___________________________________________________________________________________________________ Directors: Tom D.O. Ipomai (Chairman); M. K. Toroitich (Managing Director); A. W. Kirima (Mrs.); F. K. Mbundu (Mr.); S. Mukandutiye;
(Mrs.); S. Ayinkamiye (Mrs.); J. Muiru (Mr.); D. Zitunga (Mr.); M. Rwigamba (Ms.).
Monday, March 23, 2015
RE: REQUEST FOR PROPOSALS FOR SUPPLY AND INSTALLATION OF ARCHIVING SOLUTIONS
KCB Bank Rwanda Limited (hereinafter referred to as “the Bank”) is a leading commercial bank in Rwanda, renowned for its diversity and growth potential. The Bank is a member of the KCB Group of Companies
The Bank wishes to invite all interested companies to submit their proposals for the supply and installation of various archiving solutions at KCB Bank Rwanda Ltd
Interested bidders should abide by the tender package requirements. Well printed bids should be sent in sealed envelopes to the reception of
3rdFloor Wing B, Rugigana House KCB Bank Rwanda Ltd
P.O. Box 5620 KIGALI - RWANDA
And be dropped in the tender box not later thanWednesday 24thApril 2015 at 3.00pm The opening of bids will take place on the same day at KCB Bank Rwanda Ltd in the assigned Board Room same day at 3:30pm
We welcome your submission and wish you luck in this competitive process. Yours sincerely
PAUL B. MUREITHI
HEAD OF OPERATIONS & LOGISTICS
Kigali, Rwanda
Tel: +250 788140400 / 5222
Email:procurement@rw.kcbbankgroup.com 24h interactive website:www.kcbbankgroup.com
TENDER
NOTICE
KCB Bank Rwanda Ltd is a fully owned subsidiary of The KCB Group, a leading banking group in Eastern Africa, renowned for its diversity and growth potential. The KCB Bank Group commands the largest branch network in Kenya and has presence in Tanzania, Uganda, South Sudan, Rwanda and Burundi. As a leading player in the global financial markets, the Group maintains working arrangements with correspondent banks throughout the world.
KCB Bank Rwanda Ltd is seeking proposals for:
Supply and Installation of Archiving Solutions - Tender Ref: 03504-G-093-2015 Supply of Promotional Materials -Tender Ref: 03501-G-094-2015
Supply of Computer Equipment -Tender Ref: 03508-G-095-2015
Eligible suppliers are invited to submit proposals based on the detailed tender documents which will be available at the Procurement office KCBR Head Office, 3rd Floor Reception on Tuesday 24thMarch 2015, Rugigana House. Note that physical tender documents prepared by the bank will attract a non-refundable fee of FRW 20,000, payable across the counters of any of the KCBR branches on transaction fee account No. PL.55220, and will be handed over to eligible suppliers upon presentation of proof of payment of the fee.
The documents can also be downloaded at our website
http://rw-en.kcbbankgroup.com/about/tenders/
The proposals must be delivered by hand and should be addressed to
The Head of Operations & Logistics KCB Bank Rwanda Ltd P.O. Box 5620, Kigali, RWANDA
Telephone: +250 788 312 309/ +250 730 288 224 Email:procurement@rw.kcbbankgroup.com
The documents in a plain sealed envelope so addressed should be deposited in the tender box located atKCBR Head Office, 3rdFloor, Rugigana House, Avenue de la Paix, not later than
15thApril 2015 at 3.00pm
KCB Bank Rwanda Ltd reserves the right to accept or reject any proposal without giving reasons for its decision and will not in any case be responsible or liable for any costs associated with the preparation and submission of any proposal
Paul B Mureithi
HEAD OF OPERATIONS & LOGISTICS KCB BANK RWANDA LTD
REQUEST FOR PROPOSALS
SUPPLY AND INSTALLATION OF ARCHIVING SOLUTIONS
TENDER NUMBER KCB-3504-G-093-2015
Release Date: Tuesday, 24THMARCH 2015
Table of Contents
1. REQUEST FOR PROPOSALS ... 3
1.1 INTRODUCTION... 3
1.2 BACKGROUND, AIMS ANDOBJECTIVES... 3
1.3 FORMAT OFRFP RESPONSE ANDOTHERINFORMATION FORBIDDERS... 3
1.4 DEADLINE FORSUBMISSION OFBIDS... 4
1.5 BIDPACKAGING... 4
1.6 COMMENCEMENT OFWORKS... 4
1.7 COST OF BIDDING... 4
1.8 CLARIFICATION OFBIDDINGDOCUMENT... 4
1.9 AMENDMENT OFBIDDINGDOCUMENT... 5
1.10 RESPONSIVENESS OFPROPOSALS... 5
1.11 EVALUATION ANDCOMPARISON OFBIDS... 5
1.12 DATAVALIDATION... 6
1.13 CURRENCY... 6
2. TERMS OF REFERENCE... 6
2.1 LOT1 - REQUIREMENT ANDSPECIFICATION FORSLIDINGBULKFILINGSYSTEM... 6
2.2 LOT2 – REQUIREMENTSSPECIFICATIONS RECORDS’SHELVES... 6
2.3 DETAILEDREQUIREMENTS... 7
3. EVALUATION CRITERIA ... 7
3.1 TECHNICAL EVALUATION... 7
3.2 FINANCIALOFFERS... 8
3.3 BUYERS’ RIGHTS... 8
4. GENERAL CONDITIONS OF THE CONTRACT... 8
4.1 INTRODUCTION... 8
4.2 AWARD OFCONTRACT... 8
4.3 APPLICATION OFGENERALCONDITIONS OFCONTRACT... 8
4.4 BIDVALIDITYPERIOD... 9
4.5 NON-VARIATION OFCOSTS... 9
4.6 DELAYS IN THEBIDDER’SPERFORMANCE... 9
4.7 LIQUIDATED DAMAGES FOR DELAY... 9
4.8 GOVERNINGLANGUAGE... 9
4.9 APPLICABLELAW... 9
4.10 BIDDER’SOBLIGATIONS... 9
4.11 THEBANK’SOBLIGATIONS...10
4.12 CONFIDENTIALITY...10
4.13 FORCEMAJEURE...10
4.14 TERMS OFPAYMENT...10
5. ANNEXURES...11
5.1 SUPPLIERQUESTIONNAIRE...11
5.2 VENDOR PROFILE...11
5.3 FINANCIALINFORMATION...12
5.4 BUSINESSACTIVITIES...13
5.5 TRADEREFERENCES...13
5.6 CERTIFICATIONS, ACCREDITATIONS ANDAPPROVALS...13
5.7 AGENCIES ANDPARTNERSHIPS...14
6. BUSINESS PROBITY AND LITIGATION MANAGEMENT...14
7. INSURANCE...15
8. EVALUATION...15
1. Request for Proposals 1.1 Introduction
KCB Bank Rwanda Limited (hereinafter referred to as “the Bank”) is a leading commercial bank in Rwanda, renowned for its diversity and growth potential. The Bank is a member of the KCB Group of Companies, which include KCB Kenya Ltd, KCB Uganda Ltd, KCB Tanzania Ltd, KCB South Sudan Ltd, KCB Capital Ltd, KCB Foundation and KCB Bancassurance Ltd.
The Bank wishes to invite all interested companies to submit their proposals for the following goods
Lot 1: Supply and Installation of Bulk Filing System in KCBR Head Office Lot 2: Supply and Installation of Records Archives Open Shelves at the KCBR Central Archives (located in Magerwa) and KCBR Head Office Archives
The information in this document, including its appendices and attachments is confidential and is subject to the provisions of the bank’s non-disclosure agreement. The contents herein shall not be disclosed to any third party without explicit prior written consent of the bank, and shall not be used for any purpose other than the furtherance of this tender.
1.2 Background, Aims and Objectives
The objective of this RFP is to identify and prequalify bidders for supply and installation of shelves for the bank’s archives in compliance with the technical specifications and other contractual terms. 1.3 Format of RFP Response and Other Information for Bidders
a. The bidder shall include in their offer any additional services considered necessary for the successful proposal and clearly indicate “Additional”.
b. Proposals from bidders shall be submitted in two distinct parts, namely i. Technical proposal
ii. Financial proposal
c. The two shall be enclosed in two separate sealed envelopes, both of which shall then be placed in a common sealed envelope marked:“RFP for Supply and Installation of Archiving Solutions NO. KCB-3504-G-093-2015”.
d. The two separate inner envelopes shall be clearly marked “Technical Proposal”, and “Financial Proposal”, respectively, and shall bear the name of the Bidder.
e. The bid documents shall dropped in the tender box on 3rdFloor Wing B, Rugigana House, KCBR Head Office, Avenue de la Paix, on or before the closing date and time. f. The envelope containing the two proposals shall be addressed as follows
RFP for Supply of Archiving Solutions Head of Operations & Logistics KCB Bank Rwanda Ltd
3rdFloor Wing B, Rugigana House
P.O. Box 5620 KIGALI - RWANDA
g. Documents may also be submitted by email in PDF format to email address
procurement@rw.kcbbankgroup.com
1.4 Deadline for Submission of Bids
a. Bids shall be submitted on or before Tuesday 14th April 2015 at 3.00 pm. Any bid received by the Bank after this deadline shall be rejected.
b. Those submitting tenders or their representatives shall attend the tender opening on 14th April 2015 at 3:30pm
1.5 Bid Packaging
a. The Technical Proposal shall contain all the relevant technical details in response to the bank requirements outlined in this RFP. Bids that do not have this information shall be disqualified from further evaluation
b. The Financial proposal shall clearly indicate the details of the financial costs and total cost of carrying out the project. This shall include all taxes and incidentals as applicable c. Bidders are requested to hold their proposals valid for ninety (90) days from the closing date for the submission. The Bank shall make its best effort to arrive at a decision within this period.
1.6 Commencement of Works
a. Assuming that the identification of the supplier will be satisfactorily concluded, the bidders shall be expected to commence the assignment after the final agreement is reached.
b. The contracting arrangements shall define clearly the responsibilities and the services to be provided by the supplier as well as the obligations of the bank.
c. The Bank reserves the right to accept or to reject any bid, and to annul the bidding process and reject all bids at any time prior to the award of the contract, without thereby incurring any liability to any Bidder or any obligation to inform the Bidder of the grounds for its action.
1.7 Cost of bidding
a. The bidder shall detail the proposed costs in their financial proposal.
b. The Bidder shall bear all costs associated with the preparation and submission of its bid. The Bank will not be responsible or liable for those costs, regardless of the conduct or outcome of the bidding process.
1.8 Clarification of Bidding Document
a. Should there be any doubt or uncertainty, the Bidder shall seek clarification in writing addressed to the Procurement Department through e-mail address
procurement@rw.kcbbankgroup.com
b. Any clarification sought by the bidder in respect of the RFP shall be addressed at least four (4) days before the deadline for submission of bids, in writing to the Manager Procurement through the same email.
c. It shall the responsibility of the Bidder to obtain any further information required to complete this RFP.
d. Any clarification requests and their associated response will be circulated to all Bidders. e. The RFQ Clarification Template shall follow the following
format:-i. Company Name:
ii. Contact Person: (primary Supplier contact) iii. E-mail:
iv. Phone: v. Fax:
vi. Document Number/Supplier vii. Mailing date
# Section/ Paragraph1 Question 1. 1
2. 2 3. 3 4.
1.9 Amendment of Bidding Document
a. At any time prior to the deadline for submission of bids, the Bank may, for any reason, (whether at its own initiative or in response to a clarification requested by a prospective Bidder) modify the bidding documents by amendment.
b. All prospective Bidders that have received the bidding documents shall be notified of the amendment in writing, and it shall be binding on them. It is therefore important that bidders give the correct details in the format given on page 3 at the time of receiving the RFP document.
c. To allow prospective Bidders reasonable time to take any amendments into account in preparing their bids, the Bank may at its sole discretion extend the deadline for the submission of bids based on the nature of the amendments.
1.10 Responsiveness of Proposals
The bank will assess the responsiveness of the proposals to the requirements of this RFP. A responsive proposal is deemed to contain all documents or information specifically called for in this RFP document. A bid determined not responsive will be rejected by the Bank and may not subsequently be made responsive by the Bidder by correction of the non-conforming item(s). 1.11 Evaluation and Comparison of Bids
a. Technical proposals shall be evaluated first, and shall form the basis for bids comparison b. Financial bids for firms that meet the technical requirements will be opened and
assessed for completeness and competitiveness
c. Financial bids of firms whose technical proposals are found to be qualifying or non-responsive in whatever respect shall be returned unopened.
1.12 Data Validation
The Bank reserves the right to validate any and all the data supplied by the bidder, including but without limitation to, searches to establish the registration and registered directors of the company, customers, bankers and insurers.
1.13 Currency
All bids in response to this RFP should be expressed in Rwandan francs. Expressions in other currencies shall not be considered
2. Terms of Reference
The bidder will be required to provide the bank with below details:
2.1 Lot 1 - Requirement and Specification for Sliding Bulk Filing System
a. Please note: if more than one model is being offered then please make and fill out extra copies of this form as necessary
Item Description Requirement Proposed – to be filled by supplier
1 Type Metallic, fire and bullet proof
required and mandatory
2 Colour Grey
3 Price To be filled by supplier
4 Price Validity 1 year
5 Height 2.5 meters
6 Area 5.6m x 4m
7 Columns 4
8 Rows inside 6
9 Document Size Standard
10 Closed or Open shelve Closed
11 Stainless steel Mandatory
12 Lead-time for delivery 6 weeks
13 Estimate quantity As per area above
b. A technical brochure of the proposed equipment must be attached.
c. A compulsory site visit shall be carried out by all prospective bidders to the Central Archive KCBR Head Office on Tuesday 7thApril 2015 at 9: 00am
d. Coltilda Mujawingoma (tel. +250 730 288 224) and/or Guillaume Kayigema (tel. +250 788 307 547) shall be the contact persons for the site visit.
e. The supplier shall be responsible for installation of metal shelving units in a secure manner, to solid blocking, in accordance with the recommendations of the manufacturer for the installation involved, and with the detailing shown in the above table
2.2 Lot 2 – Requirements Specifications records’ shelves
a. Please note: if more than one model or design is being offered the bidder should fill out extra copies of this form as necessary
Item Description Requirement Proposed – to be filled by supplier
1. Type Metallic
2. Colour Grey
3. Price To be filled by supplier
4. Price Validity 1 year
5. Width To be determined by site survey
6. Height 3 meters
7. Depth To be determined by site survey
8. Document Size Standard
9. Closed or Open shelve Open 10. Stainless steel Mandatory 11. Lead-time for delivery 4 weeks
12. Estimate quantity To be filled by the supplier
b. A technical brochure of the proposed equipment must be attached.
c. A compulsory site visit should be carried out by all prospective bidders to both sites (Magerwa and Head Office) on Tuesday 7thApril 2015 at 11:00am.
d. Coltilda Mujawingoma (tel. +250 730 288 224) and/or Guillaume Kayigema (tel. +250 788 307 547) shall be the contact persons for the site visit.
2.3 Detailed Requirements The RFP response shall consist of:
-a. This RFP document duly signed
b. Approval licenses, by the various bodies for compliance, MUST be included. c. A Company /firm profile in the following format:
-i. A brief Introduction -This is a summary of the company history, accomplishments and philosophy
ii. Owners and Directors of the company submitting the RFP bid iii. List of top 10 clients serviced by the service provided
iv. All the relevant Licenses
v. Letters of recommendation by three major clients where the vendor has implemented similar projects of the size and design of KCB.
vi. Any other information /documents which may be considered necessary of useful for this RFP.
3. Evaluation Criteria 3.1 Technical evaluation
The bid will be evaluated on the basis of the requirements in section 2 and the table as appendix 1 of this document. The bidder should take special cognizance to provide relevant details for technical evaluation, which will be based on the following:
b. Preliminary documents - all preliminary documents to support the bid as indicated in the requirement brief (section 2.2) must be provided. These will be assessed to qualify the bid for further evaluation. Copies of all licenses MUST be provided
c. Letters of recommendation by three major clients where the vendor has implemented projects of the size and design of KCB. Also required are letters of no objection from the clients that KCB can make enquiries.
3.2 Financial Offers
The bidder shall provide the financial quotations/offers for the supply and installation of the Bulk filling system-sliding and Records archive open shelves as per above technical specifications Please note that
a. All rates shall be set in the Rwandan currency (FRW)
b. Payment for any service rendered shall be done through a KCB account c. Cost shall be quoted inclusive of 18% VAT
3.3 Buyers’ Rights
KCB Bank Rwanda KCB) reserves the right to reject any or all RFP without giving any reasons and KCB Bank Rwanda has no obligation to accept any offer made. KCB also reserves the right to keep its selection and selection criteria confidential. KCB Bank Rwanda reserves the right to award the tender in part or in whole to either a single vendor or split the award to multiple vendors in the final award. Bids not strictly adhering to RFP conditions may not be considered by KCB whose decision on the matter shall be final.
4. General Conditions of the Contract 4.1 Introduction
Specific terms of contract shall be discussed with the bidder whose proposal will be accepted by the Bank. The resulting contract shall include but not be limited to the general terms of contract as stated below from 4.2
4.2 Award of Contract
Following the opening and evaluation of proposals, the Bank will award the Contract to the successful bidder whose bid has been determined to be substantially responsive and has been determined as the best evaluated bid. The Bank will communicate to the selected bidder its intention to finalize the draft conditions of engagement submitted earlier with his proposals. After agreement will have been reached, the award will be made to the successful Bidder.
4.3 Application of General Conditions of Contract
These General Conditions shall apply to the extent that they are not superseded by provisions in other parts of the Contract that shall be agreed. These General Conditions of Contract shall be deemed to apply to the contract or LPO that shall be issued in connection with the requirement in this tender.
4.4 Bid Validity Period
Bidders are requested to hold their proposals valid for ninety (90) days from the closing date for the submission.
4.5 Non-variation of Costs
The prices quoted for the service and subsequently agreed and incorporated into the contract shall be held fixed for the contract period for the specific requirement contained herein.
4.6 Delays in the Bidder’s Performance
a. Delivery and performance of the bidder’s obligations shall be made by the successful Bidder in accordance with the time schedule as per Agreement.
b. If at any time during the performance of the Contract, the Bidder should encounter conditions impeding timely delivery and performance of the Services, the Bidder shall promptly notify the Bank in writing of the fact of the delay, its likely duration and its cause(s). As soon as practicable after receipt of the Bidder's notice, the Bank shall evaluate the situation and may at its discretion extend the Bidder's time for performance, with or without liquidated damages, in which case the extension shall be ratified by the parties by amendment of the Contract.
c. Except in the case of “force majeure” as provided in Clause 4.13 a delay by the Bidder in the performance of its delivery obligations shall render the Bidder liable to the imposition of liquidated damages pursuant to Clause 4.7.
4.7 Liquidated damages for delay
The contract resulting out of this RFP shall be incorporate suitable provisions for the payment of liquidated damages by the bidders in case of delays in performance of contract.
4.8 Governing Language
The Contract shall be written in the English Language. All correspondence and other documents pertaining to the Contract which are exchanged by the parties shall also be in English
4.9 Applicable Law
The agreement arising out of this RFP shall be governed by, and construed in accordance with the laws of Rwanda and the parties submit to the exclusive jurisdiction of the Rwanda Courts. 4.10 Bidder’s Obligations
a. The Bidder is obliged to work closely with the Bank's staff, act within its own authority, and abide by directives issued by the Bank that are consistent with the terms of the Contract.
b. The Bidder is responsible for managing the activities of its personnel, or subcontracted personnel, and will hold itself responsible for any misdemeanors.
c. The Bidder will not disclose the Bank's information it has access to, during the course of the work, to any other third parties without the prior written authorization of the Bank. This clause shall survive the expiry or earlier termination of the contract
4.11 The Bank’s Obligations
In addition to providing Bidder with such information as may be required by the bidder to complete the requirements, the Bank shall,
a. Provide the Bidder with specific and relevant information concerning the requirements. b. In general, provide all information and access to Bank's personnel; and
c. Appoint a coordinator who shall arrange any access to its information and staff required by Bidder for its performance under the contract, if agreed and required.
4.12 Confidentiality
The parties (the bidder and the Bank) undertake on behalf of themselves and their employees, agents and permitted subcontractors that they will keep confidential and will not use for their own purposes (other than fulfilling their obligations under the contemplated contract) nor without the prior written consent of the other disclose to any third party any information of a confidential nature relating to the other (including, without limitation, any trade secrets, confidential or proprietary technical information, trading and financial details and any other information of commercial value) which may become known to them under or in connection with this RFP and the contemplated contract. The terms of this Clause shall survive the expiry or earlier termination of the contract. 4.13 Force Majeure
a. Neither Bidder nor Bank shall be liable for failure to meet contractual obligations due to Force Majeure.
b. Force Majeure impediment is taken to mean unforeseen events, which occur after signing the contract with the successful bidder, including but not limited to strikes, blockade, war, mobilization, revolution or riots, natural disaster, acts of God, refusal of license by Authorities or other stipulations or restrictions by authorities, in so far as such an event prevents or delays the contractual party from fulfilling its obligations, without its being able to prevent or remove the impediment at reasonable cost.
c. The party involved in a case of Force Majeure shall immediately take reasonable steps to limit consequence of such an event.
d. The party who wishes to plead Force Majeure is under obligation to inform in writing the other party without delay of the event, of the time it began and its probable duration. The moment of cessation of the event shall also be reported in writing.
e. The party who has pleaded a Force Majeure event is under obligation, when requested, to prove its effect on the fulfilling of the contemplated contract
4.14 Terms of Payment
Payment shall be made through a KCB account upon receipt of the invoice and a signed completion report attached. No advance payment will be provided
5. Annexures
5.1 Supplier Questionnaire
Bidders, willing to be considered for the tender for supply and installation of shelves in the central archive (Magerwa) and Head Office are expected to furnish the bank with among others the following vital information, which will be treated in strict confidence.
5.2 Vendor profile Please specify the following:
No Description Response
a) Name of Company / Individual (full corporate name and any relevant business name(s))
b) Date of incorporation (dd/mm/yyyy) c) Certificate of incorporation number (please
provide a copy of your incorporation certificate)
d) Postal address e) Tel number f) Fax number g) E-mail address
h) Location of registered office including street/road
i) Name and address of main vendor contact person including name, current position/title, address, telephone, fax and e-mail address j) Name and address of bankers
k) Name and address of insurers l) Brief description of business m) Key offices and their locations
n) Global rating by renowned rating agencies (Provide evidence of the rating)
o) Number of professional staff Management
Technical Consulting Support
p) Number of your professional staff with more than 5 consecutive years’ experience in
No Description Response
Name and contacts of the Legal Representative of the company;Name, Title; Telephone, Fax and Email address.
Contact person within the organization to whom enquiries about this bid should be directed:
NAME: TITLE TEL: FAX: EMAIL:
5.3 Financial Information No. PARTICULARS
a) What was your turnover in the last two years?
………… for year ended
--/--/----………
for year ended --/--/----b) Has your organization met all its obligations to pay its creditors and
staff during the past year?
Yes / No If no, please give details:
c) Have you had any contracts terminated for poor performance in the last three years, or any contracts where damages have been claimed by the contracting authority?
Yes / No
If yes, please give details:
d) What is the name and branch of your bankers (who could provide a reference)?
Name: Branch:
Telephone Number: Postal Address: Contact Person Name:
Contact Position Contact E-mail: e) Provide a copy of the following
No. PARTICULARS
A statement of your turnover, profit & loss account and cash flow for the most recent year of trading (for the last two years)
A statement of your cash flow forecast for the current year and a bank letter outlining the current cash and credit position.
5.4 Business Activities
Personnel profile
a. Provide the organization structure of your firm and summarize the number of employees in each department or function
b. Provide the resource structure for implementation and support of solution required
Directors’ details
Please provide the following details for all directors of your organisation:
Name Nationality Citizenship Shares held
1. 2. 3. 4.
5.5 Trade References
Please provide in the table below details of the projects you have undertaken relevant to the job you are bidding for performed over the last three (3) years or that are relevant to this bid document.
No CustomerOrganization (name) Customer contact name and phone number Contract reference and brief description: Date contract awarded
Value of businesses transacted: (FRW) 1. 2. 3. 4. 5. 6. 7. 8.
5.6 Certifications, Accreditations and Approvals
Detail any relevant certifications and accreditations by principals or accreditation bodies and attach copies of such certification. Such certifications may be for your company or for your
individual staff as relevant to the work they do and the key skills for the service or goods you propose to supply.
5.7 Agencies and Partnerships
Detail any agencies and partnerships that you have that are relevant to the categories of services you will be offering.
5.8 Management Policies a. Employee Integrity
- How does the firm ensure the integrity of staff? Detail any related policies.
b. Code of Conduct/Ethics
- Does your company have a code of conduct? If so, please attach a copy. - Indicate if your company subscribes to a professional body with a code of
conduct/ethics.
c. Company employment policy
- Does the firm have a documented employment policy? What are key highlights
from this policy if in existence?
d. Environmental Policy/Green Agenda Policy
- Is your firm ISO 140001 certified or do you have an environmental policy as an
organization?
- Are your waste segregated as per different waste streams? - How are wastes from your firm disposed?
e. Customer Service
- Does the firm have a documented policy on Customer Service?
- Which position in your firm is responsible for customer service and how is this
position supported by other functions?
- Does your firm use any performance management techniques, including customer
satisfaction measurement? If so, what are the key parameters? 6. Business Probity and Litigation Management
Please confirm whether any of the following criteria applies to your organization: Note that failure to disclose information relevant to this section may result in your exclusion as a potential KCB supplier.
No. PARTICULARS RESPONSE
a) Is the organization bankrupt or being wound up, having its affairs administered by the court, or have you entered into an arrangement with creditors, suspended business activities or any analogous situation arising from similar proceedings in Rwanda or the country in which it is established?
No. PARTICULARS RESPONSE
b) Please provide a statement of any material pending or threatened litigation or other legal proceedings where the claim is of a value in excess of USD 20,000.
c) Has any partner, director, shareholder or employee whom you would propose to use to deliver this service been convicted of an offence concerning his professional conduct? d) Has any partner, director or shareholder been
the subject of corruption or fraud
investigations by the police, Rwanda Anti-Corruption Authority or similar authority in the country in which your organization is
established?
e) Has the organization not fulfilled obligations relating to the payment of any statutory deductions or contributions including income tax as required under Rwandan law or the laws of the country in which it is established? f) Please state if any Director shareholder/
Partner and / or Company Secretary of the Organization is currently employed or has been employed in the past 3 years by KCB. g) Please state if any Director / Partner and / or
Company Secretary of the Organization has a close relative who is employed by KCB and who is in a position to influence the award of any supply award. A “close relative” refers to spouse, parents, siblings and children 7. Insurance
Please provide details of your current insurance cover Value a) Employer’s Liability:
b) Public Liability:
c) Professional Indemnity (if applicable) d) Other (specify)
8. Evaluation
Mandatory Requirements for Evaluation The following documents must be attached.
i. Certificate of Incorporation (if any)
iii. TAX PIN Certificate
iv. Tax Compliance certificate.
v. List of Directors, telephone and their postal address vi. Bank Account Information
CERTIFICATE OF COMPLIANCE
We _________________________________ have read this tender document for Supply and Installation of shelves in central archive (Magerwa) and Head Office and agree with the terms and conditions stipulated therein.
Stamp and signature of the supplier
Date: ___________________
