PREQUALIFICATION AND REGISTRATION OF

SUPPLIERS 2010
DOCUMENT

REQUEST FOR PROPOSALS FOR THE SUPPLY OF

SERVICES

Category Electrical Engineering REF: ILRI/ENG/10/EL02

Consultants

Document Purchase Date: Serial No.

Receipt No.

For further information, please contact:

Procurement Office-ILRI on Tel: +254-20-4223000... Email:j.chege@cgiar.org

Confidential- Electrical Engineering Consultants - ILRI/Eng/10/El02 1

REQUEST FOR PROPOSALS FOR THE SUPPLY OF ENGINEERING SERVICES

International Livestock Research Institute (ILRI) is a member of the Consultative Group on International
Agricultural Research (CGIAR) (www.cgiar.org).

ILRI has its head quarters in Nairobi working in agricultural research and development. ILRI purchases
substantial quantities of Engineering goods and services on an annual basis. Prospective suppliers are
invited to submit their proposal of expression of interest to the address below for pre-qualification.

The information you disclose will be handled in the strictest confidence by ILRI. The Supplier will also be
held responsible for disclosing incorrect or misleading information.

Submissions should be in a sealed envelope (not disclosing the source) which should be dropped and
registered at the ILRI-Mail Office – Procurement Tender Box.

SUPPLIER PREQUALIFICATION/REGISTRATION
TENDER REF: ILRI/ENG/10/EL02

Service Contracts Officer

International Livestock Research Institute (ILRI)
Old Naivasha Road
P. O. Box 30709-00100
Nairobi
Kenya

DEADLINE FOR SUBMISSION –

All submissions must be received by 4.00 pm on 18th June, 2010 to be deemed “received in time”.

Confidential- Electrical Engineering Consultants - ILRI/Eng/10/El02 2

GENERAL INFORMATION AND NOTICE

This document is a formal Request for Proposal (RFP) for the provision of Electrical Engineering Consultant
services as detailed below -

• All the information contained in this RFP and in the Provider’s response will be handled with
confidentiality by both the Provider and ILRI.
• In issuing this RFP, there is no obligation on ILRI to select and procure all or some of the services
offered.
• Any information given by the Provider will form the basis of any contract that may be entered into
between ILRI and the Provider.
• ILRI shall not be liable for or required to pay any costs, expenses or losses that may be incurred by
the Provider in the preparation of their Proposal.
• All required information will be submitted on the documents specified in this RFP.
• ILRI does not bind itself to accept the lowest bid of any Proposal and reserves the right to accept a
portion of any Proposal.
• The Provider is to submit a fully qualifying bid.
• ILRI reserves the right to conduct unannounced site visits to the Provider premises.
• ILRI may contact or arrange site visits to the referees stated in this proposal.

PRESENTATION OF PROPOSAL

A copy of this Request for Proposal can be downloaded from the ILRI Website on: www.ilri.org

The Consultant’s proposal must be submitted in two copies, bound, typed and completely printed in one
sealed envelope. One Soft copy in CD-ROM should also be included .The proposal MUST be submitted in
the format below.

The proposal is made up of four different sections:

1. Section 1 – Terms and Conditions of Service

2. Section 2 – Service Proposal- All submissions must use the format provided.
3. Annex A
4. Appendix B

All above sections will form part of the evaluation criteria.

Confidential- Electrical Engineering Consultants - ILRI/Eng/10/El02 3

SECTION 1 – PREQUALIFICATION INSTRUCTIONS

In order to be considered for pre-qualification, prospective suppliers must submit all the information in the
format requested herein-Annex A:

Category Electrical Engineering REF: ILRI/ENG/10/EL02

Consultants

TECHNICAL CAPABILITIES
1. Proof of registration by the i)
Kenya Engineers Registration ii)
Board (ERB) or related iii)
organization as an Electrical
Consultant. Attach certificates

2. Provide evidence of i)
membership or affiliation of your ii)
technical staff to the Institution of
Engineers of Kenya (IEK) or
Association of consulting
Engineers of Kenya (ACEK)

3. State any qualified i).

partners/directors in your firm ii)
who have additional
qualifications in other relevant
specializations?

4. Provide recommendations
from at least 3 clients.
5. List 4 clients and evidence of
service provided for each client
in the last 4 years
6. Briefly describe the strategies
that you put in place to ensure
that the projects/contracts
awarded are completed in time.
7. What type of insurance policy
do you enforce on Contractor
during the project period?
8. What health and safety
measures do you enforce during
the contract period?
9. State the projects
documentation you offer to the
client and in which format.
10.State clearly the terms and
conditions of contract you prefer
between you and client
11. State clearly and give
supporting evidence if your
company is under the following
Confidential- Electrical Engineering Consultants - ILRI/Eng/10/El02 4
categories.
a) Joint venture
b) Partnership
c) Local representation
12. State the nature of warrant
you provide after project
commissioning.

The services provided will be exempt from VAT and excise duty under the terms of the ILRI’s
Host Country Agreements with the Government of Kenya. However, a VAT exemption certificate
will be given in lieu of the VAT payments.

The services will also be subjected to withholding tax (as applicable) as required by the
Government of Kenya.

SECTION 2 – SERVICE PROFILE

(Please provide the details required in the following order)

1. The Proposal Submission

1.1. Covering letter on firms headed paper giving complete details as requested below including email
addresses and Telephone contacts.

1.2. Submit Prequalification documents based on Section 1-Prequalifications format

2. Corporate details -

2.1. When was the firm established and your experience in this area of services. Provide copies of the
following –

Documents required Check - if attached to proposal

1. Certificate of incorporation
2. Copy of VAT Registration Certificate/exemption
3. Valid Tax compliance certificates
4. Copy of PIN certificate
5. Copies of relevant Purchase/Service orders (3
copies of your highest value)
6. Copies of tender payment receipt
7. Copies of Current Trade Licence
8. Comprehensive Company Profile (including
organization chart)

Confidential- Electrical Engineering Consultants - ILRI/Eng/10/El02 5

2.2. Directors and Partners

List below the names, nationalities and addresses of all the Directors and/or Partners (executive and non
executive) of your company:

Name Nationality Complete Address Executive (Yes/No)

2.3. Other companies

List below other firms, holding firms, or other organizations, and their addresses, holding major interest in
your company

Company Name Location (Country) Status (interest)

2.4 Account Management

List below the names of the persons assigned to supervise the Clients account by your firm explain the roles
clearly.

Name Position

Confidential- Electrical Engineering Consultants - ILRI/Eng/10/El02 6

2.5. Bank Reference

List below bank (s) which your company has account (s)

Name of Bank Location Branch

2.6 Financial Statements

Please submit your audited accounts for the past three years accompanied by the auditor’s opinion.

3 Business References - List 4 major clients whom you have provided similar goods and services to in
the last three financial years that you would recommend for Reference - must be relevant to the items or
services you have expressed interest to supply. Pease break them down into the following categories:

a) Non-Profit/Donor Funded Organizations:

Name of Firm Location/Physical Address Contact Person Business Ksh. a.n.

Confidential- Electrical Engineering Consultants - ILRI/Eng/10/El02 7

 b) Commercial Organizations:

Name of Firm Location/Physical Address/Tel. Contact Person Business Ksh. a.n

4 Sub-Contractors -

Does your company intend to sub-contract any of the proposed services to another firm?

If yes,

To who?

Confidential- Electrical Engineering Consultants - ILRI/Eng/10/El02 8

 What portion and why?

5 Business Principles -

Conflict of Interest

5.1. ILRI insists on honesty, integrity and fairness in all aspects of the business relationship with your
company. Direct or indirect offer, payment, soliciting and acceptance of bribes in any form are
unacceptable practices.
Please confirm your agreement to the above. Y/N

5.2. To avoid conflict of interest between their private financial activities and their part in the conduct of
company business, ILRI employees or member of their immediate family or relatives should not
acquire financial interest in any company or organization with which ILRI has commercial
relationship.

Is a member of your immediate family or relative an ILRI employee? Y /N

If yes, please provide details.

6. Declaration requirement to be completed in Appendix B attached.

7. Continuous improvement and Performance Measurements –

The Consultant will be required to participate positively in the client’s performance measurement
systems, which will include the following:

a) Ensure the most efficient and high quality service delivery.

b) Ensure high quality standard materials are used and may be subject to random
checks.
c) Ensure good communication and be ready to offer any information to the client in
regard to the contract/contract.
d) Be ready to address and rectify any queries that may arise during the contract/project
period.

8. Credit Facilities –

Upon delivery of invoice, what would be the expected maximum credit period offered by your firm?

a) Where prices have been offered in Annex A - they must be net discounted prices
and VAT exclusive.
b) Indicate terms and conditions of delivery and installation.
c) Indicate the extended warranty period for items where applicable.

9. What are your standard procedures for handling customer queries?

. Please provide a Customer Care, Policy and Standard Manual (if available).

11. ILRI observes green procurement regulations therefore suppliers and manufacturers should ensure that goods
and services are compliant with emerging Environmental Management Standards.

Confidential- Electrical Engineering Consultants - ILRI/Eng/10/El02 9

Reservation
ILRI reserves the right to accept or reject any proposal without assigning any reasons thereof.

--------------------------------------------------------------

Declaration – Appendix B

I declare that to the best of my knowledge that the answers submitted in this prequalification
proposal (and any supporting documentation) are correct. I understand that any misrepresentation
will render my organization ineligible to participate in any future business activities with ILRI.

FORMS COMPLETED BY

Name:

Position (Job Title):

Date:

Telephone Number(s):

Email address:

Signature:

Stamp/Seal:

Confidential- Electrical Engineering Consultants - ILRI/Eng/10/El02 10

FORMS WITNESSED BY

Name:

Position (Job Title):

Date:

Email address:

Signature:

Stamp/Seal:

Document Purchase Receipt Date: Serial No.

No.

Confidential- Electrical Engineering Consultants - ILRI/Eng/10/El02 11