QUALIFICATION OF SERVICE PROVIDERS FOR CLEANING SERVICES - FOR CFC STANBIC BANK REF: 2014/15-18
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QUALIFICATION OF SERVICE PROVIDERS
FOR
CLEANING SERVICES
FOR
CFC STANBIC BANK
REF: 2014/15-18
.TABLE OF CONTENTS
Part 1: General Instructions
Section I Company Profile
Section II Financial Status of the Firm
Financial Resources
Current Contract Commitments/Works in Progress
Section III Office & Service Facilities
Personnel
(20 Marks)
Part 2: Key Qualification
Section V Firms Experience
Section VI References
Section VII List of Attachments to be submitted
(40 Marks)
Part 3: Personal Biodata (10 Marks)
Part 4: Academic Qualifications (10 Marks)
Part 5: Professional Experience (10 Marks)
Part 6: Appendices
Declaration
Banker’s Reference
Inspection Form
Pending Litigation
Confidential Business Questionnaire
(10 Marks)
2Ref No: Date:
APPLICATION FORMS FOR PREQUALIFICATION OF CLEANING SERVICES SUB-
CONTRACTOR
A. GENERAL INSTRUCTIONS
Dear Applicant,
Thank you for showing interest to cleaning services by procuring this application form for Pre-
qualification as cleaning services subcontractor.
Before filling form you are advised to read carefully the General Conditions and Procedures for
prequalification of Contractors, which are issued with this form.
A duly filled application shall be returned together with the tender in the format given.
Thanking you
Yours faithfully,
HEAD OF PROCUREMENT
CFC STANBIC BANK
3ELIGIBILITY FOR QUALIFICATION AS CLEANING SERVICES SUB-CONTRACTOR
1.0 Qualifications
Qualifications necessary for qualification are: -
(a) Necessary experience as prescribed in the field of application of which, having
satisfactorily completed a project of similar nature and magnitude within the last three
years is a MUST Ref. (Section V).
(b) The applicant’s professional and general conduct to be such that, in the opinion of the
evaluation committee, he/she is a person fit and proper to be pre-qualified.
(c) The applicant must have necessary Plant and Equipment for execution of the intended
works. The applicant must show proof of ownership such as vehicle logbooks, receipt
etc.
(d) The Applicant MUST attach all documents indicated in section VII
(e) A minimum score of at least 70% of the technical specifications given
1.1 Exception
The Committee may refuse to prequalify a person as a contractor if its opinion: -
(a) Is a person whose employment shall result into conflict of interest with his employer.
1.2 Distinction of Local and Foreign Contractors
There shall be no distinction of categories of contractors, namely Local and Foreign.
4B. APPLICATION FORM FOR QUALIFICATION OF CLEANING SERVICES SUB-
CONTRACTOR
For official use only
Application received by ………………………… Receipt No. ………………………………………
Processing
Site inspection on ……………………………….. Site inspection by ……………………………….
Application submitted to the ……………………. Approved …………… Not approved …………..
Scores
Mark Out Of
Part 1: General Instructions …………… (20 Marks)
Part 2: Key Qualification ………….. (40 Marks)
Part 3: Personal Bio data …………... (10 Marks)
Part 4: Academic Qualifications ……………. (10 Marks)
Part 5: Professional Experience …………... (10 Marks)
Part 6: Appendices ……………. (10 Marks)
__________ __________
Total __________ __100_____
5SECTION I: COMPANY PROFILE
1. Company’s Name in full …………………………………………………………..
2. Address of Head Office ……………………………………………………………
3. (a) Telephone No. …………………………………………………………………..
(b) Fax No. ………………………………………………………………………….
(c) E-mail ………………………………………………….……………………………..
(d) Internet Website ……………………………………………………………………….
4. Banker’s Name(s) and Address(es) …………….…………………………………………
………………………………………………….………………………………………….
……………………………………………………………………………………………..
5. Place(s) of Business (i.e. Location of Main Branch Offices).
(Write house/Plot No. Block No. Street Name and Village/Town/City Name)
6. Current Class …………………. Registration No. …….. Year of Registration ………….
(Attach copy of Registration Certificate)
7. No. of Certificate of Incorporation of Business Names ……………………..……………
(Copy of Certificate required)
8. (a) Registered Capital: …………….. (b) Paid up Capital ……………………
(Applicable to Companies, which are limited by, shares as shown in their memorandum and
Articles of Association).
9. Names, qualifications/experience and nationality of directors or partners. Put a star (*)
against the technically qualified directors/partners.
S/No. Name Qualification Nationality % Shares
…….. ……… ………………… ……………… …………...
…….. ……… ………………… ……………… …………...
…….. ……… ………………… ……………… …………...
…….. ……… ………………… ……………… …………...
(Attach certified copies of share certificates)
10. Current Business License (attach copy)
Number: ………………………………………………………………………………..
Date Issued: ……………………………. Place Issued: ………………………..
6CONFIDENTIAL BUSINESS QUESTIONNAIRE
You are requested to give the particulars indicated in Part 1; either Part 2(a) , 2(b), (c) and (d)
whichever applies 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; County/Town………………………………………………
Plot No…………………………………Street /Road ……………………………………..
Postal Address: …………………………………Tel No……………………………………
Fax: ……………………………………………Email: ………………………………………
Nature of Business: ………………………………………………………………………….
Current Trade License No……………………..: Expiry Date……………………………….
Maximum Value of business which you can handle at any time Kshs……………………
Name of your bankers………………………………………………………………………
Branch……………………………………………………………………………………….
Part 2 (a) – Sole Proprietors
Full Name: ………………………………………. Age………………………………….
Nationality……………………………………. Country of Origin……………………….
*Citizenship details …………………………………………………………………………..
Part 2 (b) – Partnership
Give details of partners as follows:
Name in full Nationality Citizenship details Shares
……… ……. ………………… ……………… …………...
……………… ………………… ……………… …………...
……… ……… ………………… ……………… …………...
……… ……… ………………… ……………… …………...
7Part 2 (c) – Registered Company
Private or Public: ……………………………………………………………………….
State the nominal and issued capital of the company:
Nominal Kshs………………………………………………………..............
Issued Kshs……………………………………………………………………
Give details of directors as follows:
Name in full Nationality Citizenship details* Shares
……… ……. ………………… ……………… …………...
……………… ………………… ……………… …………...
……… ……… ………………… ……………… …………...
……… ……… ………………… ……………… …………...
Part 2 (d) – Interest in the firm
Is there any person / persons in………………………… (Name of employer) who has interest in this
firm? Yes/No…………………. (Delete as necessary)
I certify that the information given above is correct.
………………………… …………………………. ……………………
(Title) (Signature) (Date)
*Attach proof of citizenship
8SECTION II: FINANCIAL STATUS OF THE FIRM
Financial Data f
Financial Data for Previous 3 Years [KSH. Equivalent]
Year 1: Year 2: Year 3:
Information from Balance Sheet
Total Assets
Total Liabilities
Net Worth
Current Assets
Current Liabilities
Information from Income Statement
Total Revenues
Profits Before Taxes
Profits After Taxes
Attached are copies of financial statements (balance sheets including all related notes, and income
statements) for the last three years, as indicated above, complying with the following conditions.
All such documents reflect the financial situation of the firm, and not sister or parent
companies.
Historic financial statements must be audited by a certified accountant.
Historic financial statements must be complete, including all notes to the financial statements.
Historic financial statements must correspond to accounting periods already completed and
audited (no statements for partial periods shall be requested or accepted).
9SECTION III: OFFICE AND SERVICE FACILITIES
Established Size (m2) No. of Staff Installed
Rooms Facilities
Position No. Type No.
A. Office
B. Service Workshop
C. Yard
10Personnel
The Bidder shall provide details of the proposed personnel and their local experience records.
PART 2: KEY QUALIFICATION
Particulars of Permanent Personnel (Including Directors/Partners, Technical and Administrative
Staff)
Name of personnel Nationality Academic Status and Total Work No. of Basic Terms of
Qualification* Position in Experience Years With Employment
Company* the (Permanent or
Company Contract)
………………………………………………………………………………….
Signature and Official Stamp
Date
* Attach Certificate or Testimonials and CVs
** Directors/Partners should be shown clearly
11SECTION V: FIRMS EXPERIENCE
Particulars of Contracts of similar nature in hand or executed by the firm for the last three years with particular reference to Kenya including works carried
out as sub-contractor. Please give names of Main Contractors for works carried out as sub-contractor. (Evidence required for each project e.g. copies of first
pages of contract agreements up to page containing signatures and seals and appendices to the contract (Jobs without copies of Contract agreement should not
be included in this list):
Project Type Main or Client Consultant Original Final contract Month & Month & year Extension of Remarks/
& Location Sub- and his and his contract sum Sum (KSH. M) Year started completed time (if any) Explanation
Contractor address address (KSH. M)
………………………………………………………………………………….
Signature and Official Stamp
Date
* Attach Certificate of Completion
** (e.g. why project delayed or not completed)
*** You may use similar table if space provided here is not sufficient
12SECTION VI: REFERENCES
Names and qualifications of at least two Referees. Referees must be registered companies,
and well known clients with reference mobile numbers for their offices. The Referee must be
a person who knows and can comment on the performance of the firm. (NB; A fellow
contractor cannot be a referee, even if he is registered.).
Name: Qualification No.** Postal Address
1……………………. …………………….. …………………..
2. …………………… …………………… …………………..
3…………………….. …………………… …………………..
*Copies of attendance certificate(s) required
** Professionals Qualification number must be given
I/We the undersigned hereby declare as follows
(i) My/Our signing of this application form implies acceptance of responsibility for the
veracity and accuracy of all submitted therein or therewith.
(ii) The information given will be used by the evaluation Committee for the purpose of
evaluating this application for Qualification. Such Qualification will be approved at
the sole discretion of the Committee
(iii) Any employer, consultant or banker, past or present, is hereby authorized and
requested to provide information on the competence and general reputation of this
firm if so requested by the committee.
(iv) The committee is welcome to visit and physically inspect my/our establishment and
works (contracts) executed, when it deems fit to do so, in order to verify the
authenticity of the information given herein, or by our Referees, or obtained from any
other source regarding our firm.
(v) Failure to complete any part of this application from may result in not being
registered.
(vi) My/Our firm shall not be engaged in any act of corruption in whatever forms.
Dated this …………………… day of ………………………….20……………………………
(i) Signed by ………………………………………… (Name in Block letters)
in the capacity of …………………………………. (Status in Firm)
……………………………………………….
Signature
(ii) Signed by …………………………………………. (Name in Block letters)
in the capacity of …………………………………. (Status in Firm)
……………………………………………….
Signature
13SECTION VII
MANDATORY LIST OF ATTACHMENTS TO BE SUBMITTED*
1) Certificate of Incorporation
2) Valid Tax compliance certificate
3) Manufacturer letter of Authority for proposed equipment dealership
4) V.A.T & Pin Certificates
5) List of and Proof of Projects Undertaken in the Past
6) List of on-going projects
7) Audited Financial Statement
8) Letters of recommendation
9) Location of offices and any branches
* Tick against those attachments you have submitted. Additional attachments may be listed separately on the
covering letter.
14PART 3: PERSONAL BIODATA
CURRICULUM VITAE FOR SHARE HOLDERS OR PARTNERS OF CLEANING FIRM
(Each director/Partner of the Company should fill in this Form)
1. Names: Surname: …………………………………………………………
First: ………………………………………………………………
Middle: ……………………………………………………………
2. Date of Birth: Year: ………………………………………………………………..
Month: ……………………………………………………………..
Date: ………………………………………………………………..
Place of Birth: ………………………………………………………
3. Identification: Nationality: ………………………………………………………….
Passport/ID No. ……………………………………………………..
Work Permit No. ……………………………………………………
Date of Expiry: ………………………………………………………
4. Residential Address: Street: ………………………………………………………………..
Town/City: ………………………………………………………….
Country: …………………………………………………………….
5. Postal Address: P.O. Box ……………………………………………………………
Town/City: …………………………………………………………
Country: ……………………………………………………………
Fax No.: ……………………………………………………………
E-mail: ……………………………………………………………..
6. (a) Position held …………………………………………………………………………
(b) Number of shares held ……………………………………………………………….
(c) Percentage of shares held …………………………………………………………….
15PART 4: ACADEMIC QUALIFICATIONS
Name of Training Institution Date Certificate/Award
From To
PART C: PROFESSIONAL QUALIFICATIONS
Name of Institution/Board Date Certificate/Award
From To
16PART 5: PROFESSIONAL EXPERIENCE
Particulars of Experience Date Employer
From To
PART 6: DECLARATION
I declare that the information given above is correct.
Signed: ……………………………………………… Date: ………………………………………..
17Ref. No. Date
To: ……………………………………………….
…………………………………………………….
…………………………………………………….
……………………………………………………
Dear Sir,
QUALIFICATION OF CONTRACTORS
BANKER’S REFERENCE
M/S ……………………………… have applied for prequalification as cleaning services. They have
given the name of your Bank as reference to their financial standing.
We shall therefore be grateful if you would provide the necessary information regarding the financial
status of the firm in question and suggest their suitability and capability for managing projects of the
size and type being applied for.
Your recommendation shall preferably be supported by indication of the line of credit available to the
contractor and any other relevant information.
Please be assured that all information will be treated confidentially.
Yours faithfully,
HEAD OF PROCUREMENT
CFC STANBIC BANK
18APPLICATION FOR PREQUALIFICATION FOR CLEANING SERVICES SUB-
CONTRACTOR FOR CFC STANBIC BANK
To: Head of Procurement
CFC Stanbic Bank
I/We wish to apply for prequalification for cleaning services for CFC stanbic bank.
Enclosed herewith, please find one set of duly filled and signed Application Form with standard
attachments as marked on the list of attachments at the end application form.
In addition I/We enclose the following attachments for your reference:
(i) …………………………………………………………………………………………..
(ii) …………………………………………………………………………………………..
(iii) …………………………………………………………………………………………
(iv) …………………………………………………………………………………………
I/We understand that the Committee reserves the right to decide in which Class my/our Firm may be
registered.
Name of Applicant: ……………………………………………………………………………
…………………………………………………………………………………
………………………………………………………………………………..
Authorized signature and official Stamp Date
Postal Address: ………………………………………………………………………….
………………………………………………………………………….
Telephone No. ……………………………………………………………………………………
19INSPECTION FORM
1. Name of Firm …………………………………………………………………
2. Application Ref No. …………………………………………………………
3. Office (a) Location
Street ………………………………………………………..
Building/House No. …………………………………………
Floor ………………………………………………………...
Door Sign (if any) …………………………………………..
(b). Establishment
Number of Rooms ………………………. Total size (m2) ……………….
Number of Staff ………………………………………….
Clerical …………………………………………………..
Technical …………………………………………………
Office Equipment ………………………………………...
4. Workshop Location ………………………………………………… Size (m2 )
Plant & Vehicles (check against submitted list and verify Qualification
particulars and make comments on separate sheet)
Staff: (a) Mechanics ……………………. (b) Others ……………………….
5. Declaration
I/We declare that the information provided above is based on my/our personal assessment not
influenced in any manner by the applicant or any other person.
Signed on this ………………. day of ………………………………………. (month & year)
Name …………………………….. Position ………………………. Signature………………
Name …………………………….. Position ………………………. Signature………………
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