TERMS OF REFERENCES FOR SCREENING AND SELECTION OF SUPPLIERS FOR PREQUALIFICATION FOR THE PERIOD 2021 – 2022

  • Development
  • Anywhere
Country: Kenya
Organization: Islamic Relief Kenya
Closing date: 5 Feb 2021

INTODUCTION

Islamic Relief Kenya (IRK) is an international humanitarian and developmental organization with its headquarters in UK. IR Kenya’s mission is to provide emergency relief, alleviate poverty and suffering. IR started operations in Kenya in 1993 through a local CBO in Mandera District, Northern Kenya. It opened its fully fledged office in March in 2006 at the height of drought in the Horn of Africa. Since then, it has been providing humanitarian and development assistance to vulnerable communities. Over the years IRK has remarkably changed the lives of the vulnerable and disadvantaged communities. In January 2010 and October 2011, IRK extended its operation to Wajir and Garissa County; to serve both the local community and Refugee at Dadaab Camp.

Islamic Relief Kenya is currently focusing on three major themes i.e. Sustainable Community Empowerment (around areas of Health and Nutrition; WASH (Water, Sanitation and Hygiene); Sustainable Livelihoods and Disaster Risk reduction (DRR); Disaster and Humanitarian Response and Education and Child Development. Since 2006 IRK has remarkably changed the lives of the vulnerable and disadvantaged communities. Following this great success in Mandera, most of the programmes and best practices have been, and continue to be replicated in other parts of the country; mostly in Northern Kenya. In 2016, IRK conducted assessment in counties of Kilifi, Kwale, Tana River and Kajiado to explore opportunities for replicating its best practices in supporting and empowering communities.

Islamic Relief Kenya intends to establish a database of qualified suppliers for various goods, works and services for the period February 2021– December 2021. IRK invites all interested and eligible potential consultant to undertake screening of the suppliers who applied for prequalification. The ToR can be collected from Islamic Relief Kenya Office, Nairobi Office, Kirichwa road, next to Kirichwa Heights Apartment, Tel: 0727 531220, Wajir Office 0728521988, Mandera Office 0721863395, Moyale office 0723310223 and Kilifi office 07272722234. The completed prequalification questionnaire and documents to be submitted in a sealed envelope marked:

THE PURPOSE:

Through the prequalification of services, Islamic Relief Kenya aims to achieve the following objectives;

  1. To ensure value for money by engaging a range of competent suppliers and vendors thereby providing quality services and inputs for the communities we serve.

  2. Ensure transparency by providing equal opportunity for the competent supplies and vendors.

THE KEY ACTIVITIES:

  1. Review and further develop the prequalification criteria set for the screening of the vendors and suppliers. The criteria should be objective and measurable.

  2. conduct a thorough analysis of vendors and supplies against the prequalification criteria

  3. Select qualified suppliers for each of the services advertised

  4. pprovide recommendations for IR Kenya management

TIMEFRAME: TWO WEEKS

EXPECTED OUTPUTS

  1. A report detailing the selected prequalified vendor for each category of services and goods. The report should have tabular information and related narrative

QUALIFICATION AND EXPERIENCE OF THE CONSULTANT

  1. Master’s degree in Supply Chain Management from a recognized university

  2. Minimum 5 years relevant experience in managing supply chain in large scale corporate companies or internal organizations.

TENDER DATES AND CONTACT DETAILS

All proposals are required to be submitted by Friday 5th February 2021 at 1.00pm. All the bids must be submited in our Nairobi office tender box and a bid receipt form signed at the reception.

For any issues relating to the tender or its contents please email directly t0

Procurement.irk@islamic-relief.or.ke.

Mandatory Requirements

The following documents are mandatory requirements and must be submitted with the tender document;

(i) Certificate of incorporation (if it’s a company)

(ii) Valid registration with County Government (it it’s a company)

(iii) Copy of ID/Passport for Company Owner/Consultant

(iv) PIN

(v) Valid Tax Clearance Certificate

Evidence of Past Experience in similar service with corporate clients/INGO over the past 5years

e.g. copy of signed Contract

QUESTIONNAIRE – MANDATORY

It is mandatory that all potential bidders provide the information required in the questionnaires in Appendix A to F and then sign and stamp as required.

APPENDIX A: Organisation and Contact Details

Full name of Organization /Consultant.

Date of Registration

Registration Certificate Number

Street

Road

Address

Code

Town

Email

Telephone No.

PIN No.

Name of Parent Company

Type of Organization

A Limited Company

Other Partnership

Sole Trader

Other (Please Specify)

Name of Owners

No.

Name

ID/Passport No.

Nationality

1

2

3

DETAILS FOR Contact PERSON

Contact details for enquiries about this tender

Name of Staff

Address

Post Code

Town

Phone

Mobile

Email

APPENDIX b. grounds for Mandatory Rejection

Important Notice:

In some circumstances IRK is required by law to exclude you from participating further in a procurement. If you cannot answer ‘no’ to every question in this section it is very unlikely that your application will be accepted, and you should contact us for advice before completing this form.

Please state ‘Yes’ or ‘No’ to each question.

Has your organization or any directors or partner or any other person who has powers of representation, decision or control been convicted of any of the following offences?

Answer

(a) A crime

(b) Corruption

(c) The offence of bribery;

(d) Fraud within the meaning of:

i) Money laundering

ii) Any other offence

Has your organization fulfilled obligations related to the payment of social security contributions or the payment of taxes in accordance with the legal. Answer with a “**Yes**” or “**No**”**

APPENDIX C – Grounds for Discretionary Rejection

Important Notice:

IRK is entitled to exclude you from consideration if any of the following apply but may decide to allow you to proceed further. If you cannot answer ‘no’ to every question it is possible that your application might not be accepted. In the event that any of the following do apply, please set out (in a separate Annex) full details of the relevant incident and any remedial action taken subsequently. The information provided will be taken into account by IRK in considering whether or not you will be able to proceed any further in respect of this procurement exercise.

Please state ‘Yes’ or ‘No’ to each question.

Is any of the following true of your organization?

(a) Is bankrupt or under receivership or bankruptcy restrictions order made against the organization

(b) Is insolvent,

(c) Is the subject of an order by the court winding up otherwise than for the purpose of bona fide reconstruction or amalgamation, or had a receiver, manager or administrator on behalf of a creditor appointed in respect of the company’s business or any part thereof or is the subject of similar procedures under the law of any other state?

Has your organization

(a) been convicted of a criminal offence relating to the conduct of your business or profession;

(b) committed an act of grave misconduct in the course of your business or profession;

(c) failed to fulfil obligations relating to the payment of social security contributions

(d) failed to fulfil obligations relating to the payment of taxes under the

(e) been guilty of serious misrepresentation in providing any information required

APPENDIX D. Bid Value & Duration of Work

Bid Value for the Service

Kshs. *___**

Payment Terms

Proposed Delivery Duration

Remarks

APPENDIX E – Financial

1

BANK INFORMATION

1.1

Bank

Branch

Account Name

Account Number

Swift Code

Letter From Bank

APPENDIX F – Declaration

2.

I declare that to the best of my knowledge the answers submitted in this bid document are correct. I understand that the information will be used in the process to assess my organization’s suitability to be invited to tender for Islamic Relief’s requirement and I am signing on behalf of my organization. I understand that the Contracting Authority may reject this bid if there is a failure to answer all relevant questions fully or if I provide false/misleading information. By signing the bid document I certify that all of the above statements are accurate and factual.

FORM COMPLETED BY

2.1

Name:

2.2

Position:

2.3

Signature:

2.4

Date:

2.5

Stamp:

How to apply:

All proposals are required to be submitted by Friday 5th February 2021 at 1.00pm. All the bids must be submited in our Nairobi office tender box and a bid receipt form signed at the reception.

For any issues relating to the tender or its contents please email directly t0

Procurement.irk@islamic-relief.or.ke

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