MINISTRY OF EDUCATION

STATE DEPARTMENT FOR VOCATIONAL & TECHNICAL TRAINING

KAKRAO TECHNICAL & VOCATIONAL COLLEGE
P.O. BOX 308 - 40400 SUNA-MIGORI. TEL: 0748 805 052 / 0101 905 052
Email: [email protected] / [email protected]

REGISTRATION DOCUMENT FOR PROCUREMENT

OF GOODS, SERVICES & WORKS FOR THE
FINANCIAL YEARS 2023-2025

CLOSING DATE: 15TH JUNE 2023

AT 10.00 A.M
SUBMIT TWO COPIES: ORIGINAL AND A COPY

THE PRINCIPAL
KAKRAO TECHNICAL AND VOCATIONAL
COLLEGE
P.O BOX 308 – 40400
SUNA - MIGORI
TENDER NO.:………………………………………………………
TENDER DESCRIPTION:…………………………………………

…………………………………………………………………………

…………………………………………………………………………

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 TABLE OF CONTENTS

ITEM PAGE. NO
SECTION A : INTRODUCTION.…………………….……………….….…3

SECTION B : INVITATION FOR REGISTRATION ……..…………..…4

SECTION C : INSTRUCTION TO CANDIDATES …..……………..........6

SECTION D : SUBMISSION OF TENDERS...…………………………….7

SECTION E : CRITERIA FOR EVALUATION……..…………………....8

SECTION F : CONFIDENTIAL BUSINESS QUESTIONNAIRE…..…...16

SECTION G : SWORN STATEMENT……………………………………..17

SECTION H : ETHICS AND INTEGRITY PACT……………………...…18

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 SECTION A: INTRODUCTION

• Kakrao Technical and Vocational College is a Public Institution managed by the National
Government, through the Ministry of Education, State Department for Vocational and
Technical Training.
• The College sits two (2) kilometers away from Kakrao stage off Rongo - Migori highway,
at the old public cattle dip.
• The Institution desires to engage the services of suitable qualified and experienced
candidates under various assignments to be undertaken in the financial years 2023-2024.
• The registration of suppliers is carried out through Restricted Tendering (RT) in
accordance with policies and procedures laid down in The Public Procurement and
Disposal Act 2015 and The Public Procurement and Disposal Regulations 2020.
• The short-listed candidates will compete to provide or supply the above-listed services,
goods, and services.
• Interested eligible Tenderers may obtain further information from and inspect the
Tendering Documents at the office of the procurement unit of Kakrao Technical and
Vocational College during working hours
• Interested bidders may obtain the detailed registration documents with specific
conditions from the institution upon payment of a non-refundable fee of Kshs. 1000
to;
• Account Name: Kakrao TVC Operations Account
• Bank: Kenya Commercial Bank – Migori Branch
• Account No.: 1286097657
• The Tendering Documents may be sent by courier/ E-mail to interested Tenderers upon
request and an additional payment of Kshs. 500

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 SECTION B: - INVITATION FOR REGISTRATION OF SUPPLIERS

TENDER NOTICE
REGISTRATION OF SUPPLIERS AND SERVICE PROVIDERS
Kakrao Technical and Vocational Training College invites bids of supplier registration for supply and delivery of
the under-listed goods, works, and services from interested and eligible suppliers for Financial Years 2023-2025.
TENDER NO. DESCRIPTION ELIGIBILITY
KTVC/REG/2023-25/01 Supply and delivery of stationery and general office equipment Youth
KTVC/REG/2023-25/02 Supply and delivery of branded items (books, stamps, t-shirts, caps, Youth
parasol etc
KTVC/REG/2023-25/03 Supply and delivery of general food items (beef, cereals, charcoal Women
etc)
KTVC/REG/2023-25/04 Supply and delivery of electronic equipment and accessories Open
KTVC/REG/2023-25/05 Supply and delivery of games facilities and co-curricular training Open
equipment
KTVC/REG/2023-25/06 Supply and delivery of hardware and building materials Open
KTVC/REG/2023-25/07 Supply and delivery of furniture and fittings Open
KTVC/REG/2023-25/08 Supply and delivery of Agricultural items (seedlings, manure, Open
Jembes, etc)
KTVC/REG/2023-25/09 Supply and delivery of pharmaceutical products and health-related Open
items
KTVC/REG/2023-25/10 Supply and delivery of fuel, gas, petroleum products, oils etc PLWD
KTVC/REG/2023-25/11 Supply and delivery of electrical practical items and accessories Open
KTVC/REG/2023-25/12 Supply and delivery of textiles, fabrics, and general tailoring Women
materials.
KTVC/REG/2023-25/13 Supply and delivery of beauty products, equipment, and Women
accessories
KTVC/REG/2023-25/14 Supply and delivery of text/ reference books, manuals, teaching Open
aid, etc
KTVC/REG/2023-25/15 Supply and delivery of ICT equipment Laptops, server equipment, Open
printers etc
KTVC/REG/2023-25/16 Supply and delivery of general cleaning items (detergents, mops, Open
sanitizers etc
KTVC/REG/2023-25/17 Supply and delivery of tailoring equipment and accessories Open
KTVC/REG/2023-25/18 Supply and delivery of vehicle parts, mechanical, automotive Open
equipment
KTVC/REG/2023-25/19 Supply and delivery of newspapers and airtime. Youth
KTVC/REG/2023-25/20 Supply and delivery of utensils and general kitchen items Open
KTVC/REG/2023-25/21 Provision of group insurance services Open
KTVC/REG/2023-25/22 Provision of repair and maintenance services Youth
KTVC/REG/2023-25/23 Provision of mass printing and large format printing services Open
KTVC/REG/2023-25/24 Provision of building and construction services (plumbing, welding, Open
& building)
KTVC/REG/2023-25/25 Provision of casual/ manual labor services Youth
KTVC/REG/2023-25/26 Provision of security services, surveillance equipment and Open
maintenances
KTVC/REG/2023-25/27 Provision of comprehensive cleaning, tea, and waste disposal Women
services
KTVC/REG/2023-25/28 Provision of consultancy services Open
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 KTVC/REG/2023-25/29 Provision of solar installation and electrical wiring services Open
KTVC/REG/2023-25/30 Provision of Internet, web-based and other ICT services Open
KTVC/REG/2023-25/31 Provision of catering services Women
KTVC/REG/2023-25/32 Provision of publications, newspaper, radio, and television Open
advertisements
KTVC/REG/2023-25/33 Provision of taxi and car hire services Youth
• Interested bidders may obtain the detailed pre-qualification documents with specific conditions from the
institution upon payment of a non-refundable fee of Kshs. 1000 to;
Account Name: Kakrao TVC Operations Account
Bank: Kenya Commercial Bank – Migori Branch
Account No.: 1286097657
• The Tendering Documents may be sent by courier to interested Tenderers upon an additional payment
of Kshs. 500
• The completed documents shall be submitted in plain sealed envelopes with the tender number clearly
written on the top-left of the envelope and addressed to;

THE PRINCIPAL,
KAKRAO TECHNICAL AND VOCATIONAL COLLEGE
P.O BOX 308 – 40400
SUNA MIGORI
The deadline for the submission of the documents is 15th June 2023 at 10.00 am. Tender Opening will follow
thereafter and all interested bidders and the general public are encouraged to attend the event, which will occur
within the institution.
NOTE:
• The present registration exercise may lead to the development of 1-year-long framework contracts
• Youths, Women, and people living with disabilities (PLWD) are encouraged to apply
• All forms of canvassing will lead to automatic disqualification

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SECTION C: INSTRUCTION TO TENDERERS

1. All tenderers shall provide in the tender submission form, the qualification statement
including all members of the firm if any, and also the nature of works, goods or
services provided, completed, or underway for the works.
2. The outcome of this tender process may lead to a Framework Agreement running for
one (1) financial Year.
3. The tenderer shall bear all costs associated with the preparation and submission of the
bid document
4. The evaluation and award of contracts will be based on Packages
5. The procuring entity’s employees, committee members and board of governors are
not eligible to participate in the tender.
6. The price to be charged for the tender document should not exceed Ksh.1,000.00
7. All documents relating to the tender and any other correspondence shall be in English
Language
8. The tenderers shall submit two copies of dully completed bidding documents clearly
indicated ‘ORIGINAL’ and ‘COPY’
9. Tender submission MUST be done not later than June 15th 2023 at 10.00 Am
10. Clarifications regarding this tender document may be requested before the submission
date through the email: [email protected]
11. Kindly indicate the tender Number and Description in the Registration Submission
Form (E 4.1), page thirteen (13) of this document.

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SECTION D: SUBMISSION OF TENDERS

The tenderers shall seal the original and copies of the bid document in separate envelopes
clearly indicating ‘ORIGINAL’ and ‘COPY’. The two envelopes shall then be placed in one
envelope and;

a). Be addressed to,

The Principal,
Kakrao Technical and Vocational College,
P.O Box 308 – 40400,
Suna - Migori

b). Bear the name and identification number of the tender submitted.

c). The dully filled and clearly marked documents should be inserted in the tender box on or
before 15th June 2023 at 10.00 Am

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SECTION E 1.0: CRITERIA FOR EVALUATION OF ALL SUPLIERS

KAKRAO Technical and Vocational College evaluation committee, as a whole and

each of its members individually, shall evaluate the tenders on the basis of their
responsiveness to the Terms of Reference, applying the evaluation criteria, sub –
criteria and point system as specified in this criterion.
All bidders will be subjected to a preliminary evaluation procedure to determine the
responsiveness of each tender to the terms of reference before the selection procedure
is applied.

E 2.1: PRELIMINARY EVALUATION CRITERIA

1. Submit the tender in the required format and submit all the required documents.
2. Authorize the tender through signing and officially stamping the Registration
submission form by the person authorized to do so.
3. Submit the number of copies required for submission of tender.
4. Submit fully authorized and duly signed C. Vs. of staff.
5. Provide telephone/ voice or e-mail communication facility that is working and
reliable.
6. Apply for tender on items/ goods or services which you deal in, and have
supplied/ rendered before.
7. The tenderer should include updated legal documents including business
registration/ incorporation certificates, tax compliance certificates, and KRA
registration certificates.
8. Attach copies of certified financial reports for the last two years/ bank statements
for the last one year.
9. Attach relevant documentations from the relevant ministries in situations where
the applicant is a youth, woman or persons with disability.
10. If the applicant is proved to have cheated in the documents that are submitted then
KTVC will disqualify such tenderers unconditionally.

NB. One must meet the above in order to proceed to the technical evaluation.

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E. 2.2: TECHNICAL EVALUATION CRITERIA (SELECTION PROCEDURE)

Candidates are requested to read this section carefully before filling in any information. In
this selection procedure, the firm that attains the pass mark of 70 points out of 100 points
specified in the criteria will be considered for REGISTRATION. The following shall
constitute the technical evaluation

Supplier availability : 10 Points

Supplier relevance of the business : 20 Points
Supplier’s experience : 20 Points
Supplier capability : 20 Points
Legality of Supplier’s business : 20 Points
ETR Compliance : 10 Points
Total Points : 100 Points
Pass Mark : 70 Points

(The firm that attains the pass mark of 70 points out of 100 points will be
considered for Registration)

E 2.3: SUPPLIER AVAILABILITY : 10 Points

Name
Physical Address
Town/ City
Street
Floor
Door No.
Other Land Mark
Drawing/ Map Etc.
Telephone Address
Email Address
Postal Address

E.2.4 SUPPLIER RELEVANCE : 20 Points

Nature of Business related to the tender applied for
• Relevant Government or state corporations’ tenders awarded in the last five (5) years
– 8 Points
• Qualifications & Experience of Staff - 6 Points
• Tender Questionnaire Dully Signed - 3 Points
• Reputation - 3 Points

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 E.2.5 SUPPLIER’S EXPERIENCE : 20 POINTS

Usual Business transacted for the last 5 years

- Any one related worth Ksh.500,000 or more - 10 Points
- Authentic recommendation by any two clients served in the last two years
Rating
- Excellent - 5 Points
- Very Good - 4 Points
- Good - 3 Points
- Fair - 2 Points
- Poor - 1 Point
- Nil - 0 Point

E 2.6: SUPPLIER CAPABILITY : 20 POINTS

Technical Capability Competence 1.Supply of Goods, Services or Works

of similar nature, complexity and
magnitude completed within the last 3
years – 5 Points
2.Quilification and Experience of
Technical Staffs - 5 Points
Financial Capability Audited reports for the last two Audited reports for the last two years/
years/ Bank statement 1 year Bank statement 1 year – 5 Points

- TERMS OF CREDIT (Tick One) – 5 Points

▪ 30 Days
▪ 60 Days
▪ 90 Days
▪ Over 90 Days

E 2.7: LEGALITY OF SUPPLIER’S BUSINESS : 20 POINTS

1. Mandatory registration
2. Regulatory registrations
a) Renewed Certificates, Registrations and License
b) Letters of Introduction from clients and Testimonials
c) Copy of Pin Certificate
d) VAT Registration/ Exemption
e) Certificate of Tax Compliance
f) Women, youth and people with disabilities to attach the relevant registration
certificates from the relevant ministries

Do You have an ETR Machine? (Tick as Appropriate)

Yes . 5 Points

No . 0 points

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 SECTION E 3.0: SUPPLIER PERFOMANCE PROFILE/ REFERENCE

E.3.1: RATING OF TWO CLEINTS SERVED IN THE LAST TWO YEARS (To be
filled by the client)

Client Name and full Category of goods Value in Rating of the

address of client and services Ksh supplier’s services
rendered (Please tick)
Client 1 Excellent
Very Good
Good
Fair
Poor
Name of the Institution/
Organization
Name of the officer
recommending the client
Designation
Signature
Official stamp and Date

Client Name and full Category of goods Value in Rating of the

address of client and services Ksh supplier’s services
rendered (Please tick)
Client 2 Excellent
Very Good
Good
Fair
Poor
Name of the Institution/
Organization
Name of the office
recommending the client
Designation
Signature
Official stamp and Date

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 E 3.2: SUPPLIER LITIGATION HISTORY

Case Name of Respondent Name of Applicant Arbitrator Outcome Remarks

No
1
2
3

NB: - You may attach additional sheet using the above format

E 3.3: REGISTRATION STANDARD FORMS

This form shall include

a) Registration submission form

b) Format for submission of supplier’s references at least 2 in number in the last 5 years
c) Format of curriculum vitae (CV) for staff to be involved in the tender.

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E 4.1: REGISTRATION SUBMISSION FORM

__________________ (Date)

TO: _____________________________________________ (name and address of client)

Ladies/Gentlemen,

We, the undersigned, submit our Registration form for

___________________________________________________________________________

_______________________________________________ (Title of Registration) in

accordance with request for Registration No. ______________________________________

Dated ____________________________________ (date) and our proposal. We are hereby

submitting our Registration document, this includes the following attachments:

___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
__________________________________________________

Our price list as submitted by us shall be binding upon us to expiration of the validity period
specified in the instructions to candidates.

We understand you are not bound to accept any application you receive.

We remain,

Yours sincerely

______________________________________________ (Authorized Signature)

________________________________________________ (Name and Title of Signatory)

____________________________________________________ (Name of Applicant)

____________________________________________________ (Address)

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E 4.2 FORMAT FOR SUBMISSION OF CANDIDATE’S REFERENCES

Relevant Services Carried Out in the last five years that best illustrate qualification using the
format below, provide information on each assignment for which you deal individually as a
corporate entity or in association, was legally contracted.

Assignment Name Country

Location within Country (County)

Name of client

Address

Start Date (Month/ Year): Completion Date Approx. Value of service (Kshs)

Month/ Year)

Narrative Description of Assignment

Description of Actual service provided

Supplier
______________________________________________________________________

Name and title of signatory

_______________________________________________________

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E 4.3 FORMAT OF CURRICULUM VITAE (CV) FOR STAFF TO BE INVOLVED
IN THE ASSIGNMENT

Proposed Position:

__________________________________________________________________________

Profession

__________________________________________________________________________

Date of Birth

__________________________________________________________________________

Years with firm: ___________________________ Nationality_________________________

(Give an outline of staff member’s experience and training most pertinent to task on
Assignment. Describe degree of responsibility head by staff member on relevant previous
assignment and give dates and locations).

EDUCATION:

(Summarize college/ University and other specialized education of staff member, giving
names of school, dates attended and degree obtained).

EMPLOYMENT RECORD:

(Starting with present position, list in reverse order every employment held. List all positions
held by staff member since graduation, giving dates, names of employing organization, titles
of positions held, and locations of assignments).

CERTIFICATION

I, the undersigned, certify that these dates correctly describe me, my qualifications and my
Experience ________________________________________ Date ____________________

(Signature of Staff member)

_______________________________________ Date _________________________

(Signature of authorized representative of the supplier)

Full name, address and contact numbers of staff member……………………………………...

……………………………………………………. ………………………………………….

Full name, address and contact numbers of authorized representative:

__________________________________________________________________________

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SECTION F: - CONFIDENTIAL BUSINESS QUESTIONNAIRE
You are requested to give the particulars indicated in Part 1 and either Part 2 (a) 2 (b) or
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 premise: __________________County/ Town _________________

Plot No. ____________________________ Street/ Road ______________________

Postal Address _________________ Tel No. ______________ _____________

Email Address .

Business Reg./ Incorporation No.

_____________________________________________________________ _

KRA Pin/ registration No.: .

AGPO Certificate No. (Where Applicable): .

Maximum value of business which you can handle at any time Ksh._____________________

Name of your Bankers _______________________________ __Branch ______________

Part 2 – Complete any one of the below sections as suits your business.

(a) Sole proprietors

Your name in full ________________________________Country of origin _____________

Citizenship details
______________________________________________________________
(b) – Partnership
Give details of partners as follows:
Name in full Nationality Citizenship Details Shares
1. _____________________ _______________________ ___________________

2. ______________________ _______________________ ___________________

3. _______________________ _______________________ ___________________

I certify that the information above is correct. Full name and designation of authorized

signatory.

Name:____________________________________________________________________

Sign: Date _____________________________

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SECTION G: - SWORN STATEMENT (MUST BE FILLED, STAMPED AND
SIGNED)

Having studied the registration document, I hereby state;

a) The information furnished in our application is accurate to the best of our knowledge.
b) That in case of being registered, we acknowledge that this grants us the right to
participate in due time in the submission of a tender or quotation when
invited/requested to do so by KAKRAO TVC.
c) When the call for Quotations is issued, the legal technical or financial conditions or
the contractual capacity of the firm changes we shall notify KTVC and acknowledge
your right to review the registration made.
d) We enclose all the required documents and information required for the registration
evaluation.
e) That our price quotations shall remain relevant for 3 months unless otherwise
communicated.
f) We confirm that we have not been debarred from participation in Public Procurement
and have no litigation procedures in process.
g) That we shall not engage in any form of corrupt practice during and after the
tendering process.

Date……………………………………………… Applicant’s Name

…………………………………………………………..

Represented By…………………………………………….

Sign…………………………………………………………………

Full Name and Designation of the person signing and stamp or seal;

…………………………………………………………………………………………………

………………………………………………………………………………………………..

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SECTION H: - ETHICS AND INTERGITY PACT TO BE FILLED, DATED, SIGNED AND
SUBMITTED BY ALL PERSON’S BIDDING FOR THE SUPPLY OF OR PROVISION OF
ANY GOODS, SERVICES OR WORKS TO KAKRAO TECHNICAL AND VOCATIONAL
CILLEGE.
Accepting that transparent business management and fair public administration are key to
social development and national competitiveness, and in an effort to purge corruption and
apply sanctions to corrupt business, and in full support of the worthy goals of this Integrity
Pact, concerning the present proposals for…………………………………………………., I
(Lead consultants name in the case of an individual consultancy) /all personnel of (name of
association, partnership, corporation or other entity being a non – individual consultant) and
its sub- contractors and agents hereby agree that:
I. I / We understand that KTVC is a law – abiding institution and I / We undertake to
abide by all the Laws of Kenya particularly the laws, rules and regulations governing
ethics and integrity and procurement of goods and services by public agencies in
Kenya. I / We shall not conduct any unethical business practices, including but not
limited to making false declarations and representations in bidding documents; bid
rigging, collusive bidding, or canvassing.
II. I / We shall not offer any bribe, gifts, entertainment or any other undue benefits
directly or indirectly to any officials of the KTVC or indeed any other person nor
commit any other act with a view to unlawfully influencing the process or outcome of
procuring for the goods and / or services herein or the performance of any contract
arising from procurement process.
III. In bidding for the goods or services herein and in the course of any contract that may
arise therefrom, I / We shall not make any statement which in untrue based on our
knowledge, information and belief. I / We shall fully and truthfully declare my / our
ability to provide the goods and / or perform the services and we will not bid for the
supply of goods or provisions of services which we do not have the capacity to
provide whether at all or under the terms required by KTVC.
IV. I / We declare that we have the legal and operational capacity to make a bid for the
goods and / or services herein, including but not limited to the fact that I / We am/are
not an undercharged bankrupt, under receivership or liquidation or otherwise
insolvent nor suffering from any such or other incapacity that would make our bid or
our ability to provide the goods and / or services herein legally or operationally
untenable.
V. I / We declare that there is no conflict – of – interest situation existing between myself
/ us on the one hand and KTVC on the other hand with regard to the supply of the
goods and / or provision of the services herein that would make our bid or contract
ethically or legally untenable. If any such conflict arises in the course of the
procurement process and before the conclusions of any contract arising therefrom, I /
We shall fully and truthfully declare such conflict to KTVC.
VI. I / we understand that the violation of this pact may lead to the disqualifications of my
/ our bid, to the termination of any contract or obligation between myself / us and
KTVC.
Name:……………………………………………………………..Signature:…………………
Stamp:……………………………………

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