Minutes of Pre-Bid Meeting 22nd May 2014

MINUTES OF PRE-BID MEETING FOR THREE YEAR
FRAMEWORK CONTRACTS - TENDER NUMBERS;
1. KP1/9AA-3/PT/05/14-15, SUPPLY OF INSULATORS
2. KP1/9AA-3/PT/06/14-15, SUPPLY OF METER ENERGY ELECTRONIC
SINGLE PHASE 240V
3. KP1/9AA-3/PT/07/14-15, SUPPLY OF TERMINATION AND JOINTING KITS
4. KP1/9AA-3/PT/08/14-15,SUPPLY OF FUSES
5. KP1/9AA-3/PT/09/14-15, SUPPLY OF AUTO RECLOSERS
LIST OF ATTENDANCE
Name of Representative
1. Juan Carlis Escobar
2. Priya Mehta
3. Nahashan Onduko
4. Vincent Odhiambo
5. Sylvans Malika
6. Nixon Onyanto
7. Anthony Muchiri
8. William Gathuma
9. Nixon Onyango
10. Joram Shivaciti
11. Earnest Likomi
12. Justus Manyinsa
13. Runai Patel
14. Oscar Wanjala
15. Stephen Dukse
16. Anet Juneja
17. Victor Wang
18. Mariappan
19. Daniel Singi
20. A Mutua
21. Robert Mbugua K.
22. Micheal Sigwe
23. Patrick Njuguna
24. Peter Kamau
25. Dismas Ombati
26. Kefa Nyakundi
27. Okumu Evans
Name of Firm
Powercom Ltd
Shanghai Ebasee Electric co. Ltd
IET Ltd
Netolan E.A.
Kenya Auto Electrical Ltd
Kenya Energy and Telecoms
Wilam Holdings
Janwill Enterprises
BES Europe
Fuitko Enterprises
Veteson Enterprises Ltd.
Synergy Power Systems
Pisu and Company
Achelis
PLP
Multitrade
Star Instrument
Eswari Electricals Ltd.
FSI Capital Ltd.
Equator apparels
Hardexo Co. Ltd
Hexing Electricals Co. Ltd
Adrian Kenya Ltd
Techspa General Supplies
P.E.C Ltd
Novateur Elec
Mentor Systems
1
28. Ayub Nguyo
29. Shijin & Zhong Bao
30. Suraj G
31. Hesbon Owuor
32. Juliet Asena
33. Emmah Wambui
34. Caroline Owoko & Loice Awuor
35. Nelly Kageha
36. Andrew Kachila
37. Edwin Kibet
38. Nicholas k. Sambu
39. Charles Komen & Lewis Muchiri
40. Raymond Kinyanjui
41. Francis Kamau
42. Anthony Muchugia
43. Kamau Nganga
44. Raymond Mutitu
45. Lewis Muchiri
Bell atlantic
ZTT
Express Company Ltd.
Express Ltd
Stallion Group of Africa
Lomas and Lomas
Unitech Industrial Agencies Ltd
Panorama Technical Services Ltd.
Outsourcing Ltd
Ketco/Top connectors Ltd.
ABB Ltd
Tavrida Electrical
Tbea Deyang Cable
Noja Power Switch Gear
Jaso
Equip Solutions
Hongkon Kosen International
Komen C
Kenya Power Team Members
Name
1.
2.
3.
4.
5.
6.
7.
Designation
Anne Gatukui
Eva Anjichi
Ruth W. Oyile
Consolata Mbinya
Patrick Nganga
Stephen Nguti
Jane Ndinya
Supply Chain Manager (Procurement)
Principal Supply Chain Officer
Senior Supply Chain Officer
Supply Chain Officer
Engineer
Engineer
Supply Chain Officer
The meeting commenced at 10:38 a.m.
The attendees were welcomed to the Pre-Bid meeting by the Principal Supply Chain Officer.
They were further informed that the objective of holding the pre-bid meeting was to clarify
what was required in the tender with a view to make the bidders understand the document
and bid competently.
The Supply Chain Officer (Procurement) took the attendants through the tender document,
and the following areas were covered:
The tender was open to all bidders in Kenya and Internationally.
a) FRAMEWORK CONTRACT DOCUMENT
The attendees were informed that Kenya Power in a departure from the usual one
year contracts, was interested in Framework contracts for supply of its critical
2
materials in an effort to improve quality, add life cycle value, reduce cost and
improve service to its customers.
They were further informed that it was Kenya Power’s intent to establish a Three (3)
year Framework with the Supplier based on periodic review of quantity, quality and
service.
b) MINIMUM & MAXIMUM QUANTITIES
The bidders sought clarification regarding the Minimum & Maximum quantities
indicated in the tender document. (Section IV – Schedule of Requirements of
Goods).
It was explained that The Minimum quantity indicated was the quantity that Kenya
Power was guaranteeing to procure over the contract period. On the other hand, the
maximum quantities are estimates only based on historical and forecasted
requirements.
The bidders also sought clarification on the quantities to quote for and this was
confirmed to be the minimum quantities indicated in the various tenders. The bidders
were further informed that the prices quoted would therefore act as the basis of future
negotiations.
Bidders were also requested that though quoting for the minimum quantities, they
should not ignore the maximum quantities as there was a likelihood of Kenya Power
buying up to the maximum and beyond by 30%.
c) VALIDITY OF TENDERS
The validity of the tender shall be 120 days and not 90 days after the date of tender
opening. A tender that is valid for a shorter period shall be rejected by KPLC as nonresponsive. Subsequently the tender Security shall be valid for 150 Days after the
date of tender opening.
d) ON SUBMISSION
The bidders here requested to ensure they provide their correct emails to enhance
better communication, to paginate serially all the pages in the tender document
and if possible stamp each and every page.
e) RUSH ORDERS
The bidders sought to clarification on whether they were expected to hold stocks in
the country to meet KPLC’s rush orders and if so in what ratio?
Answer: The bidders were informed that this is left to their discretion and they
should inform KPLC on the form provided, how they would meet its rush
orders. Where needed KPLC will also give the supplier adequate time to
prepare.
3
f) CHANGE OF SPECIFICATIONS/ REQUIREMENTS
Bidders sought to know How much time they would get from Kenya Power in the
event there is need for change of Specifications/ Requirements after award of tender.
Answer: Kenya Power will work with the successful Bidder on agreeable time
limits. The Framework Contracts are meant to enable such kind of
collaborations which allow for innovations and reactiveness by the successful
bidders.
CLARIFICATIONS WERE SOUGHT AS FOLLOWS;
I: SUPPLY OF AUTO RECLOSER
a) Question: Based on Construction (Clause 4.2.4) Are bidders meant to provide the
Surge Arresters or include the Mounting Provisions?
The answer is to be provided in the Addendum.
b) Question: The Bill of Quantity (BQ) does not include the four (4) Laptops. Will the
laptops be supplied every year over the three year contract period and will the
Training be conducted every year? It is important to have the laptops, installation,
Training, etc in the BQ.
The answer is to be provided in the Addendum.
c) Question: What does the abbreviation VWVE mean?
The answer is to be provided in the Addendum.
d) Question: The specifications (clause 4.2.2) read “the Auto Recloser hall have Oil or
Air/Solid for electrical insulation and employ vacuum interrupters”. Is SF6 di-electric
also acceptable?
Answer: KPLC Specifications clause 4.2.2 require the auto recloser shall Oil or
Air/Solid for electrical insulation and employ vacuum interrupters.
II: SUPPLY OF SINGLE PHASE METERS
a) Question: Evaluation Criteria 6.3.2.2 talks about price variation formula yet the
formula is not in the document.
Answer: The price variation Formula is not applicable in this tender.
b) Question: The bidders requested whether sample Meters should be taken to KEBS
for Testing and Certification before submission of tenders for purposes of evaluation.
4
Answer: The samples of four meters to be taken for Testing and Certification at
KEBS will be done by the supplier that will be awarded the contract.
However, our tender document and Specifications require that the bidder submit
with the tender, Type Test Certificates and their Reports or Test Certificates and
their Reports issued by a third party testing laboratory accredited to ISO/IEC
17025 and a copy of the accreditation Certificate of the Testing Laboratory. See
clause 3.15.4 of the Tender document.
c) Question: On page 75 – Notes to Tenderers and Banks, The tender validity is stated
as ninety (90) days while in other parts it’s one hundred and twenty (120) days.
Please clarify the correct period.
Answer: The tender validity period is one hundred and twenty (120) days.
d) Question: Do meters attract duty?
Answer: Currently, Meters are Zero-rated but attract GOK tax of 2.25% of CIF
Value of the meters and VAT of 16%. However, prospective bidders are advised to
always liaise with their Tax Consultants or refer to the HS Code for Meters.
III.
SUPPLY OF INSULATORS
a) Question: The bidders requested to be provided with the drawing for 33Kv Porcelain
Pin Insulator.
Answer: The specifications do not include the drawings as there is no specific model
for the molding. The bidder should submit drawings which will be evaluated
against the requirements of our specifications.
b) Question: Are bidders allowed to quote for Composite Insulators as opposed to
Porcelain in regard to 33Kv Porcelain Pin Insulator.
Answer: The specifications require bidders to quote for Porcelain type Insulators
and bidders should bid as per the requirements of the Specifications.
IV SUPPLY OF FUSES
Question: Specifications (clause 4.3) In the IEC Standards 60282-2 for 33 KV
Expulsion Fuse Links, the rated breaking capacity has been given as 40kA. Should this
rated braking capacity be for current –limiting fuse instead?
The answer is to be provided in the Addendum.
5
GENERAL
Question: Page 8 of Tender Document – Tender Submission Checklist: the “Duly
completed Tender Form” is repeated as item no. 1 and 3. Is this an error or was one
meant to read something else?
Answer: This was a typographical error and should appear once.
There being no other business, the meeting ended at 1.00 p.m.
6

Download Report