Central
Bank of Kenya as non-responsive.
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2.15.2 The Central Bank of Kenya may extend the tender validity period. The Tenderers shall
be notified in writing of such extension. The Tender security provided under
paragraph 2.14 shall also be suitably extended.

2.16 Format and Signing of Tender

2.16.1 The Tenderer shall prepare two sets of the Tender, clearly marking one ORIGINAL
TENDER and the other COPY OF TENDER, as appropriate. In the event of any
discrepancy between them, the original shall prevail.

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 a contract. All pages of the Tender, except for un-amended printed
literature, shall be initialled 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
initialled 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 Central Bank of Kenya at the address given on the Invitation
to Tender.

b. bear, tender number and name in the Invitation for Tenders and the words, DO
NOT OPEN BEFORE WEDNESDAY, MARCH 29, 2017 AT 1030 HRS
(EAT).

2.17.3 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 or the tender is
cancelled after submission but before the tender opening.

2.17.4 If the outer envelope is not sealed and marked as required by paragraph 2.17.2, the
Central Bank of Kenya will assume no responsibility for the Tenders misplacement
or premature opening.

2.18 Deadline for Submission of Tenders

2.18.1 Tenders must be received by the Central Bank of Kenya at the address specified under
paragraph 2.17.2 not later 1030 HRS EAST AFRICAN TIME (EAT) on
WEDNESDAY, MARCH 29, 2017.

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2.18.2 The Central Bank of Kenya 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 Central Bank of Kenya
and candidates previously subject to the deadline will therefore be subject to the
deadline as extended.

2.18.3 Bulky Tenders which will not fit in the Tender box shall be received by the Central
Bank of Kenya as provided for in the Appendix.

2.19 Modification and Withdrawal of Tenders

2.19.1 The Tenderer may modify or withdraw its Tender after the Tenders submission,
provided that written notice of the modification, including substitution or withdrawal
of the Tenders, is received by the Central Bank of Kenya prior to the deadline
prescribed for submission of Tenders.

2.19.2 The Tenderers 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
Tenderers forfeiture of its Tender security, pursuant to paragraph 2.14.8

2.19.5 The Central Bank of Kenya 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 Central Bank of Kenya 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 Central Bank of Kenya will open all Tenders in the presence of Tenderers
representatives who choose to attend, at 1030 HRS EAT, on WEDNESDAY,
MARCH 29, 2017 and in the following location.

The Presentation Room

Sixth Floor, Central Bank of Kenya,
Haile Selassie Avenue,
Nairobi

The Tenderers representatives who are present shall sign a Tender opening register
evidencing their attendance.

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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 will be announced at the opening.

2.20.3 The Central Bank of Kenya 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 Central
Bank of Kenya may, at its discretion, ask the Tenderer for a clarification of any
aspect 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 Central Bank of Kenya in the Central
Bank of Kenyas Tender evaluation, Tender comparison or contract award decisions
may result in the rejection of the Tenderers Tender.

2.22 Preliminary Examination and Responsiveness

2.22.1 Upon opening the Tenders, The Central Bank of Kenya will conduct a preliminary
evaluation to determine whether the Tender has been submitted in the required
format, any Tender security is in the required format, amount and validity period,
the Tender has been signed by the person lawfully authorized to do so, the required
number of copies of the Tender have been submitted, the Tender is valid for the
required period, the required documents and information have been submitted and
any required samples have been submitted.

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 quantity, 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 may be forfeited. If there is a discrepancy between
words and figures the amount in words will prevail.

2.22.3 The Central Bank of Kenya 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 Central Bank of
Kenya 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 Central Bank of Kenyas determination of a
Tenders 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 Central Bank
of Kenya and may not subsequently be made responsive by the Tenderer by
correction of the non-conformity.

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2.23 Conversion to Single Currency

2.23.1 Where other currencies are used, the Central Bank of Kenya will convert those
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 Central Bank of Kenya will evaluate and compare the Tenders which have been
determined to be substantially responsive, pursuant to paragraph 2.22

2.24.2 The Central Bank of Kenyas evaluation of a Tender will exclude and not take into
account

(a) in the case of banknote proofs and origination material manufactured in Kenya
or of foreign origin already located in Kenya, sales and other similar taxes,
which will be payable on the goods if a contract is awarded to the Tenderer;
and
(b) Any allowance for price adjustment during the period of execution of the
contract, if provided in the Tender.

2.24.3 The comparison shall be of the price of the goods, which shall be deemed to be
inclusive of all costs as well as duties and taxes paid or payable.

2.24.4 The Central Bank of Kenyas evaluation of a Tender will take into account, in
addition to the Tender price and the price of incidental services, the following
factors, in the manner and to the extent indicated in paragraph 2.24.5 and in the
technical specifications:

(a) delivery schedule offered in the Tender;

(b) deviations in payment schedule from the specifications in the Special
Conditions of Contract;
(c) the cost of origination materials, proofs and dataset files;

2.24.5 Pursuant to paragraph 2.24.4 the following evaluation methods will be applied

a) Delivery schedule
The Central Bank of Kenya requires that the origination materials, proofs and
data set files under the Invitation for Tenders shall be delivered at the time
specified in the Schedule of Requirements. Tenders offering deliveries longer
than the Central Bank of Kenyas required delivery time will be treated as non-
responsive and rejected.

b) Deviation in payment schedule

Tenderers shall state their Tender price in the payment schedule outlined in the
special conditions of contract. Tenders will be evaluated on the basis of this base
price. Tenderers are, however, permitted to state an alternative payment
schedule and indicate the reduction in Tender price they wish to offer for such

Page 17 of 58
 alternative payment schedule. The Central Bank of Kenya may consider the
alternative payment schedule offered by the selected Tenderer.

c) Origination Materials, Proofs and Data set files

Tenderers must offer items with service and backups.

2.24.6 The Tender evaluation committee shall evaluate the Tender within 30 days of the
validity period from the date of opening the Tender.

2.24.7 Preference where allowed in the evaluation of Tenders shall not exceed 15%

2.25 Contacting the Central Bank of Kenya

2.25.1 Subject to paragraph 2.21 no Tenderer shall contact the Central Bank of Kenya on
any matter related to its Tender, from the time of the Tender opening to the time the
contract is awarded.

2.25.2 Any effort by a Tenderer to influence the Central Bank of Kenya in its decisions on
Tender, evaluation, Tender comparison, or contract award may result in the
rejection of the Tenderers Tender.

2.26 Award of Contract

(a) Post-Qualification
2.26.1 In the absence of pre-qualification, the Central Bank of Kenya 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.

2.26.2 The determination will take into account the Tenderers 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 Central Bank of Kenya
deems necessary and appropriate.

2.26.3 An affirmative determination will be a prerequisite for award of the contract to the
Tenderer. A negative determination will result in rejection of the Tenderers
Tender, in which event the Central Bank of Kenya will proceed to the next lowest
evaluated Tender to make a similar determination of that Tenderers capabilities to
perform satisfactorily.

(b) Award Criteria

2.26.4 The Central Bank of Kenya 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.

2.26.5 To qualify for contract awards, the Tenderer shall have the following:

i. Necessary qualifications, capability experience, services, equipment and

facilities to provide what is being procured.

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 ii. Legal capacity to enter into a contract for procurement
iii. Shall not be insolvent, in receivership, bankrupt or in the process of being
wound up and is not the subject of legal proceedings relating to the foregoing.
iv. Shall not be debarred from participating in public procurement.

(c) Central Bank of Kenyas Right to Accept/Reject Tenders

2.26.6 The Central Bank of Kenya 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 Tenderer
of the grounds for the Central Bank of Kenyas action

2.26.7 The Central Bank of Kenya may at any time terminate procurement proceedings
before contract award and shall not be liable to any person for the termination

2.26.8 The Central Bank of Kenya 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.

2.26.9 A Tenderer who gives false information in the Tender document about its
qualification or who refuses to enter into a contract after notification of contract
award shall be considered for debarment from participating in future public
procurement.

2.27 Notification of Award

2.27.1 Prior to the expiration of the period of Tender validity, the Central Bank of Kenya
will notify the successful Tenderer in writing that its Tender has been accepted.

2.27.2 The notification of award will signify the formation of the Contract but will have to
wait until the contract is finally signed by both parties. Simultaneously other
Tenderers shall be notified that their Tenders have not been successful.

2.27.3 Upon the successful Tenderers furnishing of the performance security pursuant to
paragraph 2.29, the Central Bank of Kenya will simultaneously inform the other
Tenderers that their Tenders have not been successful.

2.28 Signing of Contract

2.28.1 At the same time as the Central Bank of Kenya notifies the successful Tenderer that
its Tender has been accepted, the Central Bank of Kenya will simultaneously inform
the other Tenderers that their Tenders have not been successful.

2.28.2 Within fourteen (14) days of receipt of the Contract Form, the successful Tenderers
shall sign and date the contract and return it to the Central Bank of Kenya.

2.28.3 The parties to the contract shall have it signed within 30 days from the date of
notification of contract award unless there is an administrative review request.

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2.29 Performance Security

2.29.1 Within Thirty (30) days of the receipt of notification of award from the Central Bank
of Kenya, 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 Central Bank
of Kenya.

2.29.2 Failure of the successful Tenderer to comply with the requirements of paragraph
2.28 or paragraph 2.29 shall constitute sufficient grounds for the annulment of the
award and forfeiture of the Tender security, in which event the Central Bank of
Kenya may make the award to the next lowest evaluated bidder or call for new
Tenders.

2.30 Corrupt or Fraudulent Practices

2.30.1 The Central Bank of Kenya requires that Tenderers observe the highest standard of
ethics during the procurement process and execution of contracts. A Tenderer shall
sign a declaration that he has and will not be involved in corrupt or fraudulent
practices.

2.30.2 The Central Bank of Kenya 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.

2.30.3 Further a Tenderer who is found to have indulged in corrupt or fraudulent practices
risks being debarred from participating in public Procurement in Kenya.

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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.

Clause Particulars Of Appendix To Instructions To Tenders

Reference
2.1.1 The invitation to Tender is open to Tenderers prequalified for the process
and will be undertaken in the following stages.
Stage 1:
Through this Tender prequalified bidders are invited to submit:
Prototypes for five primary and complementary denominations
that incorporate the design upgrades as stipulated in the
specifications of this Tender.
Prices for producing the origination materials and the drafting of
printing specifications for each of the prototypes submitted.
Stage 2:
Based on the mandatory and technical evaluation and information
supplied in stage 1, the Central Bank of Kenya will choose the
winning bid. After evaluation, the Central Bank of Kenya will
enter into contract with the lowest evaluated bidder.
Stage 3:
The Bank will engage with the selected Bidder in stage 2 to fine-
tune or adjust the primary and complementary prototypes. This
will involve consultative meetings at the Central Bank of Kenya
Offices in Nairobi or bidder premises if required. Once the Bank
has agreed on the exact prototype details, the Bidder shall produce
the origination material, printed proofs and specified quantities of
banknotes produced under actual production conditions.

Failure to participate or qualify in this Tender will not disqualify the

Tenderer from participating in the Print Tender.

2.3.2 The Tender shall be offered free of charge to pre-qualified bidders

2.4.1 (xii) Manufacturers form will not be required since all the bidders have been
prequalified as banknote printers.
2.5.1 The Bank will respond in writing to any request for clarification of the
Tender documents, which it receives not later than seven (7) working days
prior to the deadline for the submission of Tenders.
2.5.2 The Bank shall reply to any clarifications sought by the tenderer within 3
working days of receiving the request.
2.10.2 (i) The prices quoted should be all inclusive and delivered at CBK Head
office, Nairobi.
2.11.1 Prices shall be quoted in this tender shall be in United States Dollars

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2.12.1 Eligibility already determined during the prequalification process hence
not applicable.
2.12.2 Not applicable
2.12.3 (c) Not applicable
2.13.4 Only applicable to the extent detailed under the particulars.
2.14.1 The bidders shall provide with its Tender a Tender Security of
USD.15,000.
2.15.1 Tenders shall remain valid for 180 days
2.17.1 a) Prototypes and Technical layouts of the specifications provided
shall be sealed in an envelope clearly marked DO NOT OPEN
UNTIL TECHNICAL EVALUATION.
b) The outer envelope shall not bear the details of the bidder.
2.18.1 Date of closing/opening of the Tender shall be Wednesday, March 29,
2017 at 1030 HRS EAT.
2.18.3 Bulky Tenders that do not fit in the Tender box will be received in the
presentation room on 6th Floor CBK Building at the date and time of
closing/opening the Tender.
2.19.2 A withdrawal notice may be sent via email as provided in this Tender
document.
2.20.1 As in 2.18.1 above
2.23.1 Not applicable since standard currency for this Tender is the United
States Dollar.
2.24.2 (b) Price adjustments shall not be allowed
2.24.5 Primary and complementary origination materials, proofs, dataset files
and specified banknote quantities to be delivered not more than 3
months (90 days) from the date of signing the contract
2.24.5 (c) Origination file backups to be provided
2.24.6 Evaluation shall be done within 30 days after opening.
2.26.2 The Bank may terminate or cancel procurement proceedings in
accordance with Section 63 of the Public Procurement and Asset
Disposal Act, 2015.
2.26.4 The substantial responsiveness of a tender shall include a positive
consideration quoted as the tender price.
2.29.1 Performance security shall be 10 per cent of the Tender sum

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SECTION III: GENERAL CONDITIONS OF CONTRACT

Table of Clauses

Page
3.1 Definitions.. 24
3.2 Application. 24
3.3 Country of Origin 24
3.4 Standards. 24
3.5 Use of Contract Documents and Information.. 24
3.6 Patent Rights 25
3.7 Performance Security.. 25
3.8 Inspection and Tests. 25
3.9 Packing. 26
3.10 Delivery and Documents. 26
3.11 Insurance .. 26
3.12 Payment. 26
3.13 Price.. 26
3.14 Assignments. 27
3.15 Sub contracts 27
3.16 Termination for Default 27
3.17 Termination for Convenience 27
3.18 Liquidated Damages.. 27
3.19 Resolution of Disputes.. 28
3.20 Language and law. 28
3.21 Force Majeure .. 28
3.22 Notices . 28

Page 23 of 58
 SECTION III - GENERAL CONDITIONS OF CONTRACT

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 Central Bank of
Kenya 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 currency origination materials, proofs and dataset
files, and/or other materials, which the Tenderer is required to supply to the Central
Bank of Kenya under the Contract.
(d) The Central Bank of Kenya means the organization purchasing the Goods under
this Contract.
(e) The Tenderer means the individual or firm supplying the Goods under this
Contract.

3.2 Application

3.2.1 These General Conditions shall apply in the Contract made by the Central Bank of
Kenya for production, supply and delivery of currency origination materials, proofs and
dataset files for new design Kenya Currency Bank Notes to the extent that they are not
superseded by provisions of other part of contract.

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 and
will be treated thus in the evaluation of the Tender.

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 Candidate shall not, without the Central Bank of Kenyas 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 Central Bank of Kenya
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 Central Bank of Kenyas 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 Central Bank of Kenya and shall be returned (all copies) to

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 the Central Bank of Kenya on completion of the Tenderers performance under the
Contract if so required by the Central Bank of Kenya

3.6 Patent Rights

3.6.1 The Tenderer shall indemnify the Central Bank of Kenya 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 Central Bank of Kenyas country

3.7 Performance Security

3.7.1 Within twenty eight (28) days of receipt of the notification of Contract award, the
successful Tenderer shall furnish to the Central Bank of Kenya the performance
security where applicable in the amount specified in the Special Conditions to the
Contract.

3.7.2 The proceeds of the performance security shall be payable to the Central Bank of Kenya
as compensation for any loss resulting from the Tenderers failure to fulfill 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 Central Bank of Kenya and shall be in the
form of
a) Cash
b) Bank guarantee
c) Such insurance guarantee approved by the Authority
d) Letter of credit

3.7.4 The performance security will be discharged by the Central Bank of Kenya and returned
to the Candidate not later than thirty (30) days following the date of completion of the
Tenderers performance obligations under the Contract, including any warranty
obligations, under the Contract

3.8 Inspection and Tests

3.8.1 The Central Bank of Kenya or its representative shall have the right to inspect and/or
to test the currency origination materials to confirm their conformity to the Contract
specifications. The Central Bank of Kenya 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. All
reasonable currency origination samples and assistance, including access to drawings
and data, shall be furnished to the inspectors at no charge to the Central Bank of Kenya.

3.8.3 Should any inspected or tested currency origination samples, proofs and dataset files
fail to conform to the Specifications, the Central Bank of Kenya may reject the samples,
and the Tenderer shall either replace the rejected currency origination samples, proofs
and dataset files or make alterations necessary to make specification requirements free
of costs to the Central Bank of Kenya.

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3.8.4 The Central Bank of Kenyas right to inspect test and where necessary, reject the
currency origination samples after the samples arrival and installation shall in no way
be limited or waived by reason of the origination samples having previously been
inspected, tested and passed by the Central Bank of Kenya or its representative prior to
the 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.

3.9 Packing

3.9.1 The Tenderer shall provide such packing and packaging of the origination sample 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 currency origination materials, proofs and data set files shall be made
by the Tenderer in accordance with the terms specified by Central Bank of Kenya in its
Schedule of Requirements and the Special Conditions of Contract.

3.11 Insurance

3.11.1 The currency origination materials, proofs and data set files supplied under the Contract
shall be fully insured by the Tenderer 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 Central Bank of Kenya as specified in the
contract

3.13 Prices

3.13.1 Prices charged by the Tenderer for currency origination materials, proofs and a copy
of data set files delivered and performed under the Contract shall not, with the
exception of any price adjustments authorized in Special Conditions of Contract, vary
from the prices quoted by the Tenderer in its Tender.

3.13.2 Contract price variations shall not be allowed for contracts not exceeding one (1) year

Page 26 of 58
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 requests shall be processed by the Central Bank of Kenya within 30
days of receiving the request.

3.14. Assignment

The Tenderer shall not assign, in whole or in part, its obligations to perform under this
Contract, except with the Central Bank of Kenyas prior written consent

3.15. Subcontracts

3.15.1 The Tenderer shall notify the Central Bank of Kenya 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 Central Bank of Kenya 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 origination materials, proofs
and data sets within the period specified in the Contract, or within any
extension thereof granted by the Central Bank of Kenya
(b) if the Tenderer fails to perform any other obligation(s) under the Contract
(c) if the Tenderer, in the judgment of the Central Bank of Kenya has engaged
in corrupt or fraudulent practices in competing for or in executing the
Contract
3.16.2 In the event the Central Bank of Kenya terminates the Contract in whole or in part, it
may procure, upon such terms and in such manner as it deems appropriate, currency
origination materials, proofs and dataset files similar to those undelivered, and the
Tenderer shall be liable to the Central Bank of Kenya for any excess costs for such
similar product.

3.17. Termination for convenience

3.18. Liquidated Damages

3.18.1 If the Tenderer fails to deliver and/or supply any or all of the items within the period(s)
specified in the contract, the Central Bank of Kenya 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.

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3.19. Resolution of Disputes

3.19.1 The Central Bank of Kenya and the Tenderer shall make every effort to resolve
amicably by direct informal negotiation any disagreement or dispute arising between
them under or in connection with the contract

3.19.2 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 that the dispute be referred for resolution to the formal mechanisms specified
in the SCC.

3.20. Language and Law

3.20.1 The language of the contract and the law governing the contract shall be English
language and the Laws of Kenya respectively unless otherwise specified in the SCC.

3.21. Force Majeure

3.21.1 The Tenderer shall not be liable for forfeiture of its performance security or
termination for default if and to the extent that its delay in performance or other failure
to perform its obligations under the Contract is the result of an event of Force Majeure.

3.22 Notices

3.22.1 Any notice given by one party to the other pursuant to this contract shall be sent to
other party by post or by fax or Email and confirmed in writing to the other partys
address specified.

3.22.2 A notice shall be effective when delivered or on the notices effective date, whichever
is later.

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 SECTION IV - SPECIAL CONDITIONS OF CONTRACT

Notes on Special Conditions of Contract

4.1 The clauses in this section are intended to assist the Central Bank of Kenya in providing
contract-specific information in relation to corresponding clauses in the General
Conditions of Contract

4.2 The provisions of Section IV complement the General Conditions of Contract included
in Section III, specifying contractual requirements linked to the special circumstances
of the Central Bank of Kenya and the goods being procured. In preparing Section IV,
the following aspects should be taken into consideration.

(a) Information that complement provisions of Section III must be incorporated and

(b) Amendments and/or supplements to provisions of Section III, as necessitated by the

circumstances of the goods being procured must also be incorporated.

4.3 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.

4.4 Special conditions of contract as relates to the GCC

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SECTION IV - SPECIAL CONDITIONS OF CONTRACT

REFERENCE OF GCC SPECIAL CONDITIONS OF CONTRACT

3.1.1 (b) The contract price should be a valid consideration expressed in
United States Dollars (USD)
3.1.1 (c) For the purpose of this tender, goods means primary and
complementary origination material, proofs, dataset files and
specified quantities of banknotes manufactured under actual
production conditions.
3.6.1 For the origination materials, proofs and data set files, it is
incumbent on the successful bidders to copyright every element
used. These copyrights and patents shall be transferred to the
Central Bank of Kenya.

The currency origination materials, proofs, dataset files and

specified quantities of banknotes manufactured under actual
production conditions will be delivered to the Central Bank of
Kenya and will become the property of the Central Bank of
Kenya. The winning Tenderer will transfer yield and surrender
any claim of ownership legal interest and intellectual property
comprised in the themes, designs concepts, images and material
used and comprised in the currency origination materials, proofs
and dataset files.

The materials hereby presented are for purposes of illustration

ONLY which the bidder covenants not to use for any other
purpose or disclose to any other party.
3.7.1 Performance security shall be 10 per cent of the tender sum and
in the format provided in this document and shall be furnished
within 30 days of notification of award
3.7.3 Performance security shall only be in the form of a Bank
guarantee or Letter of credit.
3.9.2 For the banknotes produced under actual production conditions,
packaging should be as follows:-
i. Banded with a band paper as a sub bundle of 100 pieces. The
banding paper should contain details for quality control
follow up. The serial numbers in the sub bundle should all be
AA0000000.
ii. Sub-bundles should be banded in 10s to make a bundle. The
banding paper should contain details for quality control
follow up.
iii. A bundle which consists of 1,000 pieces of banknotes shall
be wrapped in a shrinking foil, sealed all around.
3.10.1 All origination materials shall be delivered in a safe and
acceptable format which is accessible to the banknote printing
industry.
The Bank will inform the contracted party where to deliver the
origination materials.

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REFERENCE OF GCC SPECIAL CONDITIONS OF CONTRACT
3.10.1 (ii) All bidders to develop and provide a complementary currency
with an alternative front view (obverse). Bidders are free to
suggest any other alternative front view arrangement of
elements. Final design elements and features will be subject to
discussion and concurrence with the Bank

3.10.1 (iii) Both primary and complementary Prototypes and Technical

layouts of the specifications provided shall be sealed in an
envelope clearly marked DO NOT OPEN UNTIL TECHNICAL
EVALUATION
3.11.1 Marine/Shipping insurance needs to be provided in accordance
with the Kenyan Law
3.12.1 There shall be no down payment in this tender. Payment shall be
made in full upon delivery of required goods.
3.13.2 Price adjustments are not provided in the Tender.
3.15 Sub-contracting part or whole of this Tender is NOT permissible
under this contract without express authority of the Central Bank
of Kenya.
3.17 The Central Bank of Kenya may terminate performance of this
contract in whole or, from time to time, in part if it is
determined that termination is in the Banks interest.

In the event the Central Bank of Kenya terminates the contract

in this manner, it shall deliver to their tenderer a notice of
termination and the effective date.
3.19.1 Resolution of disputes will be subject to the Laws of Kenya and
in the event that amicable resolution to a dispute is untenable,
the matter will be taken up through a court of law in Kenya for
resolution.

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SECTION - V- SCHEDULE OF REQUIREMENTS AND PRICES

A) EVALUATION PROCEDURE

i. Technical Evaluation of Tenders will be based on the bidder meeting all the set
Mandatory Requirements in the Tender Document. This will be marked as YES or
NO depending on the bidders response
ii. Bidders meeting all the Mandatory Requirements will have to score the minimum
technical threshold score set as the pass mark in order to progress to the Financial
Evaluation Stage. This shall be 75%.

B) MANDATORY REQUIREMENTS

No. Requirements Reference REQUIREMENT

(if any) MET? (YES/NO)
MR 1 Provide a Tender Security of United States Dollars
Fifteen Thousand Only (USD.15,000.00)

MR 2 Provide copy of the companys current Certificate

of Tax Compliance issued by the Revenue
Authority of the domicile country valid as at the
date of tender opening.
MR 3 Provide a commitment letter of your undertaking to
deliver banknote origination materials and data set
files within your stated timelines. The commitment
letter should be marked Undertaking to Deliver
CBK Banknote Origination Materials
MR 4 Provide a detailed brief to illustrate your
understanding of the requirements of this tender.
Describe the various stages and deliverables,
clearly indicating approvals and input required
from CBK.
MR 5 Provide a detailed time schedule of activities
supporting your origination development
proposals. Use a Gantt chart to illustrate.
MR 6 Provide a letter of undertaking that during and after
the tender process the Tenderer shall maintain
confidentiality in all matters pertaining to the
tender. The letter should be marked Undertaking
to Maintain Confidentiality

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 No. Requirements Reference REQUIREMENT
(if any) MET? (YES/NO)
MR 7 In order to ensure that security features to be
incorporated in the banknotes remain confidential
to the Bank and prequalified bidders, the bidders
shall provide a letter of undertaking that no
subcontracting of or part of the process will be
undertaken. The letter should be marked
Undertaking not to Subcontract
MR 8 Submit one original and one copy of the duly
completed bid document.
MR 9 Provide 2 sets of primary and 2 sets
complementary prototypes and technical
descriptive layouts in a sealed envelope as per Ref
3.10.1

Page 33 of 58
 C) TECHNICAL REQUIREMENTS
EVALUATION
EVALUATION CRITERIA
CATEGORY
(i) GENERAL INFORMATION (10%)
T1 Origination No. of Designers/Artists/
Personnel Engravers available for
capability origination development
(Must include a summary of
relevant experience and
detailed CVs for staff with
experience of over 10 years)
T2 Research and Number of new features and
Development innovations developed and
registered by the company in
the last 5 years.
(Marks to be awarded only if
sample feature and Copy of
Patent certificate is provided.
Interpretation must be
provided where it is issued in
a language other than
English)
(ii) TECHNICAL INFORMATION (40%)
T3 Origination a) Number of banknote
Capability families/sets designed from
the concept stage to
origination in the last 10
years.
Bidder should submit
actual or specimen
banknotes where
originations have been
successfully printed and
issued into circulation.
Page 34 of 58
MAX.
SCORING REF.
SCORE
Evidence of a list of 5
Designers/artists/engravers
by name and Personnel
numbers
0.5 mark for every
qualified personnel subject
to a maximum of 5 marks
0.5 marks score for every 5
developed and registered
innovation
Maximum 5 marks
0.5 marks for every actual 5
or specimen banknote
family/sets provided and
letter of confirmation to
accompany the banknotes
subject to a maximum of 5
marks
(Marks to be awarded only
if actual or specimen
Banknotes are Provided
together with a reference
letter)
 EVALUATION
EVALUATION CRITERIA
CATEGORY
b) Number of contracts
awarded for design and
origination over the last 10
years.
Must tabulate clearly
indicating the client and
date of contract.
T4 Production of Number of countries/ Central
Origination Banks that have used your
Proofs and own developed origination
Data Set Files material and dataset files over
the last 10 years to print their
Banknotes through another
printer or printers.
List the Name of Country,
Printer, year of print and
denomination.
T5 Origination Confirm the time period in
Timelines months it will take to develop
and finalise banknote
originations, proofs and
assembly of usable data set
files (Design process to
include digital design
approval, watermark
approval, and final printed
Proof approval for each
denomination)
MUST provide evidence
through confirmation letters
of having undertaken
development of originations
to completion within such a
period of 3 months over the
last 10 years.
Page 35 of 58
MAX.
SCORING REF.
SCORE
Highest number of 10
contracts 10 marks
Second highest number of
contracts 8 marks
Third highest number of
contracts 6 marks
Fourth highest number of
contracts 4 marks
Zero or no contracts
tabulated - No marks
0.5 marks for origination 5
materials (dataset files)
developed by yourself and
printed by another printer
subject to a maximum of 5
marks
(Marks to be awarded only
if actual or specimen
Banknotes are Provided)
Confirmation to be 5
accompanied by
requirement in MR3
detailing every step
5 marks for periods below
3 months (90 days) and no
marks for period above 3
months.
 EVALUATION MAX.
EVALUATION CRITERIA SCORING REF.
CATEGORY SCORE
T6 Risk a) Incidences of loss of No incident - 5 Marks 5
Management clients design,
and Ethical origination material,
Practices banknotes production One or more incident Nil
works in progress or
actual banknotes in the
printing process while in
your custody during the
last ten years.

(Disclose and clarify the

Nature of incidence if
any, and steps taken to
mitigate)
b) Provide evidence of At least two confirmed 5
membership or memberships - award 5
accreditation to:- marks
i. An independent
organization that At least one confirmed
specifies standards for membership - award 2
management of the marks
security printing
processes. Where no membership is
ii. An independent confirmed award no marks
organization that
promotes ethics and
proper business practice
among members
involved in the
production of printed
currency.

(Attach evidence of this

membership by providing
a copy accreditation
certificate and profile of
the accrediting
institution)

Page 36 of 58
 EVALUATION MAX.
EVALUATION CRITERIA SCORING REF.
CATEGORY SCORE
T7 Presentation Bidders presentation of Award 1 mark per 5
and Layouts technical layouts for each denomination for the full
denomination. The technical layout presentation.
layouts should include:
A. Obverse Layouts Where any presentation
i. Colour prototype layout is missing for a
layouts printed on A4 denomination, award no
paper mark.

B. Reverse Layouts
i. Colour prototype
layouts printed on A4
paper

C. Combined Obverse &

Reverse Layouts
i. Colour prototype
layouts printed on A4
paper
ii. Colour prototype
layouts printed on A4
paper with clear
labelling/referencing
of security elements
required including
keys to the labels
iii. Colour prototype
intaglio views printed
on A4 paper
iv. Colour prototype
litho/offset views
printed on A4 paper
v. Colour prototype
Ultra Violet (UV)
views printed on A4
paper
vi. Full grey-scale
prototype Infra-Red
(IR) Split views
printed on A4 paper

Page 37 of 58
 EVALUATION MAX.
EVALUATION CRITERIA SCORING REF.
CATEGORY SCORE
(iii) PROTOTYPE TECHNICAL ASSESSMENT - (50%)
T 8 Prototype KES.50, 100, 200, 500 & 1000. Award marks per 50
Assessment Carry out an overall assessment of denomination for each
the technical designs based on the assessment criteria
specifications for each based on the
denomination. maximum score
Assessment Criteria Max.
Score KES.50 Max. 10
Confirm accurate 2
capture of all the images KES.100 Max. 10
as per specifications.
Confirm accurate 1 KES.200 Max. 10
placement of all texts as
per specifications. KES.500 Max. 10
Confirm size proposals 1
as per specifications KES.1000 Max. 10
Rate colour capture and 1
blend as per
specifications
Rate the symmetrical 1
presentation of elements
Rate security 2
considerations
/proposals presented
Overall aesthetic appeal 1
of the primary
prototype.
Overall aesthetic appeal 1
of the complimentary
option provided.
Total Score per 10
denomination
Total 100

Page 38 of 58
D) PRICE SCHEDULE FOR DELIVERY OF ORIGINATION MATERIALS

Name of tenderer Tender Number

No. Item Description Total Price

(USD)

1 Primary Origination Materials, Proofs and Dataset

files for KES 50, 100, 200, 500 and 1000

Complementary Currency Origination Materials,

2 Proofs and Dataset files for KES 50, 100, 200, 500
and 1000

Cost of printing 1,000 pieces of the primary design

3 banknotes in the denominations KES 50, 100, 200,
500 and 1000 under actual production conditions.

TOTAL

Amount in Words:

Carried to Form of Tender.

Authorised Official

Signature of tenderer

Date

Note: In case of a discrepancy between total value and words, words shall prevail.

Page 39 of 58
SECTION VI - TECHNICAL SPECIFICATIONS

6.1 GENERAL

6.1.1. These specifications describe the basic requirements for origination materials, proofs
and data set files. Tenderers are requested to submit with their offers the detailed
specifications, drawings, catalogues, etc. for the products they intend to supply.

6.1.2 Tenderers must indicate on the specifications sheets whether the currency origination
materials, proofs and dataset files offered comply with each specific requirement.

6.1.3 All the dimensions and capacities of the currency origination material, proofs and
dataset files 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 Central Bank
of Kenya reserves the right to reject the products, if such deviations shall be found
critical to the use and operation of the products.

6.1.4 The Tenderers are requested to present information along with their offers as follows:-

(i) Shortest possible delivery period of each product.

Page 40 of 58
SECTION VI TECHNICAL SPECIFICATIONS

6.2 PARTICULARS

6.2.1 The design concepts bear two themes: Kenya Reborn and Prosperity to reflect
the spirit of the new constitution and Kenya development goal as outlined in
vision 2030.

6.2.2 In selecting the most suitable features, the Central Bank was guided by the
following considerations.
Need to conform to the constitution
Need to ensure cultural/social/ethnic neutrality and balance.
Ease of recognition
Technical feasibility
Aesthetically appealing
Acceptable to the public

6.2.3 The front of all the five denomination will be Kenyatta International Conference
Centre image as the main feature. Other features on the front side include the
new constitution, rising sun, National flag, coat of arms and a dove that
symbolize peace.

6.2.4 The Back side will bear a selection of key drivers of prosperity that can easily
be identified; Governance, agriculture, social services and infrastructure.

6.2.5 The proposed banknotes are smaller in size in tandem with worldwide trends
and the colour chosen for different denomination would be those that best suit
our environment and cash handling habits. Details of features and elements
proposed are indicated in the design brief.

6.2.6 The Bidder is expected to Provide full colour digital design files for each of the
denominations, produced on a recognised banknote design system, showing all
the production layers which will be required for full banknote production and
including digital representations of all the required security features. The
deliverables for this tender include but not limited to the following:

i. Electronic files for all workings;

ii. Intaglio dies for front and back;
iii. Full letterpress numbering font sequence;
iv. Set of printed materials including all lithographic, intaglio and screen
sheets if any.
v. Technical specifications( Approved by the Bank)
vi. All finished graphic work plus intaglio vignette engravings.
vii. Computer to Intaglio Process (CtIP) depth profiles for the front & back
intaglio layers.
viii. Proofs
ix. Wet ink samples.
x. Watermark design, trials and final approvals.
xi. Single Note Layouts (SNL)

Page 41 of 58
 xii. Winning bidder shall be required to deliver specified quantities of
banknotes manufactured under actual production conditions

6.2.7 From the specifications of this tender, the Bidder is invited to develop a
prototype that is robust and resilient to counterfeits. The Bidder may,
however, propose other features not specified, provided that such features
are freely accessible by any Bidder.

6.2.8 All primary and complementary origination material produced will be

property of the Bank and the Bank may opt to use these material as it deems
fit.

6.2.9 Winning bidder will be required to develop and deliver to the Bank and
obtain approval thereof for five (5) sets of primary and complementary proof
material for each denomination to be used for examination and approval at
all stages of the design process.

6.2.10 The Bank will be using Cotton as the Substrate for the new banknotes.

6.2.11 Bidders can propose width, pattern and texts for the iridescent bands.

6.2.12 Bidders can propose additional security elements such as micro texts, latent
images etc

6.2.13 Where images depicting people have been used, the final images shall have
no semblance to their original or capable of being related to their
originals/original person.

6.2.14 Bidders will be required to source for copyrights of all images used during
origination. Copyrights to those images shall pass to the Central Bank of
Kenya.

6.2.15 Final security features will be determined by the Bank and will be procured
by the winning bidder at the print stage.

6.2.16 Bidders may exercise their discretion to edit the images to conveniently and
effectively display the concept.

6.2.17 Bidders have to submit indicative time schedules in form of Gant Charts for:
a) Translating the concept designs to fully functional technical Banknotes
prototypes for Central Bank approval before progressing to engraving
and production of the origination material.
b) Development, approval, compilation and delivery of final origination
materials as stated in the requirements of this Tender.

Page 42 of 58
A. ORIGINATION OBVERSE ELEMENTS PRESENTATION
All Denominations (KES.50, 100, 200, 500 & 1,000) CYR
1.
Banknote Measurements and Colours

Denom. Sizes Colour

KES.1000 143mm x 70 mm Brown Y
KES.500 138mm x 68 mm Green
KES.200 133mm x 66 mm Blue
KES.100 128mm x 64 mm Purple
KES.50 123mm x 62 mm Reddish

2. Banknote paper substrate will be cotton at 95 GSM with a multi-tonal lion

head watermark (3D and sharper image) with bright eyes.
3. Main Feature Front view of Kenyatta International Conference Centre on
the right hand half of the banknote (to be engraved).
4. Skyline image of the City of Nairobi captured from the Uhuru Park Hill on
Y
the right hand top of the banknote
5. Peak of Mount Kenya with the sun rising behind the mountain displayed as a
Y
backdrop to the skyline image in 3 above.
6. Large print denomination on the bottom right hand corner of the banknotes.
For the high denominations KES.1,000 and KES.500, the large prints should
be in a magnetically optically variable ink while for the lower denominations
KES.200, KES.100 and KES.50, the large prints should be in a optically
variable ink. In each of the denominations, an animal head protrudes from the
last zero numeral of the large print. The animals are:-
i. KES.50 Buffalo Y
ii. KES.100 Leopard Y
iii. KES.200 Rhino Y
iv. KES.500 Lion Y
v. KES.1000 Elephant Y
7. The Kenyan flag and shield closer to the centre of the banknote displayed in a
Y
silhouette form
8. Original Kenyan Coat of Arms placed on the left hand top corner of the
banknote CBK/Y
9. Watermark area on the left side of the banknote, featuring
i. A clear 3D image of a lions head as the main watermark Y
ii. The denomination of the banknote displayed as a watermark below
Y
the main watermark
iii. A flying dove with twigs on the beak right below the main watermark
Y
and next to the denomination value watermark
10. The wordings Banki Kuu ya Kenya and Central Bank of Kenya placed on the
top centre of the banknote appearing as the main identification of the
countrys currency and issuing Central Bank. CBK/Y

Page 43 of 58
All Denominations (KES.50, 100, 200, 500 & 1,000) CYR
11. A flying dove with twigs on the beak displayed as a see through register on
the left hand bottom of the banknote Y
12. Wordings of the currency denomination in both English and Swahili for each
denomination written as follows: CBK/Y
i. Legal Tender for Fifty Shillings
Shilingi Hamsini CBK/Y
ii. Legal Tender for One Hundred Shillings
Shilingi Mia Moja CBK/Y
iii. Legal Tender for Two Hundred Shillings
Shilingi Mia Mbili CBK/Y
iv. Legal Tender for Five Hundred Shillings
Shilingi Mia Tano CBK/Y
v. Legal Tender for One Thousand Shillings
Shilingi Elfu Moja CBK/Y
13. Provision for authorised signatories on the bottom centre of the banknote with
the following text
FOR THE BOARD OF DIRECTORS
Two signatures Governor and Member similar to current circulating
banknotes CBK/Y
14. Series of basketry and mats used as background silhouettes of the banknote Y
15. i. Blind recognition marks/patterns differentiating every denomination
from the other on either side of the banknote.
Y
ii. Micro lettering CBKBKYK to be placed inside the blind recognition
blocks.
16. The year of print (YYYY) to be placed on the left hand side of the banknote
Y
in small letters.
17. Letterpress serialisation
i. Right hand serialisation being horizontal and magnetic form on the
top of the banknote, close to the skyline of Nairobi Y
ii. Left hand serialization being vertical close to the watermark area and
Ultra Violet (UV) receptive.
18. Infra-red splits proposals to be provided Y

Page 44 of 58
All Denominations (KES.50, 100, 200, 500 & 1,000) CYR
19. Bidders should make provision for two threads as follows:-
The primary security thread should be on the left hand side of the
banknote when placed face up.
The secondary security thread should be on the right hand side of
the banknote when placed face up.

Primary Security Thread

CBK desires to have different structure of threads for its high and low
denomination banknotes. The complex threads will be designated for
KES.1000, KES.500 and KES.200 while the colour changing threads will be
designated for KES.100 and KES.50. Designers should ensure that this thread
has the text CBK and denomination e.g. CBK 50 on it either as plain text or
better with deliberate alternate inversion of numerals.

Denom. Thread Size Property

KES.1000 4 mm Complex design
KES.500 4 mm Complex design
KES.200 4 mm Complex design
KES.100 3 mm Colour changing properties
KES.50 3 mm Colour changing properties

The complex design threads should at minimum be easy to explain and

understand but difficult to counterfeit. It should adopt the use of optics or
distinct multiple threads incorporated to look like a single thread. It should be Y
4mm and windowed when placed on the banknote. The visual properties when
tilted should be easily and instantaneously recognisable. In addition, it should
have excellent adhesive properties and bonding with the paper. The thread
should be very resilient to ordinary banknote wear and tear.

The colour changing property threads should at minimum be easy to explain

and understand but difficult to counterfeit. It should have instantaneous colour
changing property that is easily distinguished to the public eye. In addition, the
colour change should contrast the banknote colour for proper identification.
The adhesive properties should be proven to be strong bonding and durable.
This thread should be 3mm and have windowed properties when placed on the
banknote.

Secondary Security Thread

This thread should be fully embedded in the paper and have hard magnetic
property and a width of 0.5 mm.

CBK shall not be bound to use any thread options provided and shall have
the final determination in the choice of thread to be adopted.

Page 45 of 58
All Denominations (KES.50, 100, 200, 500 & 1,000) CYR
20. Covert Features
CBK shall incorporate a high end covert feature in the banknotes. The covert
feature to be incorporated in the paper should preferably be capable of being
CBK/Y
incorporated without changing the designs of the banknotes. Tenderers may
submit proposals for a suitable high end covert feature to be considered at the
print stage.

B. REVERSE ELEMENTS PRESENTATION

DENOMINATION - KES.50 CYR
21. Symmetrical arrangement and display of the three sources of energy below.
(all to be engraved)
i. Ngong hills windmills on the left hand side of the banknote, Y
ii. Olkaria geothermal plant on the centre Y
iii. A solar panel on the right just before the watermark gap Y
22. Three diagonal bands separating each of the above sources of energy and
small texts in both English and Swahili in each of the bands i.e.
i. Wind power Nguvu ya Upepo Y
ii. Geothermal power Kawi ya Mvuke Y
iii. Solar Power Nguvu ya Jua Y
23.
Wordings Banki Kuu ya Kenya and Central Bank of Kenya at the top left
of the banknote with Kenya being in large print
Y
24. Large denomination numerals on the top right hand and bottom left hand
corner of the banknote (Intaglio presentation) Y
25. Iridescent band provision on the left side the banknote but very close to the
centre Y
26. Series of basketry and mats used as background silhouettes of the banknote CBK/Y
27. Infra-red splits proposals to be provided Y

DENOMINATION - KES.100 CYR

28. Symmetrical arrangement and display of the three forms of agriculture
below. (all to be engraved)
i. Maize cobs on the left hand side of the banknote, CBK/Y
ii. Tea picking activity on the centre and CBK/Y
iii. Livestock on the right hand side just before the watermark gap CBK/Y
29. Three diagonal bands separating each of the above forms of agriculture and
small texts in both English and Swahili in each of the bands i.e.
i. Cereal Nafaka Y
ii. Agriculture Kilimo Y
iii. Livestock Mifugo Y

Page 46 of 58
 DENOMINATION - KES.100 CYR
30. Wordings Banki kuu ya Kenya and Central Bank of Kenya at the top left of
the banknote with Kenya being in large print Y
31. Large denomination numerals on the top right hand and bottom left hand
corner of the banknote (Intaglio presentation) Y
32. Iridescent band provision on the left side the banknote but very close to the
centre Y
33. Series of basketry and mats used as background silhouettes of the banknote CBK/Y
34. Infra-red splits proposals to be provided Y

DENOMINATION - KES.200 CYR

35. Symmetrical arrangement and display of the three forms of social activities
below. (all to be engraved)
i. Mother with baby being examined by a doctor on the left hand side
of the banknote, CBK/Y
ii. Teacher demonstrating to children how to work on a laptop on the
centre and CBK/Y
iii. Kenyan athletes with a stretched out Kenyan flag to their backs
celebrating a win. Placement is just before the watermark gap. CBK/Y
36. Three diagonal bands separating each of the above forms of social activities
and small texts in English and Swahili in each of the bands i.e.
i. Health Services Huduma za Afya CBK/Y
ii. Education Elimu CBK/Y
iii. Sports Michezo CBK/Y
37. Wordings Banki Kuu ya Kenya and Central Bank of Kenya at the top left
of the banknote with Kenya being in large print CBK/Y
38. Large denomination numerals on the top right hand and bottom left hand
corner of the banknote (Intaglio presentation) CBK/Y
39. Iridescent band provision on the left side the banknote but very close to the
centre CBK/Y
40.
Series of basketry and mats used as background silhouettes of the banknote
CBK/Y
41. Infra-red splits proposals to be provided CBK/Y

DENOMINATION - KES.500 CYR

42. Symmetrical arrangement and display of the three forms of tourist
attractions below.
(all to be engraved)
i. Kenyan beach on the left hand side of the banknote, CBK/Y
ii. Wildlife (elephants and giraffe on the centre and Y
iii. A lion head on the right just before the watermark gap Y
43. Three diagonal bands separating each of the above sources of tourist
attractions and small texts in both English and Swahili in each of the bands
i.e.
Page 47 of 58
 DENOMINATION - KES.500 CYR
i. Tourism Utalii CBK/Y
ii. Wildlife Wanyama wa Pori CBK/Y
iii. Lion Simba CBK/Y
44. Wordings Banki Kuu ya Kenya and Central Bank of Kenya at the top left
of the banknote with Kenya being in large print CBK/Y
45. Large denomination numerals on the top right hand and bottom left hand
corner of the banknote (Intaglio presentation) CBK/Y
46. Iridescent band provision on the left side the banknote but very close to the
centre CBK/Y
47.
Series of basketry and mats used as background silhouettes of the banknote
CBK/Y
48. Infra-red splits proposals to be provided Y

DENOMINATION - KES.1000 CYR

49. Main Feature is the entire birds eye view capture of the Kenyan Parliament
to be engraved
50. One diagonal band identifying the above main feature and small text in
both English and Swahili in the bands i.e.
i. Parliament Bunge CBK/Y
51.
Wordings Banki Kuu ya Kenya and Central Bank of Kenya at the top left
of the banknote with Kenya being in large print
CBK/Y
52. Large denomination numerals on the top right hand and bottom left hand
corner of the banknote (Intaglio presentation) CBK/Y
53. Iridescent band provision on the left side the banknote but very close to the
centre CBK/Y
54.
Series of basketry and mats used as background silhouettes of the banknote
CBK/Y
55. Infra-red splits proposals to be provided Y

Key to Specification Sheet

CYR - Refers to copyright or development

Y - Refers to where the bidder is required to source for appropriate image and
secure copyright or develop

CBK/Y - Refers to where image or feature development will be undertaken

jointly with the Bank

Page 48 of 58
 SECTION VII - STANDARD FORMS

Notes on the Standard Forms:

7.1 Form of Tender

This form must be completed by the Tenderer and submitted with the Tender
documents. It must also be duly signed by duly authorized representative of the
Tenderer.

7.2 Confidential Business Questionnaire Form

This form must be completed by the Tenderer and submitted with Tender documents

7.3 Tender Security Form

When required by the Tender document the Tenderer shall provide the Tender security
either in the form included therein after or in another format acceptable to the Central
Bank of Kenya.

7.4 Contract Form

The General and Special conditions herein represent a general outline of the terms and
conditions of the contract that will be entered into between the Procuring Entity and the
Tenderer. The Procuring Entity will prepare a contract to be executed by it and the
Tenderer who is awarded the contract.

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.

7.5 Performance Security form

The performance security form should not be completed by the Tenderer at the time of
Tender preparation. Only the successful Tenderer will be required to provide
performance security in the sum provided herein or in another form acceptable to the
Central Bank of Kenya.

7.6 Bank Guarantee for Advance Payment.

When there is an agreement to have Advance payment, this form must be duly
completed.

7.7 Manufacturers Authorization Form

When required by the Tender document, this form must be completed and submitted
with the Tender document. This form will be completed by the manufacturer of the
goods where the Tender is an agent.

Page 49 of 58
7.1 FORM OF TENDER

Date
Tender No.
To:

[name and address of Central Bank of Kenya]

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 currency origination
materials, proofs and dataset files 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 currency origination materials,

proofs and dataset files 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 .
.(Central Bank of Kenya).

4. We agree to abide 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 that
you may receive.

Dated this day of 20

[Signature] [in the capacity of]

Duly authorized to sign Tender for an on behalf of

Page 50 of 58
7.2 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.
Country...
Plot No Street/Road
..
Postal Address .. Tel No. . Fax . E
mail . Postal Code ..
Nature of Business..
Registration Certificate No.

Maximum value of business which you can handle at any one time USD.

Name of your bankers Branch Location

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. ..

Page 51 of 58
 Part 2 (c ) Registered Company
Private or Public
.
State the nominal and issued capital of company-
Nominal USD.
Issued USD.
Given details of all directors as follows
Name Nationality Citizenship Details
Shares
1..
2. ..
3.
4.
5 .

Date . Seal/Signature of Candidate ..

Page 52 of 58
7.3 TENDER SECURITY FORM (BID BOND)

Whereas . [name of the Tenderer]

(hereinafter called the Tenderer) has submitted its Tender dated . [date of
submission of Tender] for the supply of currency origination materials, proofs and
dataset files (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 Central Bank of Kenya} (hereinafter called the Central Bank of Kenya) in the sum
of .. for which payment well and truly to be made to
the said Central Bank of Kenya, 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
Central Bank of Kenya 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;

3. If the tenderer rejects or fails to accept the correction of arithmetic errors

We undertake to pay to the Central Bank of Kenya up to the above amount upon receipt
of its first written demand, without the Central Bank of Kenya having to substantiate
its demand, provided that in its demand the Central Bank of Kenya will note that the
amount claimed by it is due to it, owing to the occurrence of one or all of the three
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)

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7.4 CONTRACT FORM

THIS AGREEMENT made the day of 20

between [name of Procurement entity) of .. [country of
Procurement entity] (hereinafter called the Central Bank of Kenya) of the one part and
.. [name of Tenderer] of .. [city and country of Tenderer]
(hereinafter called the Tenderer) of the other part;

WHEREAS the Central Bank of Kenya invited Tenders for [currency origination
material, proofs and dataset files] 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 Central Bank of Kenyas Notification of Award

3. In consideration of the payments to be made by the Central Bank of Kenya to

the Tenderer as hereinafter mentioned, the Tenderer hereby covenants with the Central
Bank of Kenya to provide the goods and to remedy the defects therein in conformity in
all respects with the provisions of this Contract.

4. The Central Bank of Kenya 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 Central Bank of

Kenya)

Signed, sealed, delivered by the (for the Tenderer in the

presence of

Page 54 of 58
7.5 PERFORMANCE SECURITY FORM (PERFOMANCE BOND/BANK
GUARANTEE)

To .
[name of Central Bank of Kenya]

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 product]
(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 Tenderers 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]

(Amend accordingly if provided by Insurance Company)

Page 55 of 58
7.6 BANK GUARANTEE FOR ADVANCE PAYMENT

To
[name of Central Bank of Kenya]

[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 Central Bank of
Kenya a bank guarantee to guarantee its proper and faithful performance under the said
Clause of the Contract 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 Central Bank of Kenya 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 Central Bank of Kenya 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]

Page 56 of 58
7.7 MANUFACTURERS AUTHORIZATION FORM

To [name of the Central Bank of Kenya] .

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 an authorized person.

Page 57 of 58
7.8. LETTER OF NOTIFICATION OF AWARD

Address of Central Bank of Kenya

_______________________

_______________________

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

Page 58 of 58