Request for proposal for hydrogeological survey and drilling supervision for Gafarsa Community Borehole Garba ward isiolo county (Re-tender)

The Procuring Entity now invites proposals to provide the following consulting services (here in after called “the services”) selection of consultants for development of water fund’s public private partnership & collaboration framework. More details on the Services are provided in Section 8 Terms of Reference.

This Request for Proposals (RFP) has been addressed to the following Consulting Firms: Open to all eligible tenderers

If a Consultant is a Joint Venture (JV), the full name of the JV shall be used and all members, starting with the name of the lead member. Where sub-consultants have been proposed, they shall be named. The maximum number of JV members shall be speciﬁed in the DS.

It is not permissible to transfer this RFP to any other ﬁrm.

A ﬁrm will be selected under Quality Cost Based Selection method and in a format as described in this RFP, in accordance with the Public Procurement and Asset Disposal Act 2015, a copy of which is found at the following website: www.ppra.go.ke.

The: Section 1: Letter of Request for Proposals

Section2: Instructions to Consultants and Data Sheet Section 3: Technical Proposal Standard Forms Section 4: Financial Proposal Standard Forms Section 5: Terms of Reference

Section 6: Standard Forms of Contract ([Select: Time-Based or Lump-Sum])

1. Please inform us in writing at the address below or by E-mail: tenders@redcross.or.ke. That you have received this Request for Proposals; and
2. Whether you intend to submit a proposal alone or intend to enhance your experience by requesting permission to associate with other ﬁrm(s) (if permissible under Section 2, Instructions to Consultants (ITC), Data Sheet14.1.1).

Details on the proposal's submission date, time and address are provided in the ITC 17.7and ITC 17.9 of the Data Sheet.

Yours sincerely,

Secretary general

Kenya red cross society

P.o box 40712 -00100, Nairobi

SECTION 2. INSTRUCTIONS TO CONSULTANTS AND DATA SHEET

Section 2(a). Instructions to Consultants (ITC)

GENERALPROVISIONS
1. Meanings/Deﬁnitions
  1. “Afﬁliate(s)” means an individual or an entity that directly or indirectly controls, is controlled by, or is under common control with the Consultant.
  2. “Applicable Law” means the laws and any other instruments having the force of law in Kenya.
  3. “Procuring Entity” means the entity that is carrying out the consultant selection process and signs the Contract for the Services with the selected Consultant.
  4. “Consultant” means a legally-established professional consulting ﬁrm or an entity that may provide or provides the Services to the Procuring Entity under the Contract.
  5. “Contract” means a legally binding written agreement signed between the Procuring Entity and the Consultant and includes all the attached documents listed in its Clause 1 (the General Conditions of Contract (GCC), the Special Conditions of Contract (SCC), and the Appendices).
  6. “Data Sheet” means an integral part of the Instructions to Consultants (ITC) Section2thatisusedtoreﬂect speciﬁc assignment conditions to supplement, but not to over-write, the provisions of the ITC.
  7. “Day” means a calendar day unless otherwise speciﬁed as "Business Day". A Business Day is any day that is an ofﬁcial working day in Kenya and excludes ofﬁcial public holidays.
  8. “Experts” means, collectively, Key Experts, Non-Key Experts, or any other personnel of the Consultant, Sub-consultant or Joint Venture member(s).
  9. “Government” means the Government of the Republic of Kenya.
  10. “In writing “means communicated in written form such as by mail, e-mail, fax, including, if speciﬁed in the Data Sheet, distributed or received through the electronic-procurement system used by the Procuring Entity with proof of receipt.
  11. “Joint Venture (JV)” means an association with or without a legal personality distinct from that of its members, of more than one Consultant where one member has the authority to conduct all business for and on behalf of any and all the members of the JV, and where the members of the JV are jointly and severally liable to the Procuring Entity for the performance of the Contract.
  12. “Key Expert(s)” means an individual professional whose skills, qualiﬁcations, knowledge and experience are critical to the performance of the Services under the Contract and whose CV is considered in the technical evaluation of the Consultant's proposal.
  13. “ITC” (this Section2 of the RFP) means the Instructions to Consultants that provides the Consultants with all information needed to prepare their Proposals.
  14. “Letter of RFP” means the letter of invitation being sent by the Procuring Entity to the Consultants.
  15. “Non-Key Expert(s)” means an individual professional provided by the Consultant or its Sub-consultant andwhoisassignedtoperformtheServicesoranypartthereofundertheContractandwhoseCVsarenot evaluated individually.
  16. “Proposal” means the Technical Proposal and the Financial Proposal of the Consultant.
  17. “Public Procurement Regulatory Authority (PPRA)” means the statutory authority of the Government of Kenya that mandated with the role of regulating and monitoring compliance with the public procurement law and regulations.
  18. “RFP” means the Request for Proposals to be prepared by the Procuring Entity for the selection of Consultants.
  19. “Services” means the work to be performed by the Consultant pursuant to the Contract.
  20. “Sub-consultant” means an entity to whom the Consultant intends to subcontract any part of the Services while the Consultant remains responsible to the Procuring Entity during the whole performance of the Contract.

v) “Terms of Reference (TORs)” means the Terms of Reference that explains the objectives, scope of work, activities, and tasks to be performed, respective responsibilities of the Procuring Entity and the Consultant, and expected results and deliverables of the assignment.

1. Introduction

1. The Procuring Entity named in the Data Sheet intends to select a Consultant from those listed in the Request for Proposals (RFP), in accordance with the method of selection speciﬁed in the Data Sheet.
2. The Consultant are invited to submit a Technical Proposal and a Financial Proposal, for consulting services required for the assignment named in the Data Sheet. The Proposal will be the basis for negotiating and ultimately signing the Contract with the selected Consultant.
3. The Consultants should familiarize themselves with the local conditions and take them into account in preparing their Proposals, including attending a pre-proposal conference if one is speciﬁed in the Data Sheet. Attending any such pre-proposal conference is optional and is at the Consultants' expense.
4. The Procuring Entity will timely provide, at no cost to the Consultants, the inputs, relevant project data, and reports required for the preparation of the Consultant's Proposal as speciﬁed in the Data Sheet.

1. Conﬂict of Interest

1. The Consultant is required to provide professional, objective, and impartial advice, always holding the Procuring Entity's interest's paramount, strictly avoiding conﬂicts with other assignments or its own corporate interests and acting without any consideration for future work.
2. The Consultant has an obligation to disclose to the Procuring Entity any situation of actual or potential conﬂict that impacts its capacity to serve the best interest of the Procuring Entity. Failure to disclose such situations may lead to the disqualiﬁcation of the Consultant or the termination of its Contract.
3. Without limitation on the generality of the foregoing, and unless stated otherwise in the Data Sheet, the Consultants hall not be hired under the circumstances set forth below:
  1. Conﬂicting Activities

Conﬂict between consulting activities and procurement of goods, works or non-consulting services: a ﬁrm that has been engaged by the Procuring Entity to provide goods, works, or non-consulting services for a project, or any of its Afﬁliates, shall be disqualiﬁed from providing consulting services resulting from or directly related to those goods, works, or non-consulting services. Conversely, a ﬁrm hired to provide consulting services for the preparation or implementation of a project, or any of its Afﬁliates, shall be disqualiﬁed from subsequently providing goods or works or non-consulting services resulting from or directly related to the consulting services for such preparation or implementation.

1. 1. Conﬂicting Assignments

Conﬂict among consulting assignments: A Consultant (including its Experts and Sub-consultants) or any of its Afﬁliates shall not be hired for any assignment that, by its nature, may conﬂict with another assignment of the Consultant for the same or for another Procuring Entity.

(iii) Conﬂicting Relationships

Relationship with the Procuring Entity's staff: a Consultant (including its Experts and Sub-consultants) that has a close business or personal relationship with senior management or professional staff of the Procuring Entity who has the ability to inﬂuence the bidding process and: (i) are directly or indirectly involved in the preparation of the Terms of Reference for the assignment,(ii) the selection process for the Contract, or (iii) the supervision of the Contract, may not be awarded a Contract, unless the conﬂict stemming from such relationship has been resolved in a manner that determines there is no conﬂict to affect this selection process.

iv) Others

Any other types of conﬂicting relationships as indicated in the Data Sheet.

1. Unfair Competitive Advantage

1. Fairness and transparency in the selection process require that the Consultants or their Afﬁliates competing for a speciﬁc assignment do not derive a competitive advantage from having provided consulting services related to the assignment in question. To that end, the Procuring Entity shall indicate in the Data Sheet and make available to all Consultants together with this RFP all information that would in that respect give such Consultant any unfair competitive advantage over competing Consultants.

1. Corrupt and Fraudulent Practices

1. Consultant ﬁrms or any of its members shall not be involved in corrupt, coercive, obstructive, collusive or fraudulent practice. Consultant ﬁrms or any of its members that are proven to have been involved in any of these practices shall be automatically disqualiﬁed and would not be awarded a contract.

5.2 Collusive practices

1. The Procuring Entity requires compliance with the provisions of the Competition Act 2010, regarding collusive practices in contracting. Any Consultant found to have engaged in collusive conduct shall be disqualiﬁed and criminal and/or civil sanctions may be imposed. To this effect, Consultants shall be required to complete and sign the “Certiﬁcate of Independent Proposal Determination” annexed to the Proposal Form.
2. In further pursuance of this policy, Consultants shall permit and shall cause their agents (where declared or not), subcontractors, sub-consultants, service providers, suppliers, and their personnel, to permit the Government and its agencies to inspect all accounts, records and other documents relating to any short-listing process, Proposal submission, and contract performance (in the case of award), and to have them audited by auditors, investigators or compliance ofﬁcers.

1. Eligibility

1. In selection of Consultants, short-listing shall be composed of ﬁrms or individuals who belong to the same line of professional business and who are almost of the same capability.
2. Unless otherwise speciﬁed in the Data Sheet, the Procuring Entity permits Consultants including proposed experts, joint ventures and individual members from all countries and categories to offer consulting services. The maximum number of members so far JV shall be speciﬁed in the TDS.
3. The Competition Act of Kenya requires that ﬁrms wishing to tender as Joint Venture undertakings which may prevent, distort or lessen competition in provision of services are prohibited unless they are exempt in accordance with the provisions of Section 25 of the Competition Act, 2010. JVs will be required to seek for exemption from the Competition Authority. Exemption shall not be a condition for submission of proposals, but it shall be a condition of contract award and signature. AJV tenderer shall be given opportunity to seek such exemption as a condition of award and signature of contract. Application for exemption from the Competition Authority of Kenya may be accessed from the websitewww.cak.go.ke
4. Public Ofﬁcers of the Procuring Entity, their Spouses, Child, Parent, Brothers or Sister. Child, Parent, Brother or Sister of a Spouse, their business associates or agents and ﬁrms/organizations in which they have a substantial or controlling interest shall not be eligible to tender or be awarded a contract. Public Ofﬁcers are also not allowed to participate in any procurement proceedings.
5. It is the Consultant's responsibility to ensure that it’s Experts, joint venture members, Sub-consultants, agents (declared or not), sub-contractors, service providers, suppliers and/or their employees meet the eligibility requirements.
6. As an exception to the foregoing ITC 6.1 and 6.2 above:
  1. Sanctions-A ﬁrm or an individual that has been debarred from participating in public procurement shall be ineligible to be awarded a contract, or to beneﬁt from the contract, ﬁnancially or otherwise, during the debarment period. The list of debarred ﬁrms and individuals is available from the website of PPRA www.ppra.go.ke.
  2. Prohibitions-Firms and individuals of a country or goods in a country maybe ineligible if:
    1. As a matter of law or ofﬁcial regulations, Kenya prohibits commercial relations with that country; or
    2. By an act of compliance with a decision of the United Nations Security Council taken under Chapter VII of the Charter of the United Nations, Kenya prohibits any import of goods or services from that country or any payments to any country, person, or entity in that country.
  3. Restrictions for Government-ownedEnterprises-Government-ownedenterprisesorinstitutionsinKenya shall be eligible only if they can establish that they
    1. Are legally and ﬁnancially autonomous,
    2. Operate under commercial law, and
    3. That they are not dependent agencies of the Procuring Entity.
  4. Restrictions for public employees - Government ofﬁcials and civil servants and employees of public institutions shall not be hired for consulting contracts.
7. Margin of Preference and Reservations-no margin of preference shall be allowed in the selection of consultants. Reservations may however be allowed to a speciﬁc group of businesses (these groups are Small and Medium Enterprises, Women Enterprises, Youth Enterprises and Enterprises of persons living with disability, as the case may be), and who are appropriately registered as such by the authority to be speciﬁed in the Data Sheets. A procuring entity shall ensure that the invitation to submit proposals speciﬁcally includes only businesses or ﬁrms belonging to one group.

Preparation of Proposals

General Considerations
1. In preparing the Proposal, the Consultant is expected to examine the RFP in detail. Material deﬁciencies in providing the information requested in the RFP may result in rejection of the Proposal.

Cost of Preparation of Proposal
1. The Consultant shall bear all costs associated with the preparation and submission of its Proposal, and the Procuring Entity shall not be responsible or liable for those costs, regardless of the conduct or outcome of the selection process. The Procuring Entity is not bound to accept any proposal and reserves the right to annul the selection process at any time prior to Contract award, without there by incurring any liability to the Consultant.

Language
1. The Proposal, as well as all correspondence and documents relating to the Proposal exchanged between the Consultant and the Procuring Entity shall be written in the English language.

Documents Comprising the Proposal
1. The Proposal shall comprise the documents and forms listed in the Data Sheet.
2. The Consultant shall declare in the Financial Proposal Submission Form, that in competing for and executing a contract, it shall undertake to observe the laws of Kenya against fraud and corruption including bribery, as well as against anti-competitive practices including bid rigging.
3. The Consultant shall furnish information on commissions, gratuities and fees, if any, paid or to be paid to agents or any other party relating to this Proposal and, if awarded, Contract execution, as requested in the Financial Proposal Submission Form.

Only One Proposal
1. The Consultant (including the individual members of any Joint Venture) shall submit only one Proposal, either in its own name or as part of a Joint Venture in another Proposal. If a Consultant, including any Joint Venture member, submits s or participates in more than one proposal, all such proposals shall be disqualiﬁed and rejected. This does not, however, preclude Sub-consultant, or the Consultant's staff from participating as Key Experts and Non-Key Experts in more than one Proposal when circumstances justify and if stated in the Data Sheet.
2. Members of a joint venture may not also make an individual Proposal, be a subcontractor in a separate proposal or be part of another joint venture for the purposes of the same Contract.
3. Should a Joint Venture subsequently win the Contract, it shall consider whether an application for exemption from the Competition Authority of Kenya is merited pursuant to Section 25 of the Competition Act 2010.

Proposal Validity

a. Proposal Validity Period

1. The Data Sheet indicates the period during which the Consultant's Proposal must remain valid after the Proposal submission deadline.
2. During this period, the Consultant shall maintain its original Proposal without any change, including the availability of the Key Experts, the proposed rates and the total price.
3. If it is established that any Key Expert nominated in the Consultant's Proposal was not available at the time of Proposal submission or was included in the Proposal without his/her conﬁrmation, such Proposal shall be disqualiﬁed and rejected for further evaluation and may be subject to sanctions in accordance with IT C5.

b. Extension of Validity Period

1. The Procuring Entity will make its best effort to complete the negotiations within the proposal's validity period. However, should the need arise, the Procuring Entity may request, in writing, all Consultants who submitted Proposals prior to the submission deadline to extend the Proposals' validity.
2. If the Consultant agrees to extend the validity of its Proposal, it shall be done without any change in the original Proposal and with the conﬁrmation of the availability of the Key Experts, except asprovidedinITC12.7.
3. The Consultant has the right to refuse to extend the validity of its Proposal in which case such Proposal will not be further evaluated.

b. Substitution of Key Experts at Validity Extension

1. If any of the Key Experts become unavailable for the extended validity period, the Consultant shall provide a written adequate justiﬁcation and evidence satisfactory to the Procuring Entity together with the substitution request. In such case, a replacement Key Expert shall have equal or better qualiﬁcations and experience than those of the originally proposed Key Expert. The technical evaluations core, however, will remain to be based on the evaluation of the CV of the original Key Expert.
2. If the Consultant fails to provide a substitute Key Expert with equal or better qualiﬁcations, or if the provided reasons for the replacement or justiﬁcation are unacceptable to the Procuring Entity, such Proposal will be rejected.

c. Sub-Contracting

1. The Consultant shall not subcontract the whole or part of the Services without reasonable justiﬁcation and written approval of the Procuring Entity.

Clariﬁcation and Amendment of RFP
1. The Consultant may request a clariﬁcation of any part of the RFP during the period indicated in the Data Sheet before the Proposals' submission deadline. Any request for clariﬁcation must be sent in writing, or by standard electronic means, to the Procuring Entity's address indicated in the Data Sheet. The Procuring Entity will respond in writing, or by standard electronic means, and will send written copies of the response (including an explanation of the query but without identifying its source) to all Consultants. Should the Procuring Entity deem it necessary to amend the RFP as a result of a clariﬁcation, it shall do so following the procedure described below:
2. At any time before the proposal submission deadline, the Procuring Entity may amend the RFP by issuing an amendment in writing or by standard electronic means. The amendment shall be sent to all invited Consultants and will be binding on them. The Consultants shall acknowledge receipt fall amendments in writing.
3. If the amendment is substantial, the Procuring Entity may extend the proposal submission deadline to give the Consultants reasonable time to take an amendment in to account in their Proposals.
4. The Consultant may submit a modiﬁed Proposal or a modiﬁcation to any part of it at any time prior to the proposal submission deadline. No modiﬁcations to the Technical or Financial Proposal shall be accepted after the deadline.

Preparation of Proposals–Speciﬁc Considerations
1. While preparing the Proposal, the Consultant must give particular attention to the following:
  1. If a Consultant considers that it may enhance its expertise for the assignment by associating with other consultants in the form of a Joint Venture or as Sub-consultants, it may do solon gas only one Proposal is submitted, in accordance with ITC 11. Above. A Consultant cannot associate with shortlisted Consultant(s). When associating with non-shortlisted/non-invited ﬁrms in the form of a joint venture or a sub-consultancy, the shortlisted/invited Consultant shall be a lead member. If shortlisted/invited Consultant associates with each other, any of them can be a lead member.
  2. The Procuring Entity may indicate in the Data Sheet the estimated amount or Key Experts' time input (expressed in person-month), or the Procuring Entity's estimated total cost of the assignment, but not both. This estimate is indicative and the Proposal shall be based on the Consultant's own estimates for the same. This clause shall not apply when using Fixed Budget selection method.
  3. For assignments under the Fixed-Budget selection method, the estimated Key Experts' time input shall not be disclosed. Total available budget, with an indication whether it is inclusive or exclusive of taxes, is given in the Data Sheet, and the Financial Proposal shall not exceed this budget.

d) Key Experts shall not appear in more than one proposal unless so allowed in the Data Sheet. Invited ﬁrms must conﬁrm and ensure their Key experts do not appear in proposal of other invited ﬁrms, otherwise proposals with Key experts appearing in other proposals will be rejected.

Technical Proposal Format and Content
1. The Technical Proposal shall be prepared using the Standard Forms provided in Section 3 of the RFP and shall comprise the documents listed in the Data Sheet under ITC 10.1. The Technical Proposal shall not include any ﬁnancial information. A Technical Proposal containing material ﬁnancial information shall be declared non- responsive.
2. Consultant shall not propose alternative Key Experts. Only one CV shall be submitted for each Key Expert position. Failure to comply with this requirement will make the Proposal non-responsive.

Financial Proposal
1. The Financial Proposal shall be prepared using the Standard Forms provided in Section 4 of the RFP. It shall list all costs associated with the assignment, including (a) remuneration for Key Experts and Non-Key Experts, (b) reimbursable expenses indicated in the Data Sheet. Irrespective of the consultant selection method, any Consultant that does not submit itemized and priced ﬁnancial proposal, or merely refers the Procuring Entity to other legal instruments for the applicable minimum remuneration fees shall be considered non-responsive.

Price Adjustment
1. For assignments with a duration exceeding 18 months, a price adjustment provision for foreign and/or local inﬂation for remuneration rates apply if so, stated in the Data Sheet.

b. Taxes

1. The Consultant and its Sub-consultants and Experts are responsible for meeting all tax liabilities arising out of the Contract unless stated otherwise in the Data Sheet. Information on taxes in Kenya is provided in the Data Sheet.

c. Currency of Proposal

1. The Consultant may express the price for its Services in the currency or currencies as stated in the Data Sheet. If indicated in the Data Sheet, the portion of the price representing local cost shall be stated in Kenya Shillings.

d. Currency of Payment

1. Payment under the Contract shall be made in the currency or currencies in which the payment is requested in the Proposal.

C. SUBMISSION, OPENING AND EVALUATION

Submission, Sealing, and Marking of Proposals
1. The Consultant shall submit a signed and complete Proposal comprising the documents and forms in accordance with ITC 10 (Documents Comprising Proposal). Consultants shall mark as “CONFIDENTIAL” information in their Proposals which is conﬁdential to their business. This may include proprietary information, trade secrets or commercial or ﬁnancially sensitive information. The submission can be done by mail or by hand. If speciﬁed in the Data Sheet, the Consultant has the option of submitting its Proposals electronically.
2. An authorized representative of the Consultant shall sign the original submission letters in the required format for both the Technical Proposal and the Financial Proposals and shall initial all pages of both. The authorization shall be in the form of a written power of attorney attached to the Technical Proposal.
3. A Proposal submitted by a Joint Venture shall be signed by all members so as to be legally binding on all members, or by an authorized representative who has a written power of attorney signed by each member's authorized representative.
4. Any modiﬁcations, revisions, interlineations, erasures, or overwriting shall be valid only if they are signed or initialed by the person signing the Proposal.
5. The signed Proposal shall be marked “ORIGINAL”, and its copies marked “COPY” as appropriate. The number of copies is indicated in the Data Sheet. All copies shall be made from the signed original. If there are discrepancies between the original and the copies, the original shall prevail.

Sealing and Marking of Proposals
1. The ﬁrm shall deliver the Proposals in a single sealed envelope, or in a single sealed package, or in a single sealed container bearing the name and Reference number of the assignment, addressed to the Procuring Entity and a warning “DO NOT OPEN BEFORE 5th April 2023, 12.00 noon (The time and date for proposal opening date”. Within the single envelope, package or container, the Firm shall place the following separate, sealed envelopes:
2. In the single sealed envelope, or in a single sealed package, or in a single sealed container the following documents shall be closed and shall be addressed as follows:

in an envelope or package or container marked “ORIGINAL”, all documents comprising the Technical Proposal, as described in ITC11;

in an envelope or package or container marked “COPIES”, all required copies of the Technical Proposal;

in an envelope or package or container marked “ORIGINAL”, all required copies of the Financial Proposal; and
1. The inner envelopes or packages or containers shall:

Bear the name and address of the Procuring Entity.

Bear the name and address of the Firm; and

Bear the name and Reference number of the Assignment.
1. If an envelope or package or container is not sealed and marked as required, the Procuring Entity will assume no responsibility for the misplacement or premature opening of the proposal. Proposals that are misplaced or opened prematurely will not be accepted.
2. The Proposal or its modiﬁcations must be sent to the address indicated in the Data Sheet and received by the Procuring Entity no later than the deadline indicated in the Data Sheet, or any extension to this deadline. Any Proposal or its modiﬁcation received by the Procuring Entity after the deadline shall be declared late and rejected, and promptly returned unopened.

Conﬁdentiality/Canvassing
1. From the time the Proposals are opened to the time the Contract is awarded, the Consultant should not contact the Procuring Entity on any matter related to its Technical and/or Financial Proposal. Information relating to the evaluation of Proposals and award recommendations shall not be disclosed to the Consultants who submitted the Proposals or to any other party not ofﬁcially concerned with the process, until the publication of the Contract award information.
2. Any attempt by Consultants or any one on behalf of the Consultant to inﬂuence improperly the Procuring Entity in the evaluation of the Proposals or Contract award decisions may result in the rejection of its Proposal and may be subject to the application of prevailing PPRA's debarment procedures.
3. Notwithstanding the above provisions, from the time of the Proposals' opening to the time of Contract award publication, if a Consultant wishes to contact the Procuring Entity on any matter related to the selection process, it should do so only in writing.

Opening of Technical Proposals
1. The Procuring Entity's opening committee shall conduct the opening of the Technical Proposals in the presence of the Consultants' authorized representatives who choose to attend (in person, or online if this option is offered in the Data Sheet). The opening date, time and the address are stated in the Data Sheet. The envelopes with the Financial Proposal shall remain sealed and shall be securely stored by the Procuring Entity or with a reputable public auditor or independent authority until they are opened in accordance with ITC 22.
2. At the opening of the Technical Proposals the following shall be read out: (i) the name and the country of the Consultant or, in case of a Joint Venture, the name of the Joint Venture, the name of the lead member and the names and the countries of all members; (ii) the presence or absence of a duly sealed envelope with the Financial Proposal; (iii) any modiﬁcations to the Proposal submitted prior to proposal submission deadline; and (iv) any other information deemed appropriate or as indicated in the Data Sheet.

Proposals Evaluation
1. Subject to provision of ITC 15.1, the valuators of the Technical Proposals shall have no access to the Financial Proposals until the technical evaluation is concluded and after the Procuring Entity notiﬁes all the Consultants in accordance with ITC 22.1.
2. The Consultant is not permitted to alter or modify its Proposal in anyway after the proposal submission deadline except as permitted under ITC12.7. While evaluating the Proposals, the Evaluation Committee will conduct the evaluation solely on the basis of the submitted Technical and Financial Proposals.

Evaluation of Technical Proposals
1. The Procuring Entity's evaluation committee shall evaluate the Technical Proposals that have passed the eligibility and mandatory criteria, on the basis of their responsiveness to the Terms of Reference and the RFP. The eligibility and mandatory criteria shall include the following and any other that may include in the Data sheet.

Firm has submitted the required number of copies of the Technical Proposals.

Firm has submitted a sealed ﬁnancial proposal.

The Proposal is valid for the required number of days.

The Technical Proposal is signed by the person with power of attorney, without material deviation, reservation, or omission.

The Technical Proposal is complete with all the forms and required documentary evidence submitted.

A valid tax compliance certiﬁcate or tax exemption certiﬁcate issued by the Kenya Revenue Authority in accordance with ITT 3.14 for Kenyan ﬁrms.

Key Experts are from eligible countries.

Key Experts do not appear in more than one proposal, if so required.

A short-listed ﬁrm has not participated in more than one proposal, if so required.

The Consultant is not insolvent, in receivership, bankrupt or in the process of being wound up.

The Consultant, its sub-consultants and experts have not engaged in or been convicted of corrupt or fraudulent practices.

The Consultant is neither precluded from entering into a Contract nor debarred by PPRA.

The ﬁrm has not proposed employing public ofﬁcials, civil servants and employees of public institutions.

The Consultant, its sub-consultants and experts have no conﬂicts of interest.
1. Each responsive Proposal will be given a technical score. A Proposal shall be rejected at this stage if it does not respond to important aspects of the RFP or if it fails to achieve the minimum technical score indicated in the Data Sheet.

Public Opening of Financial Proposals
1. Unsuccessful Proposals

After the technical evaluation is completed, the Procuring Entity shall notify those Consultants whose Proposals were considered non-responsive to the RFP and TOR or did not meet the minimum qualifying technical score, advising them the following: (i) their Proposal was not responsive to the RFP and TOR or did not meet the minimum qualifying technical score;(ii)provide information relating to the Consultant's overall technical score, as well as scores obtained for each criterion and sub-criterion; (iii) their Financial Proposals will be returned unopened after completing the selection process and Contract signing; and (iv ) notify them of the date, time and location of the public opening of the Financial Proposals and invite them to attend.

1. Financial Proposals for QBS, CQS and SSS

Following the ranking of the Technical Proposals, when the selection is based on QBS or CQS, the top-ranked Consultant is invited to negotiate the Contract. Only the Financial Proposal of the technically top-ranked Consultant is opened by the opening committee. All other Financial Proposals shall be returned unopened after the Contract negotiations are successfully concluded and the Contract is signed with the successful Consultant.

When the selection is based on the SSS method and if the invited Consultant meets the minimum technical score required passing, the ﬁnancial proposal shall be opened and the Consultant invited to negotiate the contract.

1. Financial Proposals for QCBS, FBS, LCS

Following the ranking of the Technical Proposals, and after internal approvals, the Procuring Entity shall simultaneously notify in writing those Consultants whose Proposals were considered responsive to the RFP and TOR, and that have achieved the minimum qualifying technical score, advising them the following: (i) their Proposal was responsive to the RFP and TOR and met the minimum qualifying technical score; (ii) provide information relating to the Consultant's overall technical score, as well as scores obtained for each criterion and sub-criterion;(iii) their Financial Proposal will be opened at the public opening of Financial Proposals; and (iv) notify them of the date, time and location of the public opening and invite them for the opening of the Financial Proposals.

1. Opening of Financial Proposals

The opening date should allow the Consultants sufﬁcient time to decide for attending the opening and shall be no less than ﬁve (5) Business Days from the date of notiﬁcation of the result s of the technical evaluation, described in ITC 22.1 and 22.2.

The Consultant's attendance at the opening of the Financial Proposals (in person, or online if such option is indicated in the Data Sheet) is optional and is at the Consultant's choice.

The Financial Proposals shall be opened publicly by the Procuring Entity's opening committee in the presence of the representatives of the Consultants and anyone else who chooses to attend. Any interested party who wishes to attend this public opening should contact the Procuring Entity as indicated in the Data Sheet. At the opening, the names of the Consultants, and the overall technical scores, including the break-down by criterion, shall be read aloud. The Financial Proposals will then be inspected to conﬁrm that they have remained sealed and unopened. These Financial Proposals shall be then opened, and the total prices read aloud and recorded. Copies of the record shall be sent to all Consultants who submitted Proposals.

Correction of Errors
1. Activities and items described in the Technical Proposal but not priced in the Financial Proposal, shall be assumed to be included in the prices of other activities or items, and no corrections are made to the Financial Proposal.
2. Time-Based Contracts-If a Time-Based contract form is included in the RFP, in case of discrepancy between (i) a partial amount(sub-total) and the total amount, or (ii)between the amount derived by multiplication of unit price with quantity and the total price, or (iii) between ﬁgures and words, the later will prevail. In case of discrepancy between the Technical and Financial Proposals in indicating quantities of input, the Technical Proposal prevails and the Procuring Entity's evaluation committee shall correct the quantiﬁcation indicated in the Financial Proposal so as to make it consistent with that indicated in the Technical Proposal, apply the relevant unit price included in the Financial Proposal to the corrected quantity, and correct the total Proposal cost.
3. Lump-Sum Contracts - If a Lump-Sum contract form is included in the RFP, the Consultant is deemed to have included all prices in the Financial Proposal, so neither arithmetical correction nor price adjustments shall be made. The total price, net of taxes understood as per ITC 24 below, speciﬁed in the Financial Proposal (Form FIN-1) shall be considered as the offered price.

Taxes
1. Subject to ITC 24.2, all taxes are deemed to be included in the Consultant's financial proposal as separate items, and, therefore, considered in the evaluation.
2. All local identiﬁable taxes levied on the contract in voices (such as sales tax, VAT, excise tax, or any similar taxes or levies) and in come and withholding tax payable to Kenya on the remuneration of non-resident Experts for the services rendered in Kenya are dealt with in accordance with the instructions in the Data Sheet.

Conversion to Single Currency
1. For the evaluation purposes, prices shall be converted to a single currency using the selling rates of exchange, source and date indicated in the Data Sheet.

Abnormally Low Prices
1. An Abnormally Low Price is one where the ﬁnancial price, in combination with other constituent elements of the proposal, appears unreasonably low to the extent that the price raises material concerns with the Procuring Entity as to the capability of the Consulting ﬁrm to perform the Contract for the offered price.
2. In the event of identiﬁcation of a potentially Abnormally Low Price by the evaluation committee, the Procuring Entity shall seek written clariﬁcation from the ﬁrm, including a detailed price analyses of its price in relation to the subject matter of the contract, scope, delivery schedule, allocation of risk sand responsibilities and any other requirements of the RFP document.
3. After evaluation of the price analyses, if the Procuring Entity determines that the ﬁrm has failed to demonstrate its capability to perform the contract for the offered price, the Procuring Entity shall reject the ﬁrm's proposal.

Abnormally High Prices
1. An abnormally high price is one where the proposal price, in combination with other constituent elements of the proposal, appears unreasonably too high to the extent that the Procuring Entity is concerned that it (the Procuring Entity) may not be getting value for money or it may be paying too high a price for the contract compared with market prices or that genuine competition between Consultants is compromised.
2. In case of an abnormally high tender price, the Procuring Entity shall make a survey of the market prices, check if the estimated cost of the contract is correct, and review the RFP to check if the speciﬁcations, TOR, scope of work and conditions of contract are contributory to the abnormally high proposals. The Procuring Entity may also seek written clariﬁcation from the Consultants on the reason or the high proposal price. The Procuring Entity shall proceed as follows:

If the proposal price is abnormally high based on wrong estimated cost of the contract, the Procuring Entity may accept or not accept the proposal depending on the Procuring Entity's budget considerations.

If speciﬁcations, TOR, scope of work and/or conditions of contract are contributory to the abnormally high proposal prices, the Procuring Entity shall reject all proposals and may re-invite for proposals for the contract based on revised estimates, speciﬁcations, TOR, scope of work and conditions of contract.
1. If the Procuring Entity determines that the Proposal Price is abnormally too high because genuine competition between Consultants is compromised (often due to collusion, corruption or other manipulations), the Procuring Entity shall reject all Proposals and shall institute or cause competent Government Agencies to institute an investigation on the cause of the compromise, before re-inviting for proposals.

Combined Quality and Cost Evaluation

a. Quality and Cost Based Selection (QCBS) Method

1. In the case of Quality and Cost Based Selection (QCBS), the total score is calculated by weighting the technical and ﬁnancial scores and adding them as per the formula and instructions in the Data Sheet. The Consultant that achieves the highest combined technical and ﬁnancial score will be notiﬁed and invited for negotiations.

b. Fixed Budget Selection (FBS) Method

1. In the case of FBS, those Proposals that exceed the budget indicated in ITC 14.1.4 of the Data Sheet shall be rejected. The Procuring Entity's evaluation committee will select the Consultant with the highest-ranked Technical Proposal that does not exceed the budget indicated in the RFP, notify and invite such Consultant to negotiate the Contract.

c. Least Cost Selection (LCS) Method

1. In the case of Least-Cost Selection (LCS), the Procuring Entity's evaluation committee will select the Consultant whose Proposal is the lowest evaluated total price among those Proposals that achieve the minimum technical score required to pass, notify the Consultant and invite the Consultant to negotiate the Contract.

d. Combined Technical and Evaluation Report

1. The evaluation committee shall prepare a combined technical and ﬁnancial evaluation report, with speciﬁc recommendations for award or otherwise and subject to the required approvals within the Procuring Entity prior to notiﬁcations and invitation of Consultant for negotiations.

Notiﬁcation of Intention to enter into a Contract/Notiﬁcation of Award
1. The Procuring Entity shall send to each Consultant (that has not already been notiﬁed that it has been unsuccessful) the Notiﬁcation of Intention to Award the Contract to the successful Consultant. The Notiﬁcation of Intention to enter into a Contract / Notiﬁcation of Award shall contain, at a minimum, the following information:

The name and address of the Consultant with whom the Procuring Entity successfully negotiated a contract;

the contract price of the successful Proposal;

a statement of the reasons why the recipient's Proposal was unsuccessful

the expiry date of the Standstill Period, and

instructions on how to request a debrieﬁng and/or submit a complaint during the standstill period;

Standstill Period
1. The Standstill Period shall be the number of days stated in the Data Sheet. The Standstill Period commences the day after the date the Procuring Entity has transmitted to each Consultant (that has not already been notiﬁed that it has been unsuccessful) the Notiﬁcation of Intention to Award the Contract. The Contract shall not be signed earlier than the expiry of the Standstill Period. This period shall be allowed for aggrieved Consultants to lodge an appeal. The procedure for appeal and the authority to determine the appeal or complaint is as indicated in the Data Sheet.

D. NEGOTIATIONS AND AWARD

Negotiations
1. The negotiations will be held at the date and address indicated in the Data Sheet with the Consultant's representative(s) who must have written power of attorney to negotiate and sign a Contract on behalf of the Consultant.
2. The evaluation committee shall prepare minutes of negotiations that are signed by the Accounting Ofﬁcer and the Consultant's authorized representative.
3. Availability of Key Experts

The invited Consultant shall conﬁrm theavailabilityofallKeyExpertsincludedintheProposalasapre-requisite to the negotiations, or, if applicable, a replacement in accordance with ITC 12. Failure to conﬁrm the Key Experts' availability may result in the rejection of the Consultant's Proposal and the Procuring Entity proceeding to negotiate the Contract with the next-ranked Consultant.

1. Notwithstanding the above, the substitution Key Experts at the negotiations may be considered if due solely to circumstances outside the reasonable control of and not foreseeable by the Consultant, including but not limited to death or medical in capacity. In such case, the Consultant shall offer a substitute Key Expert within the period of time speciﬁed in the letter of invitation to negotiate the Contract, who shall have equivalent or better qualiﬁcations and experience than the original candidate.
2. Technical negotiations

The technical negotiations include discussions of the Terms of Reference (TORs), the proposed methodology, the Procuring Entity's inputs, the special conditions of the Contract, and ﬁnalizing the “Description of Services” part of the Contract. These discussions shall not substantially alter the original scope of services under the TOR or the terms of the contract, lest the quality of the ﬁnal product, its price, or the relevance of the initial evaluation be affected.

32.6 Financial negotiations

The ﬁnancial negotiations include the clariﬁcation of the Consultant's tax liability in Kenya and how it should be reﬂected in the Contract. All applicable taxes shall be itemized separately and included in the contract price.

1. If the selection method included cost as a factor in the evaluation (that is QCBS, FBS, LCS), the unit rates and the total price stated in the Financial Proposal for a Lump-Sum contract shall not be negotiated.
2. Where QBS or CQS methods was used for a Lump-sum Contract as indicated in the RFP, the unit rates negotiations shall not take place, except when the offered Key Experts and Non-Key Experts' remuneration rates aremuchhigherthanthetypicallychargedratesbyconsultantsinsimilarcontractsortheprofessionalpractice. In such case, the Procuring Entity may ask for clariﬁcations and, if the fees are very high, ask to change the rates. The format for (i) providing information on remuneration rates in the case of QB Sand CQS; and (ii) clarifying remuneration rates' structure under this Clause, is provided in Appendix A to the Financial Form FIN-3: Financial Negotiations – Breakdown of Remuneration Rates. If after the clariﬁcations, the price is still considered too high, the Procuring Entity may terminate the negotiation and invite the next ranked Consultant to open its ﬁnancial proposal and negotiate the contract.
3. In the case of a Time- Based contract, negotiation of unit rates shall not take place, except when the offered Key Experts and Non-Key Experts' remuneration rates are much higher than the typically charged rates by consultants in similar contracts. In such case, the Procuring Entity may ask for clariﬁcations and, if the fees are very high, ask to change the rates. The format for (i) providing information on remuneration rates in the case of QBS and CQS; and (ii) clarifying remuneration rates 'structure under this Clause, is provided in Appendix A to the Financial Form FIN-3: Financial Negotiations-Breakdown of Remuneration Rates. If after the clariﬁcations, the price is still considered too high, the Procuring Entity may terminate the negotiation and invite the next ranked Consultant for negotiations.
4. Where SSS method was used as indicated in the RFP, both the unit rates and total price shall be negotiated. If the negotiations fail, the Procuring Entity shall terminate the Consultant selection process. In that event, the Procuring Entity shall review the consultancy requirements and market conditions prior to deciding to use an appropriate selection method to again procure the consulting services.

Conclusion of Negotiations
1. The negotiations are concluded with a review of the ﬁnalized draft Contract, which then shall be initialed by the Accounting Ofﬁcer and the Consultant's authorized representative and minutes prepared to record the outcome of the negotiations.
2. If the negotiations fail, the Procuring Entity shall inform the Consultant in writing of all pending issues and disagreements and provide a ﬁnal opportunity to the Consultant to respond. If disagreement persists, the Procuring Entity shall terminate the negotiations informing the Consultant of the reasons for doing so. The Procuring Entity will invite the next-ranked Consultant to negotiate a Contract. Once the Procuring Entity commences negotiations with the next-ranked Consultant, the Procuring Entity shall not reopen the earlier negotiations.

Letter of Award
1. Upon expiry of the Standstill Period, speciﬁed in ITC 28.1, after satisfactorily addressing any appeal that has been ﬁled within the Standstill Period, and upon successful negotiations, the Procuring Entity shall send a Letter of Award to the successful Consultant. The letter shall conﬁrm the Procuring Entity's award of Contract to the successful Consultant and requesting the Consultant to sign and return the draft negotiated Contract within Twenty-One (21) Days from the date of the Letter of Award.

Signing of Contract
1. The Contract shall be signed prior to the expiration of the Proposal Validity Period and promptly after expiry of the Standstill Period, speciﬁed in ITC 28.1 and upon satisfactorily addressing any complaint that has been ﬁled within the Standstill Period.
2. The Consultant is expected to commence the assignment on the date and at the location speciﬁed in the Data Sheet.

Publication of Procurement Contract
1. Within the period speciﬁed in the Data Sheet, the Procuring Entity shall publish the awarded Contract which shall contain, at a minimum, the following information: (a) name and address of the Procuring Entity; (b) name and reference number of the contract being awarded, (c) the selection method used; (d) names of the consultants that submitted proposals; (e) names of all Consultants whose Proposals were rejected or were not evaluated; (f) the name of the successful consultant, the ﬁnal total contract price, the contract duration and a summary of its scope.
2. Consider carefully the information on Consultants to be published, particularly evaluation by the Procuring Entity, to avoid disclosing information which can facilitate bid-rigging formation going forward. Suggest amendment as follows:
3. The awarded Contract shall be published on the Procuring Entity's website with free access if available and in the ofﬁcial procurement tender portal.

Procurement Related Complaint and Administrative Review
1. The procedures for making Procurement-related Complaints shall be speciﬁed in the TDS.
2. A request for administrative review shall be made in the form provided under contract forms.

SECTION 2 (B). DATA SHEET

Reference to ITC Clause

PARTICULARS OF APPENDIX TO INSTRUCTIONS TO TENDERS

A. General Provisions

1(j)

Electronic procurement system shall be used: No

2.1

Name of the Procuring Entity: __Kenya Red Cross Society (KRCS)

The consultant selection method is:

Quality and Cost Based Selection Method (QCBS) [ X]

2.2

Financial Proposal to be submitted together with Technical Proposal in separate envelopes: Yes

The name of the assignment is: REQUEST FOR PROPOSALS HYDROGEOLOGICAL SURVEY AND DRILLING SUPERVISION FOR GAFARSA COMMUNITY BOREHOLE

2.3

A pre-proposal conference will be held: No

2.4

The Procuring Entity will provide the following inputs, project data, reports, etc. to facilitate the preparation of the Proposals: ___As per the Terms of Reference

3.3 (iv)

[Insert any other conflicting relationships] __Not Applicable

4.1

[If “Unfair Competitive Advantage” applies to the selection, explain how it is mitigated, including listing the reports, information, documents, etc. and indicating the sources where these can be downloaded or obtained by the Consultants] __Not Applicable

6.2

Maximum number of members in the Joint Venture (JV) shall be: __Not Applicable

6.6 (a)

The list of debarred firms and individuals is available at the PPRA’s website www.ppra.go.ke or email complaints@ppra.go.ke

6.7

The business will be registered with _Not Applicable

B. Preparation of Proposals

10.1

The Proposal shall comprise the following:

1st Inner Envelope with the Technical Proposal:

Power of Attorney to sign the Proposal

TECH-1: Technical Proposal Submission Form

TECH-2: Consultant’s Organization and Experience

TECH-3: Comments and Suggestions

TECH-4: Description of Approach, Methodology and Work plan

TECH-5: Work Schedule and Planning for Deliverables

TECH-6: Team Composition, Assignment, and Key Experts’ Input

TECH-7: Mandatory Documentary Evidence

AND

2nd Inner Envelope with the Financial Proposal:

(1) FIN-1: Financial Proposal Submission Form

(2) FIN-2: Summary of Costs

(3) FIN-3: Breakdown of Remuneration

(4) FIN-4: Breakdown of Reimbursable Expenses

11.1

Participation of Sub-consultants, and Key Experts in more than one Proposal is permissible: No____

12.1

Proposals must remain valid for 90 days after the proposal submission deadline.

13.1

Clarifications may be requested no later than three (5) days prior to the submission deadline.

The contact information for requesting clarifications is:

E-mail: tenders@redcross.or.ke.

14 (b)

(do not use for Fixed Budget method)

[If not used, state “Not applicable”. If used, insert the following:

Estimated input of Key Experts’ time-input: __________person-months.

[OR]

Estimated total cost of the assignment: _____________

[Indicate only either time input (in person-month) or total cost, but not both!]-

NOT APPLICABLE

14 (c) and 26.2

[use for Fixed Budget method]

NOT APPLICABLE

14 (d)

Key Experts shall not appear in more than one proposal: YES

16.1(b)

[A sample list or reimbursable expenses is provided below for guidance. Items that are not applicable should be deleted, others may be added. If the Procuring Entity wants to set up maximum ceilings for unit rates of certain type of expenses, such ceilings should be indicated in the FIN forms]. The Financial Proposal will include (but not limited to) the following reimbursable expenses: As per the Terms of Reference

16.2

A price adjustment provision applies to remuneration rates: No

16.3

“Information on the Consultant’s tax obligations in the Procuring Entity’s country can be found on the Kenya Revenue Authority website: www.kra.go.ke

16.4

The Financial Proposal shall be stated in the following currencies:

Consultant may express the price for their Services in any fully convertible currency, singly or in combination of up to three foreign currencies.

The Financial Proposal should state local costs in Kenya Shillings: Yes_

C. Submission, Opening and Evaluation

17.1

The Consultants shall nothave the option of submitting their Proposals electronically. (unless through a procurement system not email)

17.5

The Consultant must submit:

(a) Technical Proposal: one (1) original and one (1) copy;

(b) Financial Proposal: one (1) original

18.5

The Proposals must be submitted no later than:

Date/Time: 30th August, 2023 at 11.00 a.m.

The Proposal submission address is:

Secretary General

Kenya Red Cross Society,

South C, Red cross Road, Off Popo Road

P.O Box 40712-00100

Nairobi

20.1

An online option of the opening of the Technical Proposals is offered: No

20.2

In addition, the following information will be read aloud at the opening of the Technical Proposals ________ [insert “Not Applicable” or state what additional information will be read out and recorded in the opening minutes]- Not Applicable*”*

22.1

Other eligibility and mandatory criteria shall be:

Preliminary Evaluation Criteria: Mandatory Requirements

Valid Tax Compliance Certificate from KRA.

Copy of VAT/PIN certificate from KRA

Registration Certificate/Certificate of Incorporation

Latest CR12 (Last six months)

Business permit for county where the firm/consultant is operating

Registration certificate with the ministry of water, sanitation and irrigation

3 years certified audited financial reports (2019, 2020, 2021, 2022 if available) or 1-year bank statement.

Submission of 1 original & 1 copy of tender document properly PAGINATED in the correct sequence and all pages MUST BE INITIALIZED

Firm has submitted a sealed financial proposal

Dully filled and signed Self Declaration That the Person/Tenderer Is Not Debarred in The Matter of the Public Procurement and Asset Disposal Act 2015.

Dully filled and signed Self Declaration That the Person/Tenderer Will Not Engage in Any Corrupt or Fraudulent Practice

Dully filled and signed Declaration and Commitment to the Code of Ethics

Duly signed child protection policy

Only ﬁrms that are Responsive in all aspects are considered for evaluation of Technical Proposals.

22.2

The Criteria, sub-criteria, and point system for the evaluation of the Technical Proposals

Technical evaluations

Category

Description

Maximum score

Technical staff team composition

Team leader- Hydrogeologist

Degree in Civil, water or Environmental engineering/science, natural resources or any other related (5 Marks)

Minimum of 7 years’ experience in borehole investigations and drilling supervision (5 marks)

Registration with Hydrogeologist registration board with a valid practicing license (5 Marks)

Assistant Hydrogeologist

A Higher diploma in Civil/Water/ engineering or any other relevant field from a recognized institution (5 Marks)

Minimum of 3 years’ experience in borehole investigation and water supply project supervision (5 Marks)

Methodology and TOR understanding

Well elaborated methodology with work plan for the assignment

Elaborate Technical approach and Methodology (20 marks)

Detailed Work plan 10 marks

Organization and staffing ( 10 marks)

Past work done

Experience of the firm in undertaking similar assignments matching award letters, LSOs, agreements and recommendation letters;

TOTAL

The minimum technical score (St) required to pass is*:* __80%.

23.4

An online option of the opening of the Financial Proposals is offered: No__

25.2

For the evaluation, the Procuring Entity will include separate items of: (a) all local identifiable indirect taxes such as sales tax, excise tax, VAT, or similar taxes levied on the contract’s invoices; and (b) all additional local indirect tax on the remuneration of services rendered by experts.

If a Contract is awarded, at Contract negotiations, all such taxes will be discussed, finalized using the itemized list and included in the Contract amount as a separate line, also indicating which taxes shall be paid by the Consultant and which taxes are withheld and paid by the Procuring Entity on behalf of the Consultant.

26.1

The single currency for the conversion of all prices expressed in various currencies into a single one is: Kenya Shillings.

The official source of the selling exchange rate is: Central Bank of Kenya

The date of the exchange rate is: same as the that for deadline for submission of proposals.

29.1

(QCBS only)

The lowest evaluated Financial Proposal (Fm) is given the maximum financial score (Sf) of 100.

The formula for determining the financial scores (Sf) of all other Proposals is calculated as following:

Sf = 100 x Fm/ F, in which “Sf” is the financial score, “Fm” is the lowest price, and “F” the price of the proposal under consideration.

The weights given to the Technical (T) and Financial (P) Proposals are:

T = 0.8 and

P = ___0.2

Proposals are ranked according to their combined technical (St) and financial (Sf) scores using the weights (T = the weight given to the Technical Proposal; P = the weight given to the Financial Proposal; T + P = 1) as following: S = St x T% + Sf x P%.

The Standstill Period shall be: 14 days.

The procedures for making a procurement related complaint are detailed in the Public Procurement and Asset Disposal Act and Regulations. If a Consultant wishes to make a procurement related complaint or appeal, the Consultant shall submit its complaint to the Public Procurement Administrative Review Board.

D. Negotiations and Award

32.1

Expected date and address for contract negotiations:

Date: May, 2023

Address: __________________________

35.2

Expected date for the commencement of the Services:

Date: September,2023

The Proposal address

Kenya Red Cross Society,

South C, Red cross Road, Off Popo Road

P.O Box 40712-00100

Nairobi

36.1

The publication of the contract award information following the completion of the contract negotiations and contract signing will be done as following:

The publication will be done within _14 days after the contract signing.

37.1

The procedures for making a Procurement-related Complaints are detailed in the “Regulations” available from the PPRA Website www.ppra.go.ke or email complaints@ppra.go.ke.

If a Tenderer wishes to make a Procurement-related Complaint, the Tenderer should submit its complaint following these procedures, in writing (by the quickest means available, that is either by hand delivery or email to:

For the attention:

Title/position: Secretary general

Procuring Entity: Kenya Red Cross Society (KRCS)

Email address*:complain@redcross.or.ke*

In summary, a Procurement-related Complaint may challenge any of the following:

(i) the terms of the Tender Documents; and

(ii) the Procuring Entity’s decision to award the contract.

SECTION 3. TECHNICAL PROPOSAL – STANDARD FORMS

FORMTECH-1: TECHNICAL PROPOSAL SUBMISSION FORM

Location____________________________________________________ Date______________________________

To:________________________________________________________________________________________

[Name and address of Procuring Entity]

Dear Sirs:

We, the undersigned, offer to provide the consulting services for ____________________________________________________________________________________________________________________________________________________________ in accordance with your RFP dated ____________________________________ and our Proposal. We are hereby submitting our Proposal, which includes this Technical Proposal and a Financial Proposal sealed in a separate envelope.

If the Consultant is a joint venture, insert the following: We are submitting our Proposal in association/as a consortium/as a joint venture with:

Insert a list with full name and the legal address of each member, and indicate the lead member.

We have attached a copy (either letter of intent to form a joint venture” or, if a JV is already formed, of the JV agreement) signed by every participating member, which details the likely legal structure of and the conﬁrmation of joint and severable liability of the members of the said joint venture.

If the Consultant's Proposal includes Sub-consultants, insert the following:

We are submitting our Proposal with the following ﬁrms as Sub-consultants:

Insert a list with full name and address of each Sub-consultant.

We hereby declare that:

All the information and statements made in this Proposal are true and we accept that any misinterpretation or misrepresentation contained in this Proposal may lead to our disqualiﬁcation by the Procuring Entity or maybe sanctioned by the PPRA.

Our Proposal shall be valid and remain binding upon us for the period of time speciﬁed in the Data Sheet, Clause 12.1.

We have no conﬂict of interest in accordance with ITC3.

We meet the eligibility requirements as stated in ITC6, and we conﬁrm our understanding of our obligation to abide by the Government's policy in regard to corrupt, fraudulent and prohibited practices as per ITC5.

In competing for (and, if the award is made to us, in executing) the Contract, we undertake to observe the laws against fraud and corruption, including bribery, as well as laws against anti-competitive practices, including bid rigging in force in Kenya; we hereby certify that we have taken steps to ensure that no person acting for us or on our behalf engages in any type of Fraud and Corruption or anti-competitive practices.

We conﬁrm that we are not insolvent, in receivership, bankrupt or on the process of being wound up.

The Consultant shall declare in the Technical Proposal Submission Form, that in competing for and executing a contract, it shall undertake to observe the laws of Kenya against fraud and corruption including bribery, as well as against anti-competitive practices including bid-rigging.

We are not guilty of any serious violation of fair employment laws and practices. We undertake to observe the laws of Kenya against fraud and corruption including bribery, as well as against collusive and anti-competitive practices, including bid rigging. To this effect we have signed the “Certiﬁcate of Independent Proposal Determination” attached below.

We also undertake to adhere by the Code of Ethics for persons participating in Public Procurement and Asset Disposal Activities in Kenya, copy available from____________________________________________________ (specify website) during the procurement process and the execution of any resulting contract.

1. We, along with any of our sub-consultants are not subject to, and not controlled by any entity or individual that is subject to, a temporary suspension or a debarment imposed by the PPRA.

(e) Except as stated in the ITC12 and Data Sheet, we undertake to negotiate a Contract on the basis of the proposed Key Experts. We accept that the substitution of Key Experts for reasons other than those stated in ITC Clause12 andITCClause29.3 and 29.4 may lead to the termination of Contract negotiations.

Our Proposal is binding upon us and subject to any modiﬁcations resulting from the Contract negotiations.

We understand that the Procuring Entity is not bound to accept any Proposal that it receives.

We undertake, if our Proposal is accepted and the Contract is signed, to initiate the Services related to the assignment no later than the date indicated in Clause 32.2 of the Data Sheet.

Yours sincerely

Name__________________________________________________Signature ________________________

Title ___________________________________________________

Name of firm/consultant _____________________________________________________________________________

Phone Number________________________________________

Email _______________________________________________

Note: For a joint venture, either all members shall sign or only the lead member, in which case the power of attorney to sign on behalf of all members shall be attached

CERTIFICATE OF INDEPENDENT PROPOSAL DETERMINATION

I, the undersigned, in submitting the accompanying TECHNICAL PROPOSAL SUBMISSION FORM to the________________________________________________[Name of Procuring Entity]

for: _____________________________________________________________________________________________________________________________________Name and number of tender] in response to the request for tenders made by: _______________________________________________________________[Name of Tenderer] do hereby make the following statements that I certify to be true and complete in every respect:

I certify, on behalf of*____________________________________________[Name of Tenderer that*:

1. I have read and I understood the contents of this Certificate;

2. I understand that the Tender will be disqualified if this Certificate is found not to be true and complete in every respect;

I am the authorized representative of the Tenderer with authority to sign this Certificate, and to submit the Tender on behalf of the Tenderer;

For the purposes of this Certiﬁcate and the Tender, I understand that the word “competitor” shall include any individual or organization, other than the Tenderer, whether or not afﬁliated with the Tenderer, who:
- Has been requested to submit a Tender in response to this request for tenders;
- could potentially submit a tender in response to this request for tenders, based on their qualiﬁcations, abilities or experience;

The Tenderer discloses that [check one of the following, as applicable]:
- The Tenderer has arrived at the Tender independently from, and without consultation, communication, agreement or arrangement with, any competitor;
- The Tenderer has entered into consultations, communications, agreements or arrangements with one or more competitors regarding this request for tenders, and the Tenderer discloses, in the attached document(s), complete details thereof, including the names of the competitors and the nature of, and reasons for, such consultations, communications, agreements or arrangements;

In particular, without limiting the generality of paragraphs(5)(a) or (5) (b)above, there has been no consultation, communication, agreement or arrangement with any competitor regarding:
- prices;
- methods, factors or formulas used to calculate prices;
- the intention or decision to submit, or not to submit, a proposal; or
- the submission of a proposal which does not meet the speciﬁcations of the request for proposals; except as speciﬁcally disclosed pursuant to paragraph(5)(b) above;

In addition, there has been no consultation, communication, agreement or arrangement with any competitor regarding the quality, quantity, speciﬁcations or delivery particulars of the works or services to which this RFP relates, except as speciﬁcally authorized by the procuring authority or as speciﬁcally disclosed pursuant to paragraph(5)(b) above;

The terms of the RFP have not been, and will not be, knowingly disclosed by the Consultant, directly or indirectly, to any competitor, prior to the date and time of the ofﬁcial proposed opening, or of the awarding of the Contract, which ever comes ﬁrst, unless otherwise required by law or as speciﬁcally disclosed pursuant to paragraph(5)(b) above.

Name*____________________________________________Signature___________________*

Title_____________________________________________

Date ____________________________________________

APPENDIX TO FORM OF PROPOSAL ON FRAUD AND CORRUPTION CLAUSE (for information)

(Appendix shall not be modiﬁed)

Purpose

the government of Kenya's Anti-Corruption and Economic Crime laws and their sanction's policies and procedures, Public Procurement and Asset Disposal Act (no. 33 of 2015) and its Regulation, and any other Kenya's Acts or Regulations related to Fraud and Corruption, and similar offences, shall apply with respect to Public Procurement Processes and Contracts that are governed by the laws of Kenya.

Requirements

The Government of Kenya requires that all parties including Procuring Entities, Tenderers, (applicants/proposers), Consultants, Contractors and Suppliers; any Sub-contractors, Sub-consultants, Service providers or Suppliers; any Agents (whether declared or not); and any of their Personnel, involved and engaged in procurement under Kenya's Laws and Regulation, observe the highest standard of ethics during the procurement process, selection and contract execution of all contracts ,and refrain from Fraud and Corruption and fully comply with Kenya's laws and Regulations as per paragraphs 1.1 above.

Kenya's public procurement and asset disposal act (no.33 of 2015) under Section 66 describes rules to be followed and actions to be taken in dealing with Corrupt, Coercive, Obstructive, Collusive or Fraudulent practices, and Conﬂicts of Interest in procurement including consequences for offences committed. A few of the provisions noted below highlight Kenya's policy of no tolerance for such practices and behavior:

a person to whom this Act applies shall not be involved in any corrupt, coercive, obstructive, collusive or fraudulent practice; or conﬂicts of interest in any procurement or asset disposal proceeding;

A person referred to under sub section (1) who contravenes the provisions of that sub-section commits an offence;

Without limiting the generality of the subsection (1) and (2), the person shall be: -
1. disqualiﬁed from entering into a contract for a procurement or asset disposal proceeding; or
2. if a contract has already been entered into with the person, the contract shall be avoidable;

The voiding of a contract by the procuring entity under subsection (7) does not limit any legal remedy the procuring entity may have;

An employee or agent of the procuring entity or a member of the Board or committee of the procuring entity who has a conﬂict of interest with respect to a procurement—

Shall not take part in the procurement proceedings;

shall not, after a procurement contract has been entered into, take part in any decision relating to the procurement or contract; and

Shall not be a sub-contractor for the tender to whom was awarded contract, or a member of the group of tenderers to whom the contract was awarded, but the sub-contractor appointed shall meet all the requirements of this Act.

An employee, agent or member described in subsection (1) who refrains from doing anything prohibited under that subsection, but for that subsection, would have been within his or her duties shall disclose the conﬂict of interest to the procuring entity;

If a person contravenes sub section (1) with respect to a conﬂict of interest described in subsection (5)(a) and the contract is awarded to the person or his relative or to another person in whom one of them had a direct or indirect pecuniary interest, the contract shall be terminated and all costs incurred by the public entity shall be made good by the awarding ofﬁcer.

Incompliance with Kenya's laws, regulations and policies mentioned above, the Procuring Entity:
1. Deﬁnes broadly, for the purposes of the above provisions, the terms set forth below as follows:
  1. “corrupt practice” is the offering, giving, receiving, or soliciting, directly or indirectly, of anything of value to inﬂuence improperly the actions of another party;
  2. “fraudulent practice” is any act or omission, including misrepresentation, that knowingly or

recklessly misleads, or attempts to mislead, a party to obtain ﬁnancial or other beneﬁt or to avoid an obligation;

1. 1. “collusive practice “is an arrangement between two or more parties designed to achieve an improper purpose, including to inﬂuence improperly the actions of another party;
  2. “coercive practice” is impairing or harming, or threatening to impair or harm, directly or indirectly, any party or the property of the party to inﬂuence improperly the actions of a party;
  3. “obstructive practice” is:
    1. deliberately destroying, falsifying, altering, or concealing of evidence material to the investigation or making false statements to investigators in order to materially impede investigation by Public Procurement Regulatory Authority (PPRA) or any other appropriate authority appointed by Government of Kenya into allegations of a corrupt, fraudulent, coercive, or collusive practice; and/or threatening, harassing, or intimidating any party to prevent it from disclosing its knowledge of matters relevant to the investigation or from pursuing the investigation; or
    2. Acts intended to materially impede the exercise of the PPRA's or the appointed authority's inspection and audit rights provided for under paragraph 2.3e. below.
2. Deﬁnes more speciﬁcally, in accordance with the above procurement Act provisions set forth for fraudulent and collusive practices as follows:

"fraudulent practice" includes a misrepresentation of fact in order to inﬂuence a procurement or disposal processortheexerciseofacontracttothedetrimentoftheprocuringentityorthetendererorthecontractor, andincludescollusivepracticesamongsttendererspriortooraftertendersubmissiondesignedtoestablish tender prices at artiﬁcial non-competitive levels and to deprive the procuring entity of the beneﬁts of free and open competition.

1. Rejects a proposal or award1of a contract if PPRA determines that the ﬁrm or individual recommended for award, any of its personnel, or its agents, or its sub-consultants, sub-contractors, service providers, suppliers and/ or their employees, has, directly or indirectly, engaged in corrupt, fraudulent, collusive, coercive, or obstructive practices in competing for the contract in question;
2. Pursuant to the Kenya's above stated Acts and Regulations, may sanction or debar or recommend to appropriate authority (ies) for sanctioning and debarment of a ﬁrm or individual, as applicable under the Acts and Regulations;
3. Requires that a clause be included in Tender documents and Request for Proposal documents requiring (i) Tenderers (applicants/proposers),Consultants, Contractors, and Suppliers and their Sub-contractors, Sub- consultants, Service providers, Suppliers, Agents personnel, permit the PPRA or any other appropriate authority appointed by Government of Kenya to inspect2all accounts, records and other documents relating to the procurement process, selection and/or contract execution, and to have them audited by auditors appointed by the PPRA or any other appropriate authority appointed by Government of Kenya; and
4. Pursuant to Section 62 of the above Act, requires Applicants/Tenderers to submit along with their Applications/Tenders/Proposals a “Self-Declaration Form” as included in the procurement document declaring that they and all parties involved in the procurement process and contract execution have not engaged/will not engage in any corrupt or fraudulent practices.

1For the avoidance of doubt, a party's ineligibility to be awarded a contract shall include, without limitation, (i) applying for pre-qualiﬁcation, expressing interest in

A consultancy, and tendering, either directly or as a nominated sub-contractor, nominated consultant, nominated manufacturer or supplier, or nominated service provider, in respect of such contract, and(ii) entering into an addendum or amendment introducing a material modiﬁcation to any existing contract.

2 Inspections in this context usually are investigative (i.e., forensic) in nature. They involve fact-ﬁnding activities undertaken by the Investigating Authority or persons appointed by the Procuring Entity to address speciﬁc matters related to investigations/audits, such as evaluating the veracity of an allegation of possible Fraud and Corruption, through the appropriate mechanisms. Such activity includes but is not limited to: accessing and examining a ﬁrm's or individual's ﬁnancial records and information, and making copies thereof as relevant; accessing and examining any other documents, data and information (whether in hard copy or electronic format) deemed relevant for the investigation/audit, and making copies there of as relevant; interviewing staff and other relevant individuals; performing physical inspections and site visits; and obtaining third party veriﬁcation of information.

FORM TECH-2: CONSULTANT'S ORGANIZATION AND EXPERIENCE

Form TECH-2: a brief description of the Consultant's organization and an outline of the recent experience of the Consultant that is most relevant to the assignment. In the case of a joint venture, information on similar assignments shall be provided for each partner. For each assignment, the outline should indicate the names of the Consultant's Key Experts and Sub-consultants who participated, the duration of the assignment, the contract amount (total and, if it was done in a form of a joint venture or a sub-consultancy, the amount paid to the Consultant), and the Consultant's role/involvement.

A - Consultant's Organization

Provide here a brief description of the background and organization of your company, and-in case of a joint venture-of each member for this assignment.

B - Consultant's Experience

List only previous similar assignments successfully completed in the last three years.

List only those assignments for which the Consultant was legally contracted by the Procuring Entity as a company or was one of the joint venture partners. Assignments completed by the Consultant's individual experts working privately or through other consulting ﬁrms cannot be claimed as the relevant experience of the Consultant, or that of the Consultant's partners or sub-consultants, but can be claimed by the Experts themselves in their Curriculum Vitae (CV).

The Consultant shall substantiate their claimed experience by presenting copies of relevant documents such as the form of contract (not the whole contract), purchase order, service order, performance certiﬁcate, etc.; which shall be included in the proposal as part of Form Tech 7 Mandatory Documentary Evidence.

Assignment name:

Approx. value of the contract [KES, US$ etc.]:

Country:

Duration of assignment (months):

Name of Procuring Entity:

Total No of staff-months of the assignment:

Contact Address:

Email:

Approx. value of the services provided by your firm under the contract:

Start date (month/year):

Completion date:

No of professional staff-months provided by associated Consultants:

Role on Assignment:

(E.g. Lead Member or Sole Consultant):

Name of senior professional staff of your firm involved and functions performed:

Narrative description of Assignment:

Description of actual services provided by your staff within the assignment:

Name of Consulting Firm:

Name_____________________________________________Signature_______________________

Title _____________________________________________

FORMTECH-3: COMMENT SAND SUGGESTIONS

Form TECH-3: The Consultant to provide comments and suggestions on the Terms of Reference, counterpart staff and facilities to be provided by the Procuring Entity that could improve the quality/effectiveness of the assignment; and on requirements for counterpart staff and facilities, which are provided by the Procuring Entity, including: administrative support, ofﬁce space, local transportation, equipment, data, etc.

A - On the Terms of Reference

____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

B - On Counterpart Staff and Facilities/equipment/reports

FORMTECH-4: DESCRIPTION OF APPROACH, METHODOLOGY, AND WORK PLAN

Form TECH-4: a description of the approach, methodology and work plan in responding to the terms of reference for performing the assignment, including a detailed description of the proposed methodology and stafﬁng for training, if the Terms of Reference specify training as a speciﬁc component of the assignment.

The structure of your Technical Proposal:

1. Technical Approach and Methodology
2. Work Plan
3. Organization and Stafﬁng
  1. Technical Approach and Methodology. Please explain your understanding of the objectives of the assignment as outlined in the Terms of Reference (TORs), the technical approach, and the methodology you would adopt for implementing the tasks to deliver the expected output(s), and the degree of detail of such output. Please do not repeat/copy the TOR sin here.
  2. Work Plan. Please outline the plan for the implementation of the main activities/tasks of the assignment, their content and duration, phasing and interrelations, milestones (including interim approvals by the Procuring Entity), and tentative delivery dates of their ports. The proposed work plan should be consistent with the technical approach and methodology, showing your understanding of the TOR and ability to translate them into a feasible working plan. A list of the ﬁnal documents (including reports) to be delivered as ﬁnal output(s)should be included here. The work plan should be consistent with the Work Schedule Form.
  3. Organization and Stafﬁng. Please describe the structure and composition of your team, including the list of the Key Experts, Non-Key Experts and relevant technical and administrative support staff.

FORM TECH-5: WORK SCHEDULE AND PLANNING FOR DELIVERABLES

N°

Deliverables 1 (D-..)

Months

.....

TOTAL

D-1

e.g., Deliverable #1: Report A

1) data collection

2) drafting

3) inception report

4) incorporating comments

5) .........................................

6) delivery of final report to Procuring Entity

D-2

e.g., Deliverable #2:.............

List the deliverables with the breakdown for activities required to produce them and other benchmarks such as the Procuring Entity's approvals. For phased assignments, indicate the activities, delivery of reports, and benchmarks separately for each phase.

Duration of activities shall be indicated in a form of a bar chart.

3. Include a legend, if necessary, to help read the chart.

FORMT ECH- 6A: TEAM COMPOSITION, ASSIGNMENT, AND KEY EXPERTS' INPUTS

N°

Name

Expert’s input (in person/month) per each Deliverable (listed in TECH-5)

Total time-input (in Months)

Position

D-1

D-2

D-3

........

D-...

Home

Field

Total

KEY EXPERTS

K-1

e.g., Mr. Abbbb

[Team Leader]

[Home]

[2 month]

[1.0]

[Field]

[0.5 m]

[2.5]

[0]

K-2

K-3

Subtotal

NON-KEY EXPERTS

N-1

[Home]

[Field]

N-2

Subtotal

Total

1.For Key Experts, the input should be indicated individually for the same positions as required under the ITC Data Sheet 21.2

2.Months are counted from the start of the assignment/mobilization. One (1) month equals twenty-two (22) working (billable) days. One working (billable) day shall be not less than eight (8) working (billable) hours.

3“Home” means work in the office in the expert’s country of residence. “Field” work means work carried out in Kenya, or outside the normal residence of the Expert in Kenya or any other country outside the expert’s country of residence.

Full time input Part time input

FORM TECH-6B: CURRICULUM VITAE (CV)

Position Title and No.

Name of Expert:

Date of Birth:

Country of Citizenship

Education: List college/university or other specialized education, giving names of educational institutions, dates attended, degree(s)/diploma(s) obtained

Employment record relevant to the assignment:

Starting with present position, list in reverse order. Please provide dates, name of employing organization, titles of positions held, types of activities performed and location of the assignment, and contact information of previous Procuring Entity's and employing organization(s) who can be contacted for references. Past employment that is not relevant to the assignment does not need to be included.

Period

Employing organization and your title/position. Contact Infor for references

Country

Summary of activities performed relevant to the Assignment

[e.g., May 2011-present]

[e.g., Ministry of ……, advisor/consultant to…

For references: Tel…………/e-mail……; Mr. Bbbbbb, deputy manager]

Membership in Professional Associations and publications:

Language Skills (indicate only languages in which you can work:

Adequacy for the Assignment:

Detailed Tasks Assigned on Consultant’s Team of Experts:

Reference to Prior Work/Assignments that Best Illustrates Capability to Handle the Assigned Tasks

List all deliverables/tasks as in TECH- 5 in which the Expert will be involved)

Expert's contact information:

E-mail……………..............................……. phone………....................................……

Certiﬁcation:

I, the undersigned, certify that to the best of my knowledge and belief, this CV correctly describes myself, my qualiﬁcations, and my experience, and I am available to undertake the assignment in case of an award. I understand that any misstatement or misrepresentation described herein may lead to my disqualiﬁcation or dismissal by the Procuring Entity, and/or sanctions by the PPRA.

Name of Expert _____________________________Signature____________________Date___________

FORMTECH-7: MANDATORY SUPPORT DOCUMENTS

Preliminary Evaluation Criteria: Mandatory Requirements

Valid Tax Compliance Certificate from KRA.

Copy of VAT/PIN certificate from KRA

Registration Certificate/Certificate of Incorporation

Latest CR12 (Last six months)

Business permit for county where the firm/consultant is operating

Registration certificate with the ministry of water, sanitation and irrigation

3 years certified audited financial reports (2019, 2020, 2021, 2022 if available) or 1-year bank statement.

Submission of 1 original & 1 copy of tender document properly PAGINATED in the correct sequence and all pages MUST BE INITIALIZED

Firm has submitted a sealed financial proposal

Dully filled and signed Self Declaration That the Person/Tenderer Is Not Debarred in The Matter of the Public Procurement and Asset Disposal Act 2015.

Dully filled and signed Self Declaration That the Person/Tenderer Will Not Engage in Any Corrupt or Fraudulent Practice

Dully filled and signed Declaration and Commitment to the Code of Ethics

Duly signed child protection policy

FORM TECH - 8: SELF-DECLARATIONFORMS

FORM SD1

SELF DECLARATION THAT THE PERSON/TENDERER IS NOT DEBARRED IN THE MATTER OF THE PUBLIC PROCUREMENT AND ASSET DISPOSAL ACT 2015.

I, ……………………………………., of Post Ofﬁce Box …….………………………. being a resident of

………………………………….. in the Republic of ……………………………. do hereby make a statement as follows: -

THAT I am the Company Secretary/Chief Executive/Managing Director/Principal Ofﬁcer/Director of

………....………………………………………………………..…….. (Insert name of the Company) who is a Bidder in respect of Tender No.…………………. for……………………………………………………………………. (Insert tender title/description) for………………………………………………………………. (Insert name of the Procuring entity) and duly authorized and competent to make this statement.

THAT the aforesaid Bidder, its Directors and subcontractors have not been debarred from participating in procurement proceeding under Part IV of the Act.

THAT what is deponed to here in above is true to the best of my knowledge, information and belief.

…………………………………. ………………………………. ……………………… (Title) (Signature) (Date)

Bidder Ofﬁcial Stamp

FORM SD2

SELF DECLARATION THAT THE PERSON/TENDERER WILL NOT ENGAGE IN ANY CORRUPT OR FRAUDULENT PRACTICE.

I, .................................................................... of P. O. Box.....................................................being a resident of …………………………………... in the Republic of ………………. do hereby make a statement as follows: -

THAT I am the Chief Executive/Managing Director/Principal Ofﬁcer/Director of………....

…………………………………………………………………….… (insert name of the Company) who is a Bidder in respect of Tender No.……………….......................................................…... for …………………………………………………………………………………………………………………………………………………………………………………... (insert tender title/description) for ……………..........................................................................… (insert name of the Procuring entity) and duly authorized and competent to make this statement.

THAT the aforesaid Bidder, its servants and/or agents /subcontractors will not engage in any corrupt or fraudulent practice and has not been requested to pay any inducement to any member of the Board, Management, Staff and/or employees and/ or agents of…………………………………………………………………………………………………………………………………………………………………………. (insert name of the Procuring entity) which is the procuring entity.

THAT the aforesaid Bidder, its servants and/or agents /subcontractors have not offered any inducement to any member of the Board, Management, Staff and/or employees and/or agents of……………………………………………………………………... (name of the procuring entity).

THAT the aforesaid Bidder will not engage /has not engaged in any corrosive practice with other bidders participating in the subject tender.

THAT what is deponed to herein above is true to the best of my knowledge information and belief.

Name………………………………………………Signature…………………….

Title………………………………………………Date……………………………

Bidder Ofﬁcial Stamp

DECLARATION AND COMMITMENT TO THE CODE OF ETHICS

I …………………………....................................................................................………. (person) on behalf of (Name of the Business/ Company/Firm) …………………………………………………. declare that I have read and fully understood the contents of the Public Procurement & Asset Disposal Act,2015, Regulations and the Code of Ethics for persons participating in Public Procurement and Asset Disposal Activities in Kenya and my responsibilities under the Code.

I do here by commit to abide by the provisions of the Code of Ethics for persons participating in Public Procurement and Asset Disposal.

Name of Authorized signatory......................................................................................................................

Sign…………….........................................................................................................................................

Position……………...................................................................................................................................

Ofﬁce address………………………………………………. Telephone…………………....…………….

Email……………………………………………….....................................................................

Name of the Firm/Company……………………………..............................................................................

Date………………………………………………………............................................................................

(Company Seal/ Rubber Stamp where applicable)

Witness

Name ………………………………………………………........................................................................

Sign………………………………………………………...........................................................................

Date……………………………………………………

FORM TECH - 9: TENDER-SECURING DECLARATION FORM r 46 and 155(2)

[The Bidder shall complete this Form in accordance with the instructions indicated]

Date: ..................................................................[insert date (as day, month and year) of Tender Submission]

Tender No.: ...................................................................................[insert number of tendering process]

To: ..................................................................................................[insert complete name of Procuring entity]

I/We, the undersigned, declare that:

I / We understand that, according to your conditions, bids must be supported by a Tender-Securing Declaration.

I /We accept that I/we will automatically be suspended from being eligible for tendering in any contract with the Purchaser or the period of time of[insert number of months or years] starting on[insert date],if we are in breach of our obligation (s)under the bid conditions, because we–(a) have withdrawn our tender during the period of tender validity speciﬁed by us in the Tendering Data Sheet; or (b) having been notiﬁed of the acceptance of our Bid by the Purchaser during the period of bid validity,(i) fail or refuse to execute the Contract, if required, or (ii) fail or refuse to furnish the Performance Security, in accordance with the instructions to tenders.

I / We understand that this Tender Securing Declaration shall expire if we are not the successful Tenderer (s), upon the earlier of:
1. Our receipt of a copy of your notiﬁcation of the name of the successful Tenderer; or
2. Thirty days after the expiration of our Tender.

I/We understand that if I am /we are/in a Joint Venture, the Tender Securing Declaration must be in the name of the Joint Venture that submits the bid, and the Joint Venture has not been legally constituted at the time of bidding, the Tender Securing Declaration shall be in the names of all future partners as named in the letter of intent.

Signed: ………………………………………………………………….………. Capacity / title (director or partner or sole proprietor, etc.) ……….………………. Name: ………………………………………………………………………………….

Duly authorized to sign the bid for and on behalf of: ..................................[insert complete name of Tenderer] Dated on …………………. day of …………….……. [Insert date of signing]

Seal or stamp

SECTION 4. FINANCIAL PROPOSAL - STANDARD FORMS

Financial Proposal Standard Forms shall be used for the preparation of the Financial Proposal according to the instructions provided in Section 2.

FIN-1 Financial Proposal Submission Form FIN-2 Summary of Costs

FIN-3 Breakdown of Remuneration FIN-4 Reimbursable expenses

FORM FIN-1: FINANCIAL PROPOSAL SUBMISSION FORM

Location.........................................................................................................Date…………………………......

To: ......................................................................................................[Name and address of Procuring Entity]

Dear Sirs:

We, the undersigned, offer to provide the consulting services for....................................................................................................................................................................................................................................................................................................... [Insert title of assignment]

in accordance with your Request for Proposal dated..................................................................... [Insert Date] and our Technical Proposal.

Our attached Financial Proposal is for the amount of Kshs……………………………………… (in figures) ………………………………………………………………………………………………….. (in words) including of all taxes in accordance with ITC24.2 in the Data Sheet.

The estimated amount of local taxes is Kshs……………………………………… (in figures) ………………………………………………………………………………………………….. (in words)

Please note that all amounts shall be the same as in Form FIN-2.

Our Financial Proposal shall be valid and remain binding upon us, subject to the modiﬁcations resulting from Contract negotiations, for the period of time speciﬁed in the ITC12.1 Datasheet.

Commissions and gratuities paid or to be paid by us to an agent or any third party relating to preparation or submission of this Proposal and Contract execution, paid if we are awarded the Contract, are listed below:

……………………………………………………………………………………………………………

Name and Address, Amount and Purpose of Commission of Agents, Currency or Gratuity

If no payments are made or promised, Tick the following statement:

No commissions or gratuities have been or are to be paid by us to agents or any third party relating to this Proposal and Contract execution.

We understand you are not bound to accept any Proposal

you receive.

Yours sincerely,

Signature..............................................................................(Of Consultant's authorized representative) Full name: ...................................................................... Insert full name of authorized representative

Title: ..........................................................................insert title/ position of authorized representative

Name of Consultant/firm...............................................................................

Physical Address: ......................................................... Insert the authorized representative's address

Phone: ................................................................. Insert the authorized representative's phone number Email: .................................................................. Insert the authorized representative's email address

For a joint venture, either all members shall sign or only the lead member/consultant, in which case the power of attorney to sign on behalf of all members shall be attached

FORM FIN-2: SUMMARY OF COSTS

Item

Cost (Kshs)

(1) Remuneration

a) Hydrogeological survey

b) Drilling supervision

(2)Reimbursable

a) Hydrogeological survey

b) Drilling supervision

Subtotal

[Remuneration+ Reimbursable]

Add taxes (indicate type of tax

Total Taxes

Total Cost of the Financial Proposal:

Should match the amount in Form FIN-1

FORM FIN-3A: BREAKDOWN OF REMUNERATION

When used for Lump-Sum contract assignment, information to be provided in this Form shall only be used to demonstrate the basis for the calculation of the Contract's ceiling amount; to calculate applicable taxes at contract negotiations; and, if needed, to establish payments to the Consultant for possible additional services requested by the Procuring Entity. This Form shall not be used as a basis for payments under Lump-Sum contracts.

A. Remuneration _______________________________________________________________________

Name

Position

(as in TECH-6)

Person-month Remuneration Rate

Time Input in Person/Month

(from TECH-6)

Amount (Kshs)

Key Experts

K-1

[Home]

[Field]

K-2

Non-Key Experts

N-1

[Home]

N-2

[Field]

Total Costs

FORM FIN-4 BREAKDOWN OF REIMBURSABLE

When used for Lump-Sum contract assignment, information to be provided in this Form shall only be used to demonstrate the basis for calculation of the Contract ceiling amount, to calculate applicable taxes at contract negotiations and, if needed, to establish payments to the Consultant for possible additional services requested by the Procuring Entity. This form shall not be used as a basis for payments under Lump-Sum contracts. This form shall be ﬁlled for Time-Based Contracts to form the basis of contract negotiations.

B. Reimbursable Expenses

N°

Type of Reimbursable Expenses

Unit

Unit Cost (Kshs)

Quantity

Amount (Kshs)

e.g., Per diem allowances, flights, Permits, licences communication reports production etc.

Day

Total Costs

Legend:

“Per diem allowance” is paid for each night the expert is required by the Contract to be away from his/her usual place of residence. Procuring Entity can set up a ceiling.

SECTION 5. TERMS OF REFERENCE

Introduction and Background Information.

The Kenya Red Cross Society (KRCS) is a humanitarian relief organization created by an Act of Parliament, Cap 256 of the Laws of Kenya on 21st December 1965. Its vision is to be a leading humanitarian organisation sustainably promoting the well-being, health and resilience of communities.

KRCS with funding support from Water Sector Trust Fund and Isiolo County government is in the process of implementing the Sustainable Management and Access to Water and Sanitation in the ASALs programme (SWASAP). The intervention will be done under three project components; water resource management, water services (water infrastructure) and sanitation (Institutional and CLTS).

Gafarsa borehole drilling is part of the water services activities to be done under the project with equipping and other associated works thereafter.

Invitation for Proposals

KRCS invites eligible firms/individuals to submit technical and financial proposal for the provision of the services to conduct;

Hydrogeological Surveys (HGS) for drilling of 1 No. Borehole at Gafarsa;

Supervision of the drilling process and submission of reports and drilling permit;

Each bidder is encouraged to make visits to Gafarsa to further deepen their understanding of the project in a bid to make their proposals more competitive.

1. Location

The proposed borehole site is located in Gafarsa Village GPS location (0.938680ͦ N; 38590238ͦ E) in Galba Tula Sub County, Isiolo County.

Project Goal

Increased community resilience and adaptation to climate change through sustainable, peaceful use of natural resources including improved access to water and sanitation services in Isiolo County.

1. Objectives and Scope of the assignment

Objectives

The overall objective of the assignment is to identify the ideal location of the borehole and to supervise the drilling works for the proposed Gafarsa borehole.

Scope of the assignment

The specific tasks to be executed by the consultant will include the following:

Borehole drilling:

To undertake field visits and collect geological data in liaison with County water department and Kenya Red Cross Society staff.

To carry out a geo-electrical surveying for 4 VES (one of which will be a control VES near an existing borehole).

Carry out analysis of the VES values to determine the drilling spot characteristics.

Assess geological units vertical and horizontal extension, soil/rocks moisture, groundwater availability, position of saturated zones and water availability.

Prepare draft report, which entails site reports, location maps and hydrogeological and geophysical reports.

Prepare final report, which entails site reports, location maps and hydrogeological and geophysical reports after incorporating of comments and amendments.

Provide recommendations of borehole drilling site (with GPS coordinates), drilling method, borehole design, drilling depth, quality and yield predictions for the location.

Submit final reports to Water Resource Authority (WRA) and obtain drilling permit and any other relevant authorization for the drilling and borehole development process.

Submission of detailed hydrogeological report and drilling permit to Kenya Red Cross.

Borehole Supervision

Review of the Drillers confirmatory VES data and provide guidance to KRCS

Ensure the selected contractor performs the drilling works as specified in the TOR and the accompanying agreement meeting critical timeliness and maintaining high quality works throughout the works.

To ensure the anticipated depth is achieved and safe adequate and quality water is attained

To identify the technical problems early enough and recommend solution to KRCS and the County Government of Isiolo.

To ensure daily reports are available and shared with KCRS on timely manner this includes; Supervisors daily site records and borehole logbook.

Final drilling supervision report to include approved borehole completion report

Acquisition of abstraction permit from WRA if a positive borehole is attained (above 6m3/hr with good water quality).

Outputs of the Consultancy:

Upon receipt and acceptance of the following outputs of the consultancy exercise, this contract will be deemed complete.

Hydrogeological survey report.

WRA drilling authorization permit;

Completed Borehole supervision report inclusive Borehole completion report, drilling data logs summary report, test pumping and water quality analysis report.

A borehole that adheres to the specification with respect to the HGS report including; diameter, depth, casing, gravel pack, verticality sanitary seal and cappings etc.

Recommended contractor’s payment certificate (interim and final) in consultation with KCRS and Waterfund.

Borehole abstraction permit.

All of the above-related documentation are expected to be presented Two copies in both soft copy (flash discs) and hard copy. The drawings should be in PDF formats while the reports to be presented in Microsoft office applications and PDF as appropriate.

Acceptance of borehole

The consultant should take note of “no cure no pay” condition by the client and Water Sector Trust Fund requiring that the borehole Must have a minimum discharge of 6 m3/hr. Based on the HGS the consultant will advise the client with probable drilling water yield

Role of KRCS, Waterfund and the County Government

KRCS will be the contract holder for these works and will undertake to facilitate payments for works done under this scope of works as per the agreement entered into with the incumbent consulting firm.

The KRCS and the county government will provide all logistics in the field, relevant program documents and be the link between the consulting firm and the project target communities and stakeholders. KRCS, county government and Waterfund will also review all draft reports and comments on the recommendations before final documents are submitted.

Duration

The planned HGS will be 6 weeks whilst the supervision period will be 4 weeks starting from the date of drilling contract; the duration might be extended or shortened.

Reporting Line

This position will report to the WASH Manager /WASH engineer at KCRS.

1. Reporting

- File daily reports on drilling progress including a complete description of all formations encountered, number of meters drilled, number of hours spent drilling, shutdown due to breakdown, length and type of casing and screen set, and such other pertinent data as requested by the KRCS WASH Engineer.
  - Complete borehole Summary Report.
  - Acceptance report at each milestone and provisional acceptance report and final acceptance report including if applicable list of deficiencies
  - Share the Abstraction permit from WRA as required.

1. Language

Excellent knowledge of English (written / spoken / comprehension) is essential.

Payment Terms:

Payment shall be made according to the following schedule;

Table 1: Payment plan

Item in Scope

Deliverable

Percentage of Payment

Hydrogeological survey

Submission of Draft Hydrogeological Survey Reporting

Submission of draft Hydrogeological survey report

30%

Submission of final draft report after incorporation on feedback and issuance of the WRA drilling Permit

Submission of final report with WRA drilling permit

70%

Supervision

Supervision of Drilling Works

Site mobilization of the contractor to site, drilling rig setting out at the recommended VES and submission of daily report

10%

Submission of the Draft Drilling Report with all corresponding daily reports and records detailed above.

40%

Submission of final drilling supervision reports and abstraction permit

50%

Cost of quotation preparation

The bidder will bear all costs related to the preparation and submission of its application. Under no circumstances will KCRS be responsible for these costs regardless of the progress or outcome of the Evaluation procedure.

Tender evaluation criteria

Technical scoring will be based on the documentation provided

The evaluation will take into consideration the submitted technical documents displaying the technical competency of the firm, the real presentation delivered by each firm on their understanding on the scope of works and the price quoted for the works.

The evaluation committee appointed by the Client shall evaluate the proposals based on their responsiveness to the Terms of Reference.

The evaluation of this tender shall be conducted in three stages as follows.

i. Preliminary evaluation

ii. Technical evaluation

iii. Financial evaluation

Part 1: preliminary evaluation.

The following shall form the basis for preliminary evaluation interested bidders MUST attach the following.

Certificate of registration/ incorporation.

Latest CR12 (Last six months)

Copy of VAT/PIN certificate from KRA.

Valid Tax compliance certificate Must be the current one.

Business permit for County where the firm is operating.

Registration certificate with the ministry of water, Sanitation and irrigation.

3 years certified audited financial reports (2019, 2020, 2021, 2022 if available) or 1-year bank statement.

Duly signed and stamped child protection policy

The above requirements are mandatory and failure to comply with one or more requirements shall make the bid Non-Responsive and hence shall not be eligible for further evaluation.

Part 2: Technical Evaluation.

The following shall form the basis of technical evaluation.

Technical evaluations

Category

Description

Maximum score

Technical staff team composition

Team leader- Hydrogeologist

Degree in Civil, water or Environmental engineering/science, natural resources or any other related (5 Marks)

Minimum of 7 years’ experience in borehole investigations and drilling supervision (5 marks)

Registration with Hydrogeologist registration board with a valid practicing license (5 Marks)

Assistant Hydrogeologist

A Higher diploma in Civil/Water/ engineering or any other relevant field from a recognized institution (5 Marks)

Minimum of 3 years’ experience in borehole investigation and water supply project supervision (5 Marks)

Methodology and TOR understanding

Well elaborated methodology with work plan for the assignment

Elaborate Technical approach and Methodology (20 marks)

Detailed Work plan 10 marks

Organization and staffing ( 10 marks)

Past work done

Experience of the firm in undertaking similar assignments matching award letters, LSOs, agreements and recommendation letters;

TOTAL

This is based on a score of 80 marks. Only bidders who score 70% and above will proceed to the financial stage of evaluation.

Part 3: Financial Evaluation.

Financial evaluation shall be based on the following formulae:

Description

Maximum Score

Financial evaluation shall be based on the following formulae:

The lowest evaluated Financial Proposal (Fm) is given the maximum financial score (Sf) of 100.

The formula for determining the financial scores (Sf) of all other Proposals is calculated as following:

Sf = 100 x Fm/ F, in which “Sf” is the financial score, “Fm” is the lowest price, and “F” the price of the proposal under consideration.

The weights given to the Technical (T) and Financial (P) Proposals are:

T = [Insert weight between 0.70 and 0.85], and

P = _______ [Insert weight between 0.15 and 0.30]

Tender Submission, Analysis & Award.

Technical proposal:

The bidder is expected to submit a technical proposal with their bid, which shall include and not limited to the following: A submission letter; Firm/ individual profiles including the personnel CVs and statutory documents; Firms past experience; Registration with Ministry of Water, sanitation and irrigation as a Hydro-geologist; Methodology and Workplan; 3 years audited financial reports/1-year bank statement

Financial proposal:

The financial proposal shall be prepared and submitted by the consulting firms and shall contain the following: A submission letter indicating the total fees; summary of costs (See attached annex on financial breakdown)

A final total contract sum MUST be submitted with a list of assumption made to obtain the figure - the bidder should carefully consider this as this figure will be used for cost comparison and award purposes.

Firms are required to follow submission accompanying this TOR. This advice details the addressee of the tender, the time and date of tender closure and the location of the tender box.

The Technical and Financial proposals should be submitted in separate envelopes and then both included in one larger envelope clearly marked “Gafarsa borehole Hydrogeological surveys (HGS), technical and financial proposal” and addressed to;

The Chairperson Tender Committee

Kenya Red Cross Society

P.O. Box 40712-00100

Nairobi

Closing date for submission of proposals: 5th April 2023 at 11.00 a.m.

On the set date for opening, all appropriately labelled tenders will be opened virtually in the presence of bidders or their representatives (should they choose to attend) and checked for compliance (both technical and financial proposals submitted) and accepted bids will be announced publicly. The financial proposal will be also opened and the proposed total cost for each bidder will be declared and recorded.

KENYA RED CROSS SOCIETY (KRCS)

CHILD PROTECTION POLICY

CONTENT

Policy statement

Policy aims

Values, Principles and Beliefs that Guide the Policy

Forms of Child Abuse

Responsibilities on Child Protection

Good Practice guidelines

Reporting of Child Abuse

Discipline

Historical allegations of abuse

Code of Conduct

Overview

The Kenya Red Cross by virtue of being a member of the wider Kenyan Community is obliged to contribute to both the national and international efforts geared towards child protection and institutionalization of the concepts that have been advanced by various stakeholders.

Kenya Red Cross recognizes the seriousness of child abuse and its impact to the overall development of a child. Beyond the suffering that it imposes on the child and the immediate family members, the issue of child abuses and the inherent lack of functional structures to absorb the impact leave children vulnerable. This in return translates to socio-economic impact on the country due to poor development of human capital, declining productivity, school drop outs, child labour, marked increase in street urchins and increase in child mortality among others.

Considering the significant contribution by Kenya Red Cross in identification, registration, tracing and re-unification of unaccompanied minors, there is need to develop the capacity of the Society to rise to the occasion and ensure a holistic approach to child protection in collaboration with other stakeholders.

In light of the above, the KRCS has acknowledged the need for a policy to ensure consistent and equitable approach to child protection.

Policy Statement

Kenya Red Cross has a professional duty to take such steps that, in the circumstances of a humanitarian institution, are reasonable to see that the child is safe from harm while. All children have a right to protection, and the needs of disabled children and others who may be particularly vulnerable must be taken into account. Kenya Red Cross will ensure the safety and protection of all children involved in its activities through adherence to the Child Protection guidelines it has adopted.

Policy aims

The aim of the Child Protection Policy is to promote good practice by:

Providing children and young people with appropriate safety and protection whilst in the care of or in contact with Kenya Red Cross staff and volunteers.

Allow all staff/volunteers to make informed and confident responses to specific child protection issues.

Values, Principles and Beliefs that Guide the Policy

Within the context of this Policy a Child is a child as defined in the Children Act No 8 of 2001 of the Laws of Kenya.

The “best interests of the child” as defined in the Children Act are primary.

All children, girls and boys, of all abilities and backgrounds have equal rights to safety in all settings and locations.

Violence and abuse against children are never acceptable, in any form, location or setting.

Violence against children has damaging and often long-lasting repercussions for children, their families and their communities.

Children are vulnerable to violence and abuse due to their size, age, physical and psychological maturity, dependence and lack of power. While all children may be vulnerable, in some settings, some children may have a heightened risk of abuse and violence.

Children have a right to parental care and to appropriate custody, care and control when parents for any reason are not the legally authorized care givers.

Tracing and the restoration of family links for children is vital in situations of war, conflict and displacement.

The Fundamental Principles of the Red Cross and Red Crescent Movement forms the cornerstone of this policy. These are:

Humanity

KRCS through its child protection policy seeks to protect life and health of vulnerable children to ensure respect for the human being. In addition, the policy seeks to promote mutual understanding, friendship, co-operation and lasting peace among all Kenyans.

Impartiality

In its interaction with children, KRCS will make not discrimination on basis gender, religion, ethnic background HIV/AIDS status and any other basis. The Society shall endeavour to relieve the suffering of individuals, being guided solely by their needs and giving priority to the most deserving cases.

Neutrality

The Society shall endeavor to reach to all vulnerable children without taking sides in hostilities or engaging at any time in controversies of a political, racial, religious or ideological nature.

Independence

KRCS while auxiliary to the Kenya Government and subject to the Kenyan laws shall always maintain autonomy so as to be able at all times to act in accordance with the principles of the Movement in regards to child protection.

Voluntary Service

KRCS shall not be prompted in any manner by desire for gain in the execution of its child protection policy.

Unity

KRCS will endeavor to implement the child protection policy in all its regions, branches as part of its humanitarian work. The services will be open for all deserving cases. All branches/regions will have equal status and share responsibilities and duties in enhancing the mechanisms for implementation of the child protection policy.

Universality

Besides upholding the KRCS principles and values, the policy implementation will be guided by the various national and international statuses on human rights, child protection, confidentiality and compassion for the vulnerable in the society including the children’s Act and the African Charter on the Rights of the Child among others.

Forms of Child Abuse

1. 1. Child sexual abuse, which occurs when a child is used by an older or more powerful child or adult for sexual stimulation or gratification. It can involve contact or non-contact, and includes the development of sexual relationships with children not condoned under international and local law, or using language, gestures or other behaviours that are sexual in nature with children;
  2. Child exploitation, which includes:

1. 1. the actual or attempted abuse of a position of authority, differential power or trust in relation to a child, with a view to profiting sexually, monetarily, socially or politically from the use of the child;
  2. intentionally viewing, downloading or distributing any sexualized, demeaning or violent images involving children; or
  3. taking a photograph or other image of a child or making representations of a child in a way that can reasonably be interpreted as sexualized, demeaning or violent;
  4. economic exploitation and performing any work that is likely to be hazardous or to interfere with the child’s physical, mental, spiritual, moral, or social development.

1. 1. Physical abuse of a child, which occurs when a person physically hurts or threatens to hurt a child, or by any means deliberately create a significant risk of physical hurt to a child;
  2. Emotional abuse of a child, which occurs when a person repeatedly or severely attacks a child’s self-esteem through use of language, gestures or other behavior that is degrading, isolating, humiliating, terrorizing, rejecting or corrupting, or that ignores a child’s need for basic emotional care, or where a person by any means deliberately creates a significant risk of emotional harm to a child;
  3. Child neglect, which is inattention to the basic necessities of life such as shelter, education, medical care, supervision, safe environments and clothing, and includes acts or omissions that deny a child basic necessities that are the responsibility and within the capacity of the Red Cross to provide in any given situation.

Responsibilities on Child Protection

As a mutually shared responsibility, all Kenya Red Cross staff, volunteers and other partners, contractors and sub-contractors acknowledge to meet their responsibility towards child protection.

The management of Kenya Red Cross has a duty to allocate adequate resources and ensure that systems are functional to conceive set up, promote and implement child protection unit/system.

Active participation is encouraged in building and maintaining an environment that is safe for children. Reporting of violation is a mandatory responsibility of any KRCS staff, volunteer and any other person covered by this policy.

The Governance
- - Mainstream child protection into the existing governance structures
    - Facilitate representation in the standing committees
    - Ensure that child protection issues are sufficiently reflected in the overall management plans
    - Enhance visibility and disseminate the policy among other stakeholders, partners and contractors.

Management
- - Ensure that adequate support/resources are committed to implementation of child protection activities and devise means of fundraising, develop performance management targets for the programme among others
    - Ensure that CP is included and/or integrated into the existing policies including identifying high risk activities and measures to reduce or remove the risk to children
    - Ensure that staff understand the CP policy, have access to IEC materials and understand their responsibilities to child protection.
    - Ensure that adequate information on alleged cases of abuse or on protection concerns is channeled to the respective line managers or their subordinates at the Regional/Branch level
    - Ensure that the Policy is reviewed, monitored and evaluated periodically in accordance with the management practices at least every five years or earlier if warranted.

Child Protection Functions
- - Conceive, set up and implement KRCS Policy to protect children within and without emergencies
    - Raise awareness on the conceived process among KRCS stakeholders, partners, contractors and sub-contractors and significant others
    - Contribute toward building and maintaining a child safe environment within KRCS environment
    - Offer guidance and counsel to KRCS partners and stakeholders, contractors and sub-contractors on child protection issues where appropriate
    - Facilitate the management of cases or alleged abuse or suspected protection concerns and availability of in-house capacity to manage CP issues
    - Establish partnerships and networks with other relevant national and international stakeholders
    - Ensure that M & E tools are in place.

Human Resources
- - Ensure that structures are in place – recruit, induct, supervise and appraise the performance of the HR component with a Child Protection focus, including behavioral event interviewing, verbal referee checks, as well as disclosure of any exploitation offences. In some instances, a Certificate of Good Conduct will be required.
    - Ensure that Child Protection is integrated into HR Policy and Procedure Guidelines for consultants, staff, and volunteers (short term and long term)
    - Ensure that staff in the Regions/Counties/Branches are aware of their responsibilities through regular training
    - Handle discipline issues among staff and volunteers as a consequence of non-adherence to the policy or otherwise

Regional/County offices
- - Facilitate Regional/County implementation of Child Protection and assist in the identification of focal persons;
    - Organize for capacity building for staff and volunteers through Regional/County workshops; and
    - Disseminate the Child Protection Policy.

Supply Chain
- - Ensure contracts for services include reference to adherence to Child Protection Policy.

Best Practice guidelines

Kenya Red Cross Staff, Volunteers, Contractors and sub-Contractors (KRCS personnel) shall in the course of their official duties have the following general obligations:

KRCS personnel will always act in the best interest of the child. Acting in the best interest of the child means doing what is best for the Child. In this respect KRCS personnel undertake to consider the interest of the child in planning and executing of all duties and responsibilities.

KRCS personnel will not discriminate on a child on any basis and in particular but not limited to on the basis of race, gender, colour, religion and ethnicity. KRCS personnel will further ensure that all children, girls and boys, of all abilities and backgrounds have equal rights to safety in all settings and locations.

That whenever KRCS personnel obtain as much information as possible on abuse of children, the same will as soon as possible be reported to a superior or higher authorities. However, KRCS personnel undertake allegations of child abuse are highly sensitive and they risk irreparable damage to both alleged victim and the alleged offender. In this respect KRCS personnel shall handle it with utmost confidentiality.

KRCS personnel undertake to uphold and promote child protection through example. In this respect, staff and volunteers will not behave in any manner that is considered inappropriate in the presence of children. Specifically, KRCS personnel will in the presence of children not dress inappropriately or speak in a vulgar and foul language.

Violence and abuse against children are never acceptable, in any form, location or setting. In this respect, KRCS personnel will not engage in or contribute in any way to child abuse as defined in this policy. This includes the obligation of not attempting to exercise physical discipline upon a child.

In the course of their duties, if any KRCS personnel discover an inappropriate attraction or attention being shown by a minor, he or she shall maintain clear professional boundaries with the minor and report or refer the minor to another adult.

KRCS personnel undertake to avoid touching a child in any manner that could be considered sexual or in some other way inappropriate.

KRCS staff and volunteers are not allowed to have sexual relations with children under the age of eighteen years.

KRCS personnel will take all reasonable measures to avoid, in the course of their duties to spend time alone with a child in isolation, away from the observation of others, unless specifically authorized by an immediate superior or in circumstances where the safety of the child is at risk and immediate contact is demonstrated to be in the best interests of the child.

That any publication or presentation, electronically or otherwise, of a child’s personal information, images or location, or exchanging such information through an electronic social networking facility, will only be done where it reasonably supports the needs of the organization and should always be done in a way that does not pose a risk to the safety of the child.

Notwithstanding the above, the behaviours of all personnel in their interaction will be guided by provisions of both National and International Law governing rights of the Child.

This CP should be read together with the Children Act No. 8 of 2001, Article 53 of the Constitution (Rights of Children), the African Charter on the Rights and Welfare of the Child and the UN Convention on the Rights of the Child.

Reporting of Child Abuse

Any suspicion that a child has been abused by a member of staff, volunteer, partner, contractor or sub-contractor should be reported to the Line Manager. The Line Manager will take such steps as considered necessary to ensure the safety of the child in question and any other child who may be at risk.

The parents or caregivers of the child will be contacted as soon as possible for advice and information.

The Line Manager will make an immediate decision about whether any individual accused of abuse should be temporarily suspended, disengaged or what other action should be taken pending further police and social services inquiries

Irrespective of the findings of the social services or police inquiry, a Disciplinary Committee will be established by the Secretary General and will assess all individual cases to decide whether a member of staff or volunteer can be reinstated and how this can be sensitively handled.

The Disciplinary Committee must reach a decision based upon the available information, which could suggest that on a balance of probability; that it is more likely than not that the allegation is true or not true.

The welfare of the child should remain of paramount importance throughout.

If the Line Manager is the subject of the suspicion/allegation, the report must be made to the appropriate Manager or in his/her absence to the Secretary General. The manager or the Secretary General will act in the appropriate manner and procedure outlined above.

Every effort should be made to ensure that confidentiality is maintained for all concerned. Information should be handled and disseminated on a need to know basis only.

Discipline

KRCS personnel who do not fulfill their responsibilities as established by this policy are subject to disciplinary measures, up to and including termination of their employment, volunteer or contractual status with KRCS. As well, they may be subject to criminal proceedings, depending on the circumstances of the incident.

Historical allegations of abuse

Concerns about past incidents of child abuse by KRCS personnel prior to the development of this Policy may be reported. The Organization will take reasonable action to respond in accordance with this Policy, having regard to the circumstances surrounding the allegation, the time frame, and available access to credible information.

Child Protection Code of Conduct

I, ___________________________________, acknowledge that I have read and understand the Child Protection Policy and agree that in the course of my association with KRCS, I must:

Treat children with respect regardless of race, colour, gender, language, religion, political or other opinion, national, ethnic or social origin, property, disability, birth or other status

Not use language or behavior towards children that is inappropriate, harassing, abusive, sexually provocative, demeaning or culturally inappropriate

Not engage children under the age of 18 in any form of sexual intercourse or sexual activity, including paying for sexual services or acts

Wherever possible, ensure that another adult is present when working in the proximity of children

Not invite unaccompanied children into my home, unless they are at immediate risk of injury or in physical danger

Not sleep close to unsupervised children unless absolutely necessary, in which case I must obtain my supervisor’s permission, and ensure that another adult is present if possible

Use any computers, mobile phones, video cameras, cameras or social media appropriately, and never to exploit or harass children or access child exploitation material through any medium.

Not use physical punishment on children

Not hire children for domestic or other labor which is inappropriate given their age or developmental stage, which interferes with their time available for education and recreational activities, or which places them at significant risk of injury

Comply with all relevant Kenyan and international legislation, including labor laws in relation to child labor

Immediately report concerns or allegations of child exploitation and abuse and policy non-compliance in accordance with appropriate procedures

Immediately disclose all charges, convictions and other outcomes of an offence, which occurred before or occurs during my association with KRCS that relate to child exploitation and abuse.

State that my name is not listed on any register of the sex offenders list in any court.

I do not have any criminal matters pending in court, police or other institution.

I have never been prohibited/suspended from interacting with children.

When photographing or filming a child or using children’s images for work-related purposes, I must:

Assess and endeavor to comply with local traditions or restrictions for reproducing personal images before photographing or filming a child

Obtain informed consent from the child and parent or guardian of the child before photographing or filming a child. As part of this I must explain how the photograph or film will be used

Ensure photographs, films, videos and DVDs present children in a dignified and respectful manner and not in a vulnerable or submissive manner. Children should be adequately clothed and not in poses that could be seen as sexually suggestive

Ensure images are honest representations of the context and the facts

Ensure file labels, meta data or text descriptions do not reveal identifying information about a child when sending images electronically or publishing images in any form.

I understand that the onus is on me, as a person associated with KRCS, to use common sense and avoid actions or behaviors that could be construed as child exploitation and abuse.

Signed: ___________________________ Date: _________________________________

Stamp

SECTION 6. CONDITIONS OF CONTRACT AND CONTRACT FORMS

Preface

This Section includes two types of standard contract forms for: A Lump-Sum Contract and a Time-Based Contract. Each type includes General Conditions of Contract (“GCC”) that shall not be modiﬁed, and Special Conditions of Contract (“SCC”). The SCC includes clauses speciﬁc to each contract to supplement, but not over- write or otherwise contradict, the General Conditions of Contract.

Lump-Sum Contract. This type of contract is used mainly for assignments in which the scope and the duration of the Services and the required output of the Consultant are clearly deﬁned. Payments are linked to outputs (deliverables) such as draft or ﬁnal reports, drawings, bill of quantities, bidding documents, or software programs. Lump-sum contracts are easier to administer because they operate on the principle of a ﬁxed price for a ﬁxed scope, and payments are due on clearly speciﬁed out puts and milestones. Never the less, quality control of the Consultant's outputs by the Procuring Entity s paramount.

Time-Based Contract. This type of contract is appropriate when it is difﬁcult to deﬁne or ﬁx the scope and the duration of the services, either because they are related to activities carried out by others for which the completion period may vary, or because the input of the consultants required for attaining the objectives of the assignment is difﬁcult to assess. In time-based contracts the Consultant provides services on a timed basis according to quality speciﬁcations, and Consultant's remuneration is determined on the basis of the time actually spent by the Consultant in carrying out the Services and is based on (i) agreed upon unit rates for the Consultant's experts multiplied by the actual time spent by the experts in executing the assignment, and (ii) reimbursable expenses using actual expenses and/or agreed unit prices. This type of contract requires the Procuring Entity to closely supervise the Consultant and to be involved in the daily execution of the assignment.

The templates are designed for use in assignments with consulting ﬁrms and shall not be used for contracting of individual experts. In some consultancy assignments such as design and construction supervision, both Lump- Sum and Time-Based Contracts are used and signed with the Consultant. In that case, the Lump-Sum Contract would apply for the design part of the Services while the construction supervision part would be based on a Time- Based Contract. In such event, both types of contracts shall be signed at the same time.

CONTRACT FOR CONSULTANT'S SERVICES

Lump-Sum Contract Consulting Services for:

Contract No.:

Contract Description:

Between

_____________________________________________________________[Name of the Procuring Entity]

and

_________________________________________________________________[Name of the Consultant]

Date:

FORM OF CONTRACT - LUMP-SUM

(Text in brackets [ ] is optional; all notes should be deleted in the ﬁnal text)

This CONTRACT (herein after called the “Contract”) is made the [number] day of the month of [month], [year], between, on the one hand, [name of Procuring Entity] (herein after called the “Procuring Entity”) and, on the other hand, [name of Consultant] (herein after called the “Consultant”).

[If the Consultant consists of more than one entity, the above should be partially amended to read as follows: “… (hereinafter called the “Procuring Entity”) and, on the other hand, a Joint Venture (name of the JV) consisting of the following entities, each member of which will be jointly and severally liable to the Procuring Entity for all the Consultant's obligations under this Contract, namely, *[name of member]*and [name of member] (herein after called the “Consultant”).]

WHEREAS

The Procuring Entity has requested the Consultant to provide certain consulting services as deﬁned in this Contract (herein after called the “Services”);

the Consultant, having represented to the Procuring Entity that it has the required professional skills, expertise and technical resources, has agreed to provide the Services on the terms and conditions set forth in this Contract;

the Procuring Entity has set aside a budget and funds toward the cost of the Services and intends to apply a portion of these funds towards payments under this Contract;

NOW THEREFORE the parties hereto hereby agree as follows:

The following documents attached here to shall be deemed to form an integral part of this Contract:
1. The General Conditions of Contract;
2. The Special Conditions of Contract;
3. Appendices:
  - Appendix A: Terms of Reference
  - Appendix B: Key Experts
  - Appendix C: Breakdown of Contract Price
  - Appendix D: Form of Advance Payments Guarantee

In the event of any inconsistency between the documents, the following order of precedence shall prevail: The Special Conditions of Contract; the General Conditions of Contract; Appendix A; Appendix B; Appendix C; Appendix D. Any reference to this Contract shall include, where the context permits, a reference to its Appendices.

The mutual rights and obligations of the Procuring Entity and the Consultant shall be asset for thin the Contract, in particular:
1. The Consultant shall carryout the Services in accordance with the provisions of the Contract; and
2. the Procuring Entity shall make payments to the Consultant in accordance with the provisions of the Contract.

IN WITNESS WHERE OF, the Parties here to have caused this Contract to be signed in their respective names as of the day and year ﬁrst above written.

For and on behalf of............................................. [Name of Procuring Entity] [Authorized Representative of the Procuring Entity–name, title and signature]

For and on behalf of*............................................. [Name of Consultant or Name of a Joint Venture] [Authorized Representative of the Consultant–name and signature]*

[Note: For a joint venture, either all members shall sign or only the lead member, in which case the power of attorney to sign on behalf of all members shall be attached.]

For and on behalf of each of the members of the Consultant*.......................... [Insert the Name of the Joint Venture] [Name of the lead member]*

[Authorized Representative on behalf of a Joint Venture] [Add signature blocks for each member if all are signing]

SECTION 7: GENERAL CONDITIONS OF CONTRACT

General Provisions
1. Deﬁnitions

1. Unless the context otherwise requires, the following terms whenever used in this Contract have the following meanings:
  1. 1. “Applicable Law” means the laws and any other instruments having he force of law in Kenya.
    2. “Consultant” means a legally-established professional consulting ﬁrm or entity selected by the Procuring Entity to provide the Services under the signed Contract.
    3. “Contract” means the legally binding written agreement signed between the Procuring Entity and the Consultant and which includes all the attached documents listed in its paragraph1of the Form of Contract (the General Conditions (GCC), the Special Conditions (SCC), and the Appendices).
    4. “Procuring Entity” means the Procuring Entity that signs the Contract for the Services with the selected Consultant.
    5. “Day” means a working day unless indicated otherwise.
    6. “Effective Date” means the date on which this Contract comes into force and effect pursuant to Clause GCC 11.
    7. “Experts” means, collectively, Key Experts, Non-Key Experts, or any other personnel of the Consultant, Sub-consultant or JV member(s) assigned by the Consultant to perform the Services or any part thereof under the Contract.
    8. “Foreign Currency” means any currency other than the currency of Kenya.
    9. “GCC” mean these General Conditions of Contract.
    10. “Government” means the government of Kenya.
    11. “Joint Venture (JV)” means an association with or without a legal personality distinct from that of its members, of more than one entity where one member has the authority to conduct all businesses for and on behalf of any and all the members of the JV, and where the members of the JV are jointly and severally liable to the Procuring Entity for the performance of the Contract.
    12. “Key Expert(s)” means an individual professional whose skills, qualiﬁcations, knowledge and experience are critical to the performance of the Services under the Contract and whose Curricula Vitae (CV)was taken into account in the technical evaluation of the Consultant's proposal.
    13. “Local Currency” means the Kenya Shillings, the currency of Kenya.
    14. “Non-Key Expert(s)” means an individual professional provided by the Consultant or its Sub-consultant to perform the Services or any part here of under the Contract.
    15. “Party” means the Procuring Entity or the Consultant, as the case may be, and “Parties” means both of them.
    16. “SCC” means the Special Conditions of Contract by which the GCC may be amended or supplemented but not over-written.
    17. “Services” means the work to be performed by the Consultant pursuant to this Contract, as described in Appendix A hereto.
    18. “Sub-consultants” means an entity to whom/which the Consultant subcontracts any part of the Services while remaining solely liable for the execution of the Contract.
    19. “Third Party “means any person or entity other than the Government, the Procuring Entity, the Consultant or a Sub-consultant.
2. Relationship between the Parties

1. Nothing contained herein shall be construed as establishing a relationship of master and servant or of principal and agent as between the Procuring Entity and the Consultant. The Consultant, subject to this Contract, has complete charge of the Experts and Sub-consultants, if any, performing the Services and shall be fully responsible for the Services performed by them or on their behalf hereunder.

Law Governing Contract
1. This Contract, its meaning and interpretation, and the relation between the Parties shall be governed by the Laws of Kenya.

Language
1. This Contract has been executed in the English language, which shall be the binding and controlling language for all matters relating to the meaning or interpretation of this Contract.

Headings
1. The headings shall not limit, alter or affect the meaning of this Contract.

Communications
1. Any communication required or permitted to be given or made pursuant to this Contract shall be in writing in the English Language. Any such notice, request or consent shall be deemed to have been given or made when delivered in person to an authorized representative of the Party to whom the communication is addressed, or when sent to such Party at the address speciﬁed in the SCC.
2. A Party may change its address for notice here under by giving the other Party any communication of such change to the address speciﬁed in the SCC.

Location
1. The Services shall be performed at such locations as are speciﬁed in Appendix A hereto and, where the location of a particular task is not so speciﬁed, at such locations, whether in Kenya or elsewhere, as the Procuring Entity may approve.

Authority of Member in Charge
1. In case the Consultant is a Joint Venture, the members hereby authorize them ember speciﬁed in the SCC to act on their behalf in exercising all the Consultant's rights and obligations towards the Procuring Entity under this Contract, including without limitation the receiving of instructions and payments from the Procuring Entity.

Authorized Representatives
1. Any action required or permitted to be taken, and any document required or permitted to be executed under this Contract by the Procuring Entity or the Consultant may be taken or executed by the ofﬁcials speciﬁed in the SCC.

Corrupt and Fraudulent Practices

10.1 The government requires compliance with its policy regarding corrupt and fraudulent/prohibited practices as set forth in its laws and policies.

1. **Commissions and Fees-**The Procuring Entity requires the Consultant to disclose any commissions, gratuities or fees that may have been paid or are to be paid to a gents or any other party with respect to the selection process or execution of the Contract. The information disclosed must include at least the name and address of the agent or other party, the amount and currency, and the purpose of the commission, gratuity or fee. Failure to disclose such commissions, gratuities or fees may result in termination of the Contract by the Procuring Entity and/or sanctions by the PPRA.

B. Commencement, Completion, Modiﬁcation and Termination of Contract

Effectiveness of Contract
1. This Contract shall come into force and effect on the date (the “Effective Date”) of the Procuring Entity's notice to the Consultant instructing the Consultant to begin carrying out the Services. This notice shall conﬁrm that the effectiveness conditions, if any, listed in the SCC have been met.

Termination of Contract for Failure to Become Effective
1. If this Contract has not become effective within such time period after the date of Contract signature as speciﬁed in the SCC, either Party may, by not less than twenty-two (22) days written notice to the other Party, declare this Contract to be null and void, and in the event of such a declaration by either Party, neither Party shall have any claim against the other Party with respect there to.

Commencement of Services
1. The Consultant shall conﬁrm availability of Key Experts and begins carrying out the Services not later than the number of days after the Effective Date speciﬁed in the SCC.

Expiration of Contract
1. Unless terminated earlier pursuant to Clause GCC19hereof, this Contract shall expire at the end of such time period after the Effective Date as speciﬁed in the SCC.

Entire Agreement
1. This Contract contains all covenants, stipulations and provisions agreed by the Parties. No agent or representative of either Party has authority to make, and the Parties shall not be bound by or be liable for, any statement, representation, promise or agreement not set forth herein.

Modiﬁcations or Variations
1. Any modiﬁcation or variation of the terms and conditions of this Contract, including any modiﬁcation or variation of the scope of the Services, may only be made by written agreement between the Parties. However, each Party shall give due consideration to any proposals for modiﬁcation or variation made by the other Party.

Force Majeure

Deﬁnition
1. For the purposes of this Contract,“ Force Majeure” means event which is beyond the reasonable control of a Party, is not foreseeable, is unavoidable, and makes a Party's performance of its obligations hereunder impossible or so impractical as reasonably to be considered impossible under the circumstances, and subject to those requirements, includes, but is not limited to, war, riots, civil disorder, earthquake, ﬁre, explosion, storm, ﬂood or other adverse weather conditions, strikes, lockouts or other industrial action conﬁscation or any other action by Government agencies.
2. Force Majeure shall not include (i) any event which his caused by the negligence or intentional action of a Party or such Party's Experts, Sub-consultants or agents or employees, nor (ii) any event which a diligent Party could reasonably have been expected to both take into account at the time of the conclusion of this Contract and avoid or over come in the carrying out of its obligations here under.
3. Force Majeure shall not include insufﬁciency of funds or failure to make any payment required here under.

No Breach of Contract
1. The failure of a Party to fulﬁll any of its obligations here under shall not be considered to be a breach of, or default under, this Contract in so far as such inability arises from an event of Force Majeure, provided that the Party affected by such an event has taken all reasonable precautions, due care and reasonable alternative measures, all with the objective of carrying out the terms and conditions of this Contract.

Measures to be taken
1. A party affected by an event of Force Majeure shall continue to perform its obligations under the Contract as far as is reasonably practical and shall take all reasonable measures to minimize the consequences of any event of Force Majeure.
2. A Party affected by an event of Force Majeure shall notify the other Party of such event as soon as possible, and in any case not later than fourteen (14) calendar days following the occurrence of such event, providing evidence of the nature and cause of such event, and shall similarly give written notice of the restoration of normal conditions as soon as possible.
  1. Any period within which a Party shall, pursuant to this Contract, complete any action or task, shall be extended for a period equal to the time during which such Party was unable to perform such action as a result of Force Majeure.
  2. During the period of their inability to perform the Services as a result of an event of Force Majeure, the Consultant, upon instructions by the Procuring Entity, shall either:
  3. demobilize, in which case the Consultant shall be reimbursed for additional costs they reasonably and necessarily incurred, and, if required by the Procuring Entity, in reactivating the Services; or
  4. Continue with the Services to the extent reasonably possible, in which case the Consultant shall continue to be paid under the terms of this Contract and be reimbursed or additional costs reasonably and necessarily incurred.
3. In the case of disagreement between the Parties as to the existence or extent of Force Majeure, the matter shall be settled according to Clauses GCC 44 & 45.

Suspension
1. The Procuring Entity may, by written notice of suspension to the Consultant, suspend all payments to the Consultant here under if the Consultant fails to perform any of its obligations under this Contract, including the carrying out of the Services, provided that such notice of suspension (i)shall specify the nature of the failure, and (ii) Shall request the Consultant to remedy such failure within a period not exceeding thirty (30) calendar days after receipt by the Consultant of such notice of suspension.

Termination
1. This Contract may be terminated by either Party as per provisions set up below:

a. By the Procuring Entity

1. 1. The Procuring Entity may terminate this Contract in case of the occurrence of any of the events speciﬁed in paragraphs (a) through (f) of this Clause. In such an occurrence, the Procuring Entity shall give at least thirty (30) calendar days' written notice of termination to the Consultant in case of the events referred to in(a)through(d); at least sixty (60) calendar days' written notice in case of the event referred to in (e); and at least ﬁve (5) calendar days 'written notice in case of the event referred to in (f):

If the Consultant fails to remedy a failure in the performance of its obligations here under, as speciﬁed in a notice of suspension pursuant to Clause GCC 18;

If the Consultant becomes (or, if the Consultant consists of more than one entity, if any of its members becomes) insolvent or bankrupt or enter into any agreements with their creditors for relief of debt or take advantage of any law for the beneﬁt of debtors or go in to liquidation or receivership whether compulsory or voluntary;

If the Consultant fails to comply with any ﬁnal decision reached as a result of arbitration proceedings pursuant to Clause GCC 45.1;

If, as the result of Force Majeure, the Consultant is unable to perform a material portion of the Services for a period of not less than sixty (60) calendar days;

If the Procuring Entity, in its sole discretion and for any reason whatsoever, decides to terminate this Contract;

If the Consultant fails to conﬁrm availability of Key Experts as required in Clause GCC13.
1. 1. Furthermore, if the Procuring Entity determines that the Consultant has engaged in corrupt, fraudulent, collusive, coercive [or obstructive] practices, in competing for or in executing the Contract, then the Procuring Entity may, after giving fourteen (14) calendar days written notice to the Consultant, terminate the Consultant's employment under the Contract.

By the Consultant
1. 1. 1. The Consultant may terminate this Contract, by not less than thirty (30) calendar days' written notice to the Procuring Entity, in case of the occurrence of any of the events speciﬁed in paragraphs(a)through(d)of this Clause.
    2. If the Procuring Entity fails to pay any money due to the Consultant pursuant to this Contract and not subject to dispute pursuant to Clause GCC45.1withinforty-ﬁve (45) calendar days after receiving written notice from the Consultant that such payment is overdue.
    3. If, as the result of Force Majeure, the Consultant is unable to perform a material portion of the Services for a period of not less than sixty (60) calendar days.
    4. If the Procuring Entity fails to comply with any ﬁnal decision reached as a result of arbitration pursuant to Clause GCC45.1.
    5. If the Procuring Entity is in material breach of its obligations pursuant to this Contract and has not remedied the same within forty-ﬁve (45) days (or such longer period as the Consultant may have subsequently approved in writing) following the receipt by the Procuring Entity of the Consultant's notice specifying such breach.

Cessation of Rights and Obligations

19.1.4 Upon termination of this Contract pursuant to Clauses GCC 12 or GCC 19 hereof, or upon expiration of this Contract pursuant to Clause GCC14, all rights and obligations of the Parties here under shall cease, except (i) such rights and obligations as may have accrued on the date of termination or expiration, (ii) the obligation of conﬁdentiality set forth in Clause GCC22, (iii) the Consultant's obligation to permit in section, copying and auditing of their accounts and records set forth in Clause GCC25, and (iv) any right which a Party may have under the Applicable Law.

Cessation of Services

19.1.5. Upon termination of this Contract by notice of either Party to the other pursuant to Clauses GCC 19a or GCC 19b, the Consultant shall immediately upon dispatch or receipt of such notice, take all necessary steps to bring the Services to a close in a prompt and orderly manner and shall make every reasonable effort to keep expenditures for this purpose to a minimum. With respect to documents prepared by the Consultant and equipment and materials furnished by the Procuring Entity, the Consultant shall proceed as provided, respectively, by Clauses GCC27or GCC28.

Payment up on Termination
1. 1. Up on termination of this Contract, the Procuring Entity shall make the following payments to the Consultant:
    1. Payment or Services satisfactorily performed prior to the effective date of termination; and
    2. In the case of termination pursuant to paragraphs (d) and (e) of Clause GCC 19.1.1, reimbursement of any reasonable cost incidental to the prompt and orderly termination of this Contract, including the cost of the return travel of the Experts.

C. Obligation s of the Consultant

General

a. Standard of Performance

1. The Consultant shall perform the Services and carry out the Services with all due diligence, efﬁciency and economy, in accordance with generally accepted professional standards and practices, and shall observe sound management practices, and employ appropriate technology and safe and effective equipment, machinery, materials and methods. The Consultant shall always act, in respect of any matter relating to this Contract or to the Services, as a faithful adviser to the Procuring Entity, and shall at all times support and safeguard the Procuring Entity's legitimate interests in any dealings with the third parties.
2. The Consultant shall employandprovidesuchqualiﬁedandexperiencedExpertsandSub-consultants as are required to carry out the Services.
3. The Consultant may subcontract part of the Services to an extent and with such Key Experts and Sub- consultants as may be approved in advance by the Procuring Entity. Notwithstanding such approval, the Consultant shall retain full responsibility for the Services.

b. Law Applicable to Services

20.4. The Consultant shall perform the Services in accordance with the Contract and the Applicable Law and shall take all practicable steps to ensure that any of its Experts and Sub-consultants, comply with the Applicable Law.

1. Throughout the execution of the Contract, the Consultants hall comply with the import of goods and services prohibitions in Kenya when

As a matter of law or ofﬁcial regulations, Kenya prohibits commercial relations with that country; or

by an act of compliance with a decision of the United Nations Security Council taken under Chapter VII of the Charter of the United Nations, Kenya prohibits any import of goods from that country or any payments to any country, person, or entity in that country.

20.6. The Procuring Entity shall notify the Consultant in writing of relevant local customs, and the Consultant shall, after such notiﬁcation, respect such customs.

Conﬂict of Interests

21.1 The Consultant shall hold the Procuring Entity's interest paramount, without any consideration for future work, and strictly avoid conﬂict with other assignments or their own corporate interests.

1. 1. Consultant Not to Beneﬁt from Commissions, Discounts, etc.

1. 1. The payment of the Consultant pursuant to GCC F (Clauses GCC 38 through 42) shall constitute the Consultant's only payment in connection with this Contract and, subject to Clause GCC21.1.3,the Consultant shall not accept for its own beneﬁt any trade commission, discount or similar payment in connection with activities pursuant to this Contract or in the discharge of its obligations here under, and the Consultant shall use its best efforts to ensure that any Sub-consultants, as well as the Experts and agents of either of them, similarly shall not receive any such additional payment.
  2. Furthermore, if the Consultant, as part of the Services, has the responsibility of advising the Procuring Entity on the procurement of goods, works or services, the Consultant shall at all times exercise such responsibility in the best interest of the Procuring Entity. Any discounts or commissions obtained by the Consultant in the exercise of such procurement responsibility shall be for the account of the Procuring Entity.

1. 1. Consultant and Afﬁliates Not to Engage in Certain Activities

1. 1. The Consultant agrees that, during the term of this Contract and after its termination, the Consultant and any entity afﬁliated with the Consultant, as well as any Sub-consultants and any entity afﬁliated with such Sub- consultants, shall be disqualiﬁed from providing goods, works or non-consulting services resulting from or directly related to the Consultant's Services for the preparation or implementation of the project.

1. 1. Prohibition of Conﬂicting Activities

1. 1. The Consultant shall not engage and shall cause its Experts as well as its Sub-consultants not to engage, either directly or indirectly, in any business or professional activities that would conﬂict with the activities assigned to them under this Contract.

1. 1. Strict Duty to Disclose Conﬂicting Activities

1. 1. The Consultant has an obligation and shall ensure that its Experts and Sub-consultants shall have an obligation to disclose any situation of actual or potential conﬂict that impacts their capacity to serve the best interest of their Procuring Entity, or that may reasonably be perceived as having this effect. Failure to disclose said situations may lead to the disqualiﬁcation of the Consultant or the termination of its Contract.

Conﬁdentiality
1. Except with the prior written consent of the Procuring Entity, the Consultant and the Experts shall not at any time communicate to any person or entity any conﬁdential information acquired in the course of the Services, nor shall the Consultant and the Experts make public the recommendations formulated in the course of, or because of, the Services.

Liability of the Consultant
1. Subject to additional provisions, if any, set for in the SCC, the Consultant's liability under this Contract shall be as determined under the Applicable Law.

Insurance to be taken out by the Consultant
1. The Consultant (i) shall take out and maintain and shall cause any Sub-consultants to take out and maintain, at its (or the Sub-consultants', as the case may be) own cost but on terms and conditions approved by the Procuring Entity, insurance against the risks, and for the coverage speciﬁed in the SCC, and (ii) at the Procuring Entity's request, shall provide evidence to the Procuring Entity showing that such insurance has been taken out and maintained and that the current premiums therefore have been paid. The Consultant shall ensure that such insurance is in place prior to commencing the Services as stated in Clause GCC13.

Accounting, Inspection and Auditing
1. The Consultant shall keep and shall make all reasonable efforts to cause its Sub-consultants to keep, accurate and systematic accounts and records in respect of the Services and in such form and detail as will clearly identify relevant time changes and costs.
2. The Consultant shall permit and shall cause its Sub-consultants to permit, the PPRA and/ or persons appointed by the PPRA to inspect the Site and /or all accounts and records relating to the performance of the Contract and the submission of the Proposal to provide the Services, and to have such accounts and records audited by auditors appointed by the PPRA if requested by the PPRA. The Consultant's attention is drawn to Clause GCC10 which provides, interlaid, that acts intended to materially impede the exercise of the PPRA's inspection and audit rights provided for under this ClauseGCC25.2 constitute a prohibited practice subject to contract termination (as well as to a determination of in eligibility under the PPRA's prevailing sanctions procedures.)

Reporting Obligations
1. The Consultant shall submit to the Procuring Entity the reports and documents speciﬁed in Appendix A, in the form, in the numbers and within the time periods set forth in the said Appendix.

Proprietary Rights of the Procuring Entity in Reports and Records
1. Unless otherwise indicated in the SCC, all reports and relevant data and information such as maps, diagrams, plans, databases, other documents and software, supporting records or material compiled or prepared by the Consultant for the Procuring Entity in the course of the Services shall be conﬁdential and become and remain the absolute property of the Procuring Entity. The Consultant shall, not later than upon termination or expiration of this Contract, deliver all such documents to the Procuring Entity, together with a detailed inventory thereof. The Consultant may retain a copy of such documents, data and/or software but shall not use the same for purposes unrelated to this Contract without prior written approval of the Procuring Entity.
2. If license agreements are necessary or appropriate between the Consultant and third parties for purposes of development of the plans, drawings, speciﬁcations, designs, databases, other documents and software, the Consultant shall obtain the Procuring Entity's prior written approval to such agreements, and the Procuring Entity shall be entitled at its discretion to require recovering the expenses related to the development of the program(s) concerned. Other restrictions about the future use of these documents and software, if any, shall be speciﬁed in the SCC.

Equipment, Vehicles and Materials
1. Equipment, vehicles and materials made available to the Consultant by the Procuring Entity or purchased by the Consultant wholly or partly with funds provided by the Procuring Entity, shall be the property of the Procuring Entity and shall be marked accordingly. Upon termination or expiration of this Contract, the Consultant shall make available to the Procuring Entity an inventory of such equipment, vehicles and materials and shall dispose of such equipment, vehicles and materials in accordance with the Procuring Entity's instructions. While in possession of such equipment, vehicles and materials, the Consultant, unless otherwise instructed by the Procuring Entity in writing, shall insure them at the expense of the Procuring Entity in an amount equal to their full replacement value.
2. Any equipment or materials brought by the Consultant or its Experts into Kenya for the use either for the project or personal use shall remain the property of the Consultant or the Experts concerned, as applicable.

D. Consultant's Experts and Sub-consultants

Description of Key Experts
1. The title, agreed job description, minimum qualiﬁcation and estimated period of engagement to carry out the Services of each of the Consultant's Key Experts are described in Appendix B.

Replacement of Key Experts
1. Except as the Procuring Entity may otherwise agree in writing, no changes shall be made in the Key Experts.
2. Notwithstanding the above, the substitution of Key Experts during Contract execution may be considered only based on the Consultant's written request and due to circumstances outside the reasonable control of the Consultant, including but not limited to death or medical in capacity. In such case, the Consultant shall forth with provide as a replacement, a person of equivalent or better qualiﬁcations and experience, and at the same rate of remuneration.

Removal of Experts or Sub-consultants
1. If the Procuring Entity ﬁnds that any of the Experts or Sub-consultant has committed serious misconduct or has been charged with having committed a criminal action, or shall the Procuring Entity determine that Consultant's Expert of Sub consultant have engaged in corrupt, fraudulent, collusive, coercive [or obstructive] practice while performing the Services, the Consultant shall, at the Procuring Entity's written request, provide a replacement.
2. In the event that any of Key Experts, Non-Key Experts or Sub-consultants is found by the Procuring Entity to be in competent or in capable in discharging assigned duties, the Procuring Entity, specifying the grounds therefore, may request the Consultant to provide a replacement.
3. Any replacement of the removed Experts or Sub consultants shall possess better qualiﬁcations and experience and shall be acceptable to the Procuring Entity.
4. The Consultant shall bear all costs arising out of or incidental to any removal and/or replacement of such Experts.

E. Obligations of the Procuring Entity

Assistance and Exemptions
1. Unless otherwise speciﬁed in the SCC, the Procuring Entity shall use its best efforts to:

Assist the Consultant with obtaining work permits and such other documents as shall be necessary to enable the Consultant to perform the Services.

Assist the Consultant with promptly obtaining, for the Experts and, if appropriate, their eligible dependents, all necessary entry and exit visas, residence permits, exchange permits and any other documentsrequiredfortheirstayinKenyawhilecarryingouttheServicesundertheContract.

FacilitatepromptclearancethroughcustomsofanypropertyrequiredfortheServicesandofthepersonal effects of the Expert sand their eligible dependents.

Issue to ofﬁcials, agents and representatives of the Government all such instructions and information as may be necessary or appropriate for the prompt and effective implementation of the Services.

Assist the Consultant and the Experts and any Sub-consultants employed by the Consultant for the Services with obtaining exemption from any requirement to register or obtain any permit to practice their profession or to establish themselves either individually or as a corporate entity in Kenya according to the applicable law in Kenya

Assist the Consultant, any Sub-consultants and the Experts of either of them with obtaining the privilege, pursuant to the applicable law in Kenya, of bringing in to Kenya reasonable amounts of foreign currency for the purposes of the Services or for the personal use of the Experts and of withdrawing any such amounts as may be earned therein by the Experts in the execution of the Services.

Provide to the Consultant any such other assistance as may be speciﬁed in the SCC.

Access to Project Site
1. The Procuring Entity warrants that the Consultant shall have, free of charge, unimpeded access to the project site in respect of which access is required for the performance of the Services. The Procuring Entity will be responsible for any damage to the project site or any property thereon resulting from such access and will indemnify the Consultant and each of the experts in respect of liability for any such damage, unless such damage is caused by the willful default or negligence of the Consultant or any Sub-consultants or the Experts of either of them.

Change in the Applicable Law Related to Taxes and Duties
1. If, after the date of this Contract, there is any change in the applicable law in Kenya with respect to taxes and duties which increases or decreases the cost incurred by the Consultant in performing the Services, then the remuneration and reimbursable expenses otherwise payable to the Consultant under this Contract shall be increased or decreased accordingly by agreement between the Parties hereto, and corresponding adjustments shall be made to the Contract price amount speciﬁed in Clause GCC 39.1

Services, Facilities and Property of the Procuring Entity
1. The Procuring Entity shall make available to the Consultant and the Experts, for the purposes of the Services and free of any charge, the services, facilities and property described in the Terms of Reference (Appendix A) at the times and in the manner speciﬁed in said Appendix A.

Counterpart Personnel
1. The Procuring Entity shall make available to the Consultant free of charge such professional and support counterpart personnel, to be nominated by the Procuring Entity with the Consultant's advice, if speciﬁed in Appendix A.
2. Professional and support counterpart personnel, excluding Procuring Entity's liaison personnel, shall work under the exclusive direction of the Consultant. If any member of the counterpart personnel fails to perform adequately any work as signed to such member by the Consultant that is consistent with the position occupied by such member, the Consultant may request the replacement of such member, and the Procuring Entity shall not unreasonably refuse to act upon such request.

Payment Obligation
1. In consideration of the Services performed by the Consultant under this Contract, the Procuring Entity shall make such payments to the Consultant for the deliverables speciﬁed in Appendix A and in such manner as is provided by GCCF below.

F. Payments to the Consultant

Contract Price
1. The Contract price is ﬁxed and is set forth in the SCC. The Contract price breakdown is provided in Appendix C.
2. Any change to the Contract price speciﬁed in Clause 38.1 can be made only if the Parties have agreed to the revised scope of Services pursuant to Clause GCC 16 and have amended in writing the Terms of Reference in Appendix A.

Taxes and Duties
1. The Consultant, Sub-consultants and Experts are responsible for meeting any and all tax liabilities arising out of the Contract unless it is stated otherwise in the SCC.Currency of Payment
2. Any payment under this Contract shall be made in the currency (ies) of the Contract.

Mode of Billing and Payment
1. The total payments under this Contract shall not exceed the Contract price set forth in Clause GCC 38.1.
2. The payments under this Contract shall be made in lump-sum installments against deliverables speciﬁed in Appendix A. The payments will be made according to the payment schedule stated in the SCC.
  1. Advance payment: Unless otherwise indicated in the SCC, an advance payment shall be made against an advance payment bank guarantee acceptable to the Procuring Entity in an amount (or amounts) and in a currency (or currencies) speciﬁed in the SCC. Such guarantee (I) is to remain effective until the advance payment has been fully set off, and (ii) is to be in the form set forth in Appendix D, or in such other form as the Procuring Entity shall have approved in writing. The advance payments will be set off by the Procuring Entity in equal portions against the lump-sum installments speciﬁed in the SCC until said advance payments have been fully set off.
  2. The Lump-Sum Installment Payments. The Procuring Entity shall pay the Consultant within sixty (60) days after the receipt by the Procuring Entity of the deliverable(s) and the cover invoice for the related lump-sum installment payment. The payment can be withheld if the Procuring Entity does not approve the submitted deliverable(s) as satisfactory in which case the Procuring Entity shall provide comments to the Consultant within the same sixty (60) days period. The Consultant shall thereupon promptly make any necessary corrections, and there after the fore going process shall be repeated.
  3. The Final Payment: The ﬁnal payment under this Clause shall be made only after the ﬁnal report has been submitted by the Consultant and approved as satisfactory by the Procuring Entity. The Services shall then be deemed completed and ﬁnally accepted by the Procuring Entity. The last lump-sum installment shall be deemed approved for payment by the Procuring Entity within ninety (90) calendar days after receipt of the ﬁnal report by the Procuring Entity unless the Procuring Entity, within such ninety (90) calendar day period, gives written notice to the Consultant specifying in detail deﬁciencies in the Services, the ﬁnal report. The Consultant shall thereupon promptly make any necessary corrections, and there after the fore going process shall be repeated.
  4. All payments under this Contract shall be made to the accounts of the Consultant speciﬁed in the SCC.
  5. With the exception of the ﬁnal payment under 40.2.3 above, payments do not constitute acceptance of the whole Services nor relieve the Consultant of any obligations here under.

Interest on Delayed Payments
1. If the Procuring Entity had delayed payments beyond thirty (30) days after the due date stated in Clause GCC 41.2.2, interest shall be paid to the Consultant on any amount due by, not paid on, such due date for each day of delay at the annual rate stated in the SCC.

G. Fairness and Good Faith

Good Faith
1. The Parties undertake to act in good faith with respect to each other's rights under this Contract and to adopt all reasonable measures to ensure the realization of the objectives of this Contract.

H. Settlement of Disputes

Amicable Settlement
1. 1. The Parties shall seek to resolve any dispute amicably by mutual consultation.
  2. If either Party objects to any action or in action of the other Party, the objecting Party may ﬁle a written Notice of Dispute to the other Party providing in detail the basis of the dispute. The Party receiving the Notice of Dispute will consider it and respond in writing within fourteen (14) days after receipt. If that Party fails to respond within fourteen (14) days, or the dispute cannot be amicably settled within fourteen (14) days following the response of that Party, Clause GCC 45.1 shall apply.

Dispute Resolution
1. 1. Any dispute between the Parties arising under or related to this Contract that cannot be settled amicably may be referred to by either Party to the adjudication/arbitration in accordance with the provisions speciﬁed in the SCC.

SECTION 8: SPECIAL CONDITIONS OF CONTRACT

Number of GC Clause

Amendments of, and Supplements to, Clauses in the General Conditions of Contract

1.1(a)

The Contract shall be construed in accordance with the law of Kenya and legislation that may influence the Public Finance Management and the Water sector

4.1

The language is: English

6.1 and 6.2

The addresses are [fill in at negotiations with the selected firm]:

Procuring Entity: Kenya Red Cross Society

Attention: Secretary General

E-mail: tenders@redcross.or.ke

9.1

The Authorized Representatives are:

For the Procuring Entity: Elizabeth Osodo

11.1

The effectiveness conditions are the following:

[Note: If there are no effectiveness conditions, state “N/A”]

List here any conditions of effectiveness of the Contract, e.g., receipt by the Consultant of an advance payment, and by the Procuring Entity of an advance payment guarantee (see Clause SCC45.1(a)), etc.]

12.1

Termination of Contract for Failure to Become Effective:

The time period shall be two calendar months.

13.1

Commencement of Services:

The number of days shall be 5 days.

Confirmation of Key Experts’ availability to start the Assignment shall be submitted to the Procuring Entity in writing as a written statement signed by each Key Expert.

14.1

Expiration of Contract:

The time period shall be 90 days.

21.1.3.

The Procuring Entity reserves the right to determine on a case-by-case basis whether the Consultant should be disqualified from providing goods, works or non-consulting services due to a conflict of a nature described in Clause GCC 21.1.3 …….Yes:_

23.1

No additional provisions.

[OR

The following limitation of the Consultant’s Liability towards the Procuring Entity can be subject to the Contract’s negotiations:

“Limitation of the Consultant’s Liability towards the Procuring Entity:

(a) Except in the case of gross negligence or willful misconduct on the part of the Consultant or on the part of any person or a firm acting on behalf of the Consultant in carrying out the Services, the Consultant, with respect to damage caused by the Consultant to the Procuring Entity’s property, shall not be liable to the Procuring Entity:

(i) for any indirect or consequential loss or damage; and

(ii) for any direct loss or damage that exceeds two times the total value of the Contract;

(b) This limitation of liability shall not

(i) affect the Consultant’s liability, if any, for damage to Third Parties caused by the Consultant or any person or firm acting on behalf of the Consultant in carrying out the Services;

(ii) be construed as providing the Consultant with any limitation or exclusion from liability which is prohibited by the Applicable Law*.*

[Notes to the Procuring Entity and the Consultant:

Any suggestions made by the Consultant in the Proposal to introduce exclusions/limitations of the Consultant’s liability under the Contract should be carefully scrutinized by the Procuring Entity prior to accepting any changes to what was included in the issued RFP.

To be acceptable to the Procuring Entity, any limitation of the Consultant’s liability should at the very least be reasonably related to (a) the damage the Consultant might potentially cause to the Procuring Entity, and (b) the Consultant’s ability to pay compensation using its own assets and reasonably obtainable insurance coverage. The Consultant’s liability shall not be limited to less than a multiplier of the total payments to the Consultant under the Contract for remuneration and reimbursable expenses. A statement to the effect that the Consultant is liable only for the re-performance of faulty Services is not acceptable to the Procuring Entity. Also, the Consultant’s liability should never be limited for loss or damage caused by the Consultant’s gross negligence or willful misconduct.

The Procuring Entity does not accept a provision to the effect that the Procuring Entity shall indemnify and hold harmless the Consultant against Third Party claims, except, of course, if a claim is based on loss or damage caused by a default or wrongful act of the Procuring Entity to the extent permissible by the law applicable in Kenya.]

24.1

The insurance coverage against the risks shall be as follows:

(a) Professional liability insurance, with a minimum coverage of ______________________ [insert amount and currency which should be not less than the total ceiling amount of the Contract];

(b) employer’s liability and workers’ compensation insurance in respect of the experts and Sub-consultants in accordance with the relevant provisions of the Applicable Law in Kenya, as well as, with respect to such Experts, any such life, health, accident, travel or other insurance as may be appropriate; and

(c) insurance against loss of or damage to (i) equipment purchased in whole or in part with funds provided under this Contract, (ii) the Consultant’s property used in the performance of the Services, and (iii) any documents prepared by the Consultant in the performance of the Services.

27.2

[If there is to be no restriction on the future use of these documents by either Party, this Clause SCC 27.2 should be indicated as Not Applicable.

If the Parties wish to restrict such use, any of the following options, or any other option agreed to by the Parties, could be used:

[The Consultant shall not use these reports, documents and software for purposes unrelated to this Contract without the prior written approval of the Procuring Entity.

32.1

(a) through (f)

[List here any changes or additions to Clause GCC 32.1. If there are no such changes or additions, indicate Not Applicable.]

39.1 and 39.2

[The Procuring Entity, depending on the source of funds and tax exemptions already granted by the Government, shall decide whether the Consultant (i) should be exempted from local tax, or (ii) should be reimbursed by the Procuring Entity for any such tax they might have to pay (or that the Procuring Entity would pay such tax on behalf of the Consultant]

The Procuring Entity warrants that [choose one applicable option consistent with the ITC 16.3 and the outcome of the Contract’s negotiations (Form FIN-2]

If ITC16.3 indicates a tax exemption status, include the following: “the Consultant, the Sub-consultants and the Experts shall be exempt from”

If ITC16.3 does not indicate the exemption and, depending on whether the Procuring Entity shall pay the withholding tax or the Consultant has to pay, include the following:

“the Procuring Entity shall pay on behalf of the Consultant, the Sub-consultants and the Experts,” OR “the Procuring Entity shall reimburse the Consultant, the Sub-consultants and the Experts”]

any taxes, duties, fees, levies and other impositions imposed, under the applicable law in the Procuring Entity’s country, on the Consultant, the Sub-consultants and the Experts in respect of:

(a) any payments whatsoever made to the Consultant, Sub-consultants and the Experts (other than nationals or permanent residents of Kenya), in connection with the carrying out of the Services;

(b) any equipment, materials and supplies brought into Kenya by the Consultant or Sub-consultants for the purpose of carrying out the Services and which, after having been brought into such territories, will be subsequently withdrawn by them;

(c) any equipment imported for the purpose of carrying out the Services and paid for out of funds provided by the Procuring Entity and which is treated as property of the Procuring Entity;

(d) any property brought into Kenya by the Consultant, any Sub-consultants or the Experts (other than nationals or permanent residents of Kenya), or the eligible dependents of such experts for their personal use and which will subsequently be withdrawn by them upon their respective departure from the Procuring Entity’s country, provided that:

(i) the Consultant, Sub-consultants and experts shall follow the usual customs procedures of Kenya in importing property into Kenya; and

(ii) if the Consultant, Sub-consultants or Experts do not withdraw but dispose of any property in the Procuring Entity’s country upon which customs duties and taxes have been exempted, the Consultant, Sub-consultants or Experts, as the case may be, (a) shall bear such customs duties and taxes in conformity with the regulations of Kenya, or (b) shall reimburse them to the Procuring Entity if they were paid by the Procuring Entity at the time the property in question was brought into the Procuring Entity’s country.

40.2

Payment of installments shall be linked to the deliverables specified in the Terms of Reference in Appendix A]

The payment schedule:

Payment plan

Item in Scope

Deliverable

Percentage of Payment

Hydrogeological survey

Submission of Draft Hydrogeological Survey Reporting

Submission of draft Hydrogeological survey report

30%

Submission of final draft report after incorporation on feedback and issuance of the WRA drilling Permit

Submission of final report with WRA drilling permit

70%

Supervision

Supervision of Drilling Works

Site mobilization of the contractor to site, drilling rig setting out at the recommended VES and submission of daily report

10%

Submission of the Draft Drilling Report with all corresponding daily reports and records detailed above.

40%

Submission of final drilling supervision reports and abstraction permit

50%

40.2.1

[The advance payment could be in either the foreign currency, or the local currency, or both; select the correct wording in the Clause here below. The advance bank payment guarantee should be in the same currency(ies)]

The following provisions shall apply to the advance payment and the advance bank payment guarantee:

(1) An advance payment [of [insert amount] in foreign currency] [and of [insert amount] in Kenya Shillings] shall be made within [insert number] days after the receipt of an advance bank payment guarantee by the Procuring Entity. The advance payment will be set off by the Procuring Entity in equal portions against [list the payments against which the advance is offset].

(2) The advance bank payment guarantee shall be in the amount and in the currency of the currency (ies) of the advance payment.

(3) The bank guarantee will be released when the advance payment has been fully set off.

44.1

Disputes shall be settled by arbitration in accordance with the following provisions:

1. Selection of Arbitrators. Each dispute submitted by a Party to arbitration shall be heard by a sole arbitrator or an arbitration panel composed of three (3) arbitrators, in accordance with the following provisions:

(a) Where the Parties agree that the dispute concerns a technical matter, they may agree to appoint a sole arbitrator or, failing agreement on the identity of such sole arbitrator within thirty (30) days after receipt by the other Party of the proposal of a name for such an appointment by the Party who initiated the proceedings, either Party may apply to [name an appropriate international professional body, e.g., the Federation Internationale des Ingenieurs-Conseil (FIDIC) of Lausanne, Switzerland] for a list of not fewer than five (5) nominees and, on receipt of such list, the Parties shall alternately strike names therefrom, and the last remaining nominee on the list shall be the sole arbitrator for the matter in dispute. If the last remaining nominee has not been determined in this manner within sixty (60) days of the date of the list, [insert the name of the same professional body as above] shall appoint, upon the request of either Party and from such list or otherwise, a sole arbitrator for the matter in dispute.

(b) Where the Parties do not agree that the dispute concerns a technical matter, the Procuring Entity and the Consultant shall each appoint one (1) arbitrator, and these two arbitrators shall jointly appoint a third arbitrator, who shall chair the arbitration panel. If the arbitrators named by the Parties do not succeed in appointing a third arbitrator within thirty (30) days after the latter of the two (2) arbitrators named by the Parties has been appointed, the third arbitrator shall, at the request of either Party, be appointed by [name an appropriate international appointing authority, e.g., the Secretary General of the Permanent Court of Arbitration, The Hague; the Secretary General of the International Centre for Settlement of Investment Disputes, Washington, D.C.; the International Chamber of Commerce, Paris; etc.].

(c) If, in a dispute subject to paragraph (b) above, one Party fails to appoint its arbitrator within thirty (30) days after the other Party has appointed its arbitrator, the Party which has named an arbitrator may apply to the [name the same appointing authority as in said paragraph (b)] to appoint a sole arbitrator for the matter in dispute, and the arbitrator appointed pursuant to such application shall be the sole arbitrator for that dispute.

2. Rules of Procedure. Except as otherwise stated herein, arbitration proceedings shall be conducted in accordance with the rules of procedure for arbitration of the United Nations Commission on International Trade Law (UNCITRAL) as in force on the date of this Contract.

3. Substitute Arbitrators. If for any reason an arbitrator is unable to perform his/her function, a substitute shall be appointed in the same manner as the original arbitrator.

4. Nationality and Qualifications of Arbitrators. The sole arbitrator or the third arbitrator appointed pursuant to paragraphs 1(a) through 1(c) above shall be an internationally recognized legal or technical expert with extensive experience in relation to the matter in dispute and shall not be a national of the Consultant’s home country [If the Consultant consists of more than one entity, add: or of the home country of any of their members or Parties*]* or of the Government’s country. For the purposes of this Clause, “home country” means any of:

(a) the country of incorporation of the Consultant [If the Consultant consists of more than one entity, add: or of any of their members or Parties*]*; or

(b) the country in which the Consultant’s [or any of their members’ or Parties’] principal place of business is located; or

(d) the country of nationality of the Sub-consultants concerned, where the dispute involves a subcontract.

5. Miscellaneous. In any arbitration proceeding hereunder:

(a) proceedings shall, unless otherwise agreed by the Parties, be held in Kenya;

(b) the English language shall be the official language for all purposes; and

(c) the decision of the sole arbitrator or of a majority of the arbitrators (or of the third arbitrator if there is no such majority) shall be final and binding and shall be enforceable in any court of competent jurisdiction, and the Parties hereby waive any objections to or claims of immunity in respect of such enforcement.

SECTION 9: APPENDICES

Appendix A – Terms of Reference

[Note: This Appendix shall include the ﬁnal Terms of Reference (TORs) worked out by the Procuring Entity and the Consultant during the negotiations; dates for completion of various tasks; location of performance for different tasks; detailed reporting requirements and list of deliverables against which the payments to the Consultant will be made; Procuring Entity's input, including counterpart personnel assigned by the Procuring Entity to work on the Consultant's team; speciﬁc tasks or actions that require prior approval by the Procuring Entity.

Insert the text based on the Section 5 (Terms of Reference) of the ITC in the RFP and modiﬁed based on the Forms TECH-1 through TECH-5 of the Consultant's Proposal. Highlight the changes to Section 5 of the RFP]

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

Appendix B - Key Experts

[Insert a table based on Form TECH-6 of the Consultant's Technical Proposal and ﬁnalized at the Contract's negotiations. Attach the CVs (updated and signed by the respective Key Experts) demonstrating the qualiﬁcations of Key Experts.]

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

Appendix C – Breakdown of Contract Price

Insert the table with the unit rates to arrive at the breakdown of the lump-sum price. The table shall be based on [Form FIN-3andFIN-4] of the Consultant's Proposal and reﬂect any changes agreed at the Contract negotiations, if any. The footnote shall list such changes made to [Form FIN-3 and FIN-4] at the negotiations or state that none has been made.

Appendix D - Form of Advance Payment Guarantee

[Note: See Clause GCC 41.2.1 and SCC 41.2.1]

Bank Guarantee for Advance Payment [Bank's Name and Address of Issuing Branch or Ofﬁce] Beneﬁciary: [Name and Address of Procuring Entity]

Date:

ADVANCEPAYMENTGUARANTEE No.:

We have been informed that [name of Consultant or a name of the Joint Venture, same as appears on the signed Contract] (herein after called" the Consultant") has entered into Contract No. [reference number of the contract] dated with you, for the provision of [brief description of Services] (herein after called" the Contract").

Furthermore, we understand that, according to the conditions of the Contract, an advance payment in the sum of

[amount in ﬁgures] () [amount in words] is to be made against an advance payment guarantee.

At the request of the Consultant, we [name of bank] here by irrevocably undertake to pay you any sum or sums not exceeding in total an amount of [amount in ﬁgures] () *[amount in words]*1upon receipt by us of your ﬁrst demand in writing accompanied by a written statement stating that the Consultant are in b reach of their obligation under the Contract because the Consultant have used the advance payment for purposes other than toward providing the Services under the Contract.

It is a condition for any claim and payment under this guarantee to be made that the advance payment referred to above must have been received by the Consultant on their account number at [name and address of bank].

The maximum amount of this guarantee shall be progressively reduced by the amount of the advance payment repaid by the Consultant as indicated in copies of certiﬁed monthly statements which shall be presented to us. This guarantee shall expire, at the latest, upon our receipt of the monthly payment certiﬁcate indicating that the Consultant has made

Full repayment of the amount of the advance payment, or on the day of , 2 whichever is earlier.

Consequently, any demand for payment under this guarantee must be received by us at this ofﬁce on or before that date.

[Signature]

Note: All italicized text is for indicative purposes only to assist in preparing this form and shall be deleted from the ﬁnal product.

PREFACE

This Section includes a Time-Based Contract. It includes General Conditions of Contract (“GCC”) that shall not be modiﬁed, and Special Conditions of Contract (“SCC”). The SCC include clauses speciﬁc to each contract to supplement, but not over-write or otherwise contradict, the General Conditions of Contract.

Time-Based Contract. This type of contract is appropriate when it is difﬁcult to deﬁne or ﬁx the scope and the duration of the services, either because they are related to activities carried out by others for which the completion period may vary, or because the input of the consultants required for attaining the objectives of the assignment is difﬁcult to assess. In time-based contracts the Consultant provides services on a timed basis according to quality speciﬁcations, and Consultant's remuneration is determined on the basis of the time actually spent by the Consultant in carrying out the Services and is based on (i) agreed upon unit rates for the Consultant's experts multiplied by the actual time spent by the experts in executing the assignment, and (ii) reimbursable expenses using actual expenses and/or agreed unit prices. This type of contract requires the Procuring Entity to closely supervise the Consultant and to be involved in the daily execution of the assignment.

The template is designed for use in assignments with consulting ﬁrms and shall not be used for contracting of individual experts. In some consultancy assignments such as design and construction supervision, both Lump-Sum and Time- Based Contracts are used and signed with the Consultant. In that case, the Lump-Sum Contract would apply for the design part of the Services while the construction supervision part would be based on a Time-Based Contract. In such event; both types of contracts shall be signed at the same time.

In case a Time-Based Contract is not used, please delete the contract template for time-based contract before issuance of the RFP to Consultants.

SECTION 10: APPENDICES

Appendix A – Terms of Reference

[This Appendix shall include the ﬁnal Terms of Reference (TORs) worked out by the Procuring Entity and the Consultant during the negotiations; dates for completion of various tasks; location of performance for different tasks; detailed reporting requirements; Procuring Entity's input, including counterpart personnel assigned by the Procuring Entity to work on the Consultant' steam; speciﬁc tasks that require prior approval by the Procuring Entity.

Insert the text based on the Section 5 (Terms of Reference) of the ITC in the RFP and modiﬁed based on the Forms TECH-1 through TECH-5 in the Consultant's Proposal. Highlight the changes to Section 5 of the RFP]

If the Services consist of or include the supervision of civil works, the following action that require prior approval of the Procuring Entity shall be added to the Reporting Requirements” section of the TORs: Taking any action under a civil works contract designating the Consultant as Engineer”, for which action, pursuant to such civil works contract, the written approval of the Procuring Entity is required.

Appendix B - Key Experts

[Specify Hours of Work for Key Experts: List here the hours of work for Key Experts; travel time to/ from Kenya; entitlement, if any, to leave pay; public holidays in Kenya that may affect Consultant's work; etc. Make sure there is consistencywithFormTECH-6. In particular: one month equals twenty-two (22) working (billable) days. One working (billable) day shall be not less than eight (8) working (billable) hours.]

Appendix C – Remuneration Cost Estimates

Monthly rates for the Experts:

[Insert the table with the remuneration rates. The table shall be based on [Form FIN-3] of the Consultant's Proposal and reﬂect any changes agreed at the Contract negotiations, if any. The footnote shall list such changes made to [Form FIN-3] at the negotiations or state that none has been made.]

[When the Consultant has been selected under Quality-Based Selection method, or the Procuring Entity has requested the Consultant to clarify the breakdown of very high remuneration rates at the Contract's negotiations also add the following:

“The agreed remuneration rates shall be stated in the attached Form: Breakdown of Agreed Fixed Rates in Consultant's Contract. This form shall be prepared on the basis of Appendix A to Form FIN-3 of the RFP “Consultants' Representations regarding Costs and Charges” submitted by the Consultant to the Procuring Entity prior to the Contract's negotiations.

Should these representations be found by the Procuring Entity (either through inspections or audits pursuant to Clause GCC 25.2 or through other means) to be materially in complete or in accurate, the Procuring Entity shall be entitled to introduce appropriate modiﬁcations in the remuneration rates affected by such materially in complete or inaccurate representations. Any such modiﬁcation shall have retroactive effect and, in case remuneration has already been paid by the Procuring Entity before any such modiﬁcation,(i) the Procuring Entity shall been titled to offset any excess payment against the next monthly payment to the Consultants, or (ii) if there are no further payments to be made by the Procuring Entity to the Consultants, the Consultants shall reimburse to the Procuring Entity any excess payment with in thirty (30)days of receipt of a written claim of the Procuring Entity. Any such claim by the Procuring Entity for reimbursement must be made within twelve (12) calendar months after receipt by the Procuring Entity of a ﬁnal report and a ﬁnal statement approved by the Procuring Entity in accordance with Clause GCC45. 1(d) of this Contract.”

SECTION 11. NOTIFICATION FORMS

NOTIFICATION OF INTENTION TO AWARD

Procuring Entity: [insert the name of the Entity] Contract title: [insert the name of the contract] RFP No: [insert RF Preference number]

This Notiﬁcation of Intention to Award (Notiﬁcation) notiﬁes you of our decision to award the above contract. The transmission of this Notiﬁcation begins the Standstill Period. During the Standstill Period you may:

Request a debrieﬁng in relation to the evaluation of your Proposal, and/or

Submit a Procurement-relatedComplaintinrelationtothedecisiontoawardthecontract.

The successful Consultant

Name:

[insert name of successful Consultant]

Address:

[insert address of the successful Consultant]

Contract price:

[insert contract price of the successful Consultant]

i) Short listed Consultants

[INSTRUCTIONS: insert names of allshort-listedConsultantsandindicatewhichConsultantssubmittedProposals. Where the selection method requires it, state the price offered by each Consultant as readout, and as evaluated. Include overalltechnicalscoresandscoresassignedforeachcriterionandsub-criterion.]

Submitted Proposal

Overall technical score

Financial Proposal Price

Evaluated Financial Proposal Price

(If applicable)

Combined Score and ranking (if applicable)

[insert name]

[yes/no]

Criterion (i): [insert score]

Criterion (ii): [insert score]

Criterion (iii): [insert score]

Sub-criterion a:

1: [insert score]

2: [insert score]

3: [insert score]

Sub-criterion b:

1: [insert score]

2: [insert score]

3: [insert score]

Sub-criterion c:

………etc.

Criterion (iv): [insert score]

Criterion (v): [insert score]

Total score: [insert score]

[Proposal price]

[evaluated price]

Combined Score:

[combined score]

Ranking:

[ranking]

[insert name]

[yes/no]

Criterion (i): [insert score]

Criterion (ii): [insert score]

Criterion (iii): [insert score]

Sub-criterion a:

1: [insert score]

2: [insert score]

3: [insert score]

Sub-criterion b:

1: [insert score]

2: [insert score]

3: [insert score]

Sub-criterion c:

……..etc.

Criterion (iv): [insert score]

Criterion (v): [insert score]

Total score: [insert score]

[Proposal price]

[evaluated price]

Combined Score:

[combined score]

Ranking:

[ranking]

[insert name]

[yes/no]

Criterion (i): [insert score]

Criterion (ii): [insert score]

Criterion (iii): [insert score]

Sub-criterion a:

1: [insert score]

2: [insert score]

3: [insert score]

Sub-criterion b:

1: [insert score]

2: [insert score]

3: [insert score]

Sub-criterion c:

……etc.

Criterion (iv): [insert score]

Criterion (v): [insert score]

Total score: [insert score]

[Proposal price]

[evaluated price]

Combined Score:

[combined score]

Ranking:

[ranking]

[insert name]

…..

….

…..

Reason/s why your Proposal was unsuccessful [Delete if the combined score already reveals the reason].

[INSTRUCTIONS; State the reason/s why this Consultant’s Proposal was unsuccessful. Do NOT include: (a) a point by point comparison with another Consultant’s Proposal or (b) information that is marked confidential by the Consultant in its Proposal.]

How to request a debrieﬁng [This applies only if your proposal was unsuccessful as stated under point (3) above].

DEADLINE: The deadline to request a debriefing expires at midnight on [insert date] (local time).

You may request a debriefing in relation to the results of the evaluation of your Proposal. If you decide to request a debriefing your written request must be made within five (5) Business Days of receipt of this Notification of Intention to Award.

Provide the contract name, reference number, name of the Consultant, contact details; and address the request for debriefing as follows:

Attention: [insert full name of person, if applicable]

Title/position: [insert title/position]

Agency: [insert name of Procuring Entity]

Email address: [insert email address]

Fax number: [insert fax number] delete if not used

If your request for a debriefing is received within the 5 Business Days deadline, we will provide the debriefing within five (5) Business Days of receipt of your request. If we are unable to provide the debriefing within this period, the Standstill Period shall be extended by five (5) Business Days after the date that the debriefing is provided. If this happens, we will notify you and confirm the date that the extended Standstill Period will end.

The debriefing may be in writing, by phone, video conference call or in person. We shall promptly advise you in writing how the debriefing will take place and confirm the date and time.

If the deadline to request a debriefing has expired, you may still request a debriefing. In this case, we will provide the debriefing as soon as practicable, and normally no later than fourteen (14) Business Days from the date of publication of the Contract Award Notice.

(iv) How to Make a Complaint

DEADLINE: The deadline for submitting a Procurement-related Complaint challenging the decision to award the contract expires on midnight, [insert date] (local time).

Provide the contract name, reference number, name of the Consultant, contact details; and address the Procurement-related Complaint as follows:

Attention: [insert full name of person, if applicable]

Title/position: [insert title/position]

Agency: [insert name of Procuring Entity]

Email address: [insert email address]

Fax number: [insert fax number] delete if not used

[At this point in the procurement process] [Upon receipt of this notification] you may submit a Procurement-related Complaint challenging the decision to award the contract. You do not need to have requested, or received, a debriefing before making this complaint. Your complaint must be submitted within the Standstill Period and received by us before the Standstill Period ends.

In summary, there are four essential requirements:

You must be an ‘interested party’. In this case, that means a Consultant who has submitted a Proposal in this selection process and is the recipient of a Notification of Intention to Award.

The complaint can only challenge the decision to award the contract.

You must submit the complaint within the deadline stated above.

You must include, in your complaint, all of the information required by the Procuring Entity.

(v) Standstill Period

DEADLINE: The Standstill Period is due to end at midnight on [insert date] (local time).

The Standstill Period lasts ---- (specify the number of business days as per Data Sheet 30.1) Business Days as specified in the Data Sheet after the date of transmission of this Notification of Intention to Award.

The Standstill Period may be extended. This may happen where we are unable to provide a debriefing within the five (5) Business Day deadline. If this happens, we will notify you of the extension.

If you have any questions regarding this Notiﬁcation, please do not hesitate to contact us.

On behalf of [insert the name of the Procuring Entity]: Signature: Name: Title/position: Telephone: Email:

REQUEST FOR REVIEW

FORM FOR REVIEW (r.203(1))

PUBLIC PROCUREMENT ADMINISTRATIVE REVIEW BOARD

APPLICATION NO……………. OF……….….20……...

BETWEEN

…………………………...………………………………. APPLICANT

AND

…………………………………RESPONDENT (Procuring Entity)

Request for review of the decision of the…………… (Name of the Procuring Entity of ……………dated the…day of ………….20……….in the matter of Tender No……….…of ………….20…. for .........(Tender description).

REQUEST FOR REVIEW

I/We……………………………, the above named Applicant(s), of address: Physical address……………. P. O. Box No…………. Tel. No……. Email ……………, hereby request the Public Procurement Administrative Review Board to review the whole/part of the above mentioned decision on the following grounds, namely:

By this memorandum, the Applicant requests the Board for an order/orders that:

SIGNED ………………. (Applicant) Dated on……………. day of ……………/…20……

___________________________________________________________________________

FOR OFFICIAL USE ONLY Lodged with the Secretary Public Procurement Administrative Review Board on…………day of ………....20….………

SIGNED

Board Secretary

LETTER OF AWARD

*[use letterhead paper of the Procuring Entity] [date]______*To: ________ [name and address of the winning Consultant] Subject: Notiﬁcation of Award Contract No...........

This is to notify you that your Proposal dated [insert date] for consulting services for [name of the assignment] as negotiated with you on for the contract amount of

[Insert amount in numbers and words and name of currency] is here by accepted by our agency.

You are requested to:(i) sign and return the draft negotiated Contract attached here with within eight (8) Business Days from the date of receipt of this notiﬁcation; and (ii) furnish the additional information on beneﬁcial ownership in accordance with the Data Sheet of ITC 32.1 within eight (8) days using the Beneﬁcial Ownership Disclosure Form, included in Section 7 of the Request of Proposals.

Authorized Signature: Name and Title of Signatory: Name of Agency:

Attachment: Draft Negotiated Contract

BENEFICIAL OWNERSHIP DISCLOSURE FORM

INSTRUCTIONS TO CONSULTANTS: DELETE THIS BOX ONCE YOU HAVE COMPLETED THE FORM

This Beneﬁcial Ownership Disclosure Form (“Form”) is to be completed by the successful Consultant. In case of joint venture, the Consultant must submit a separate Form for each member. The beneﬁcial ownership information to be submitted in this Form shall be current as of the date of its submission.

For the purposes of this Form, a Beneﬁcial Owner of a Consultant is any natural person who ultimately owns or controls the Consultant by meeting one or more of the following conditions:

Directly or indirectly holding 25% or more of the shares.

Directly or in directly holding 25% or more of the voting rights.

Directly or indirectly having the right to appoint a majority of the board of directors or equivalent governing body of the Consultant.

Request for Proposal Reference No.: [insert identiﬁcation no] Name of the Assignment: [insert name of the assignment] to: [insert complete name of Procuring Entity]

In response to your notiﬁcation of award dated [insert date of notiﬁcation of award] to furnish additional information on beneﬁcial ownership: [select one option as applicable and delete the options that are not applicable]

We here by provide the following beneﬁcial ownership information.

Details of beneﬁcial ownership

Identity of Beneficial Owner

Directly or indirectly holding 25% or more of the shares

(Yes / No)

Directly or indirectly holding 25 % or more of the Voting Rights

(Yes / No)

Directly or indirectly having the right to appoint a majority of the board of the directors or an equivalent governing body of the Consultant

(Yes / No)

[include full name (last, middle, first), nationality, country of residence]

We declare that there is no Beneﬁcial Owner meeting one or more of the following conditions: directly or indirectly holding 25% or more of the shares. Directly or indirectly holding 25% or more of the voting rights. Directly or indirectly having the right to appoint a majority of the board of directors or equivalent governing body of the Consultant.

We declare that we are unable to identify any Beneﬁcial Owner meeting one or more of the following conditions. [If this option is selected, the Consultant shall provide explanation on why it is unable to identify any Beneﬁcial Owner]

Directly or indirectly holding 25% or more of the shares. Directly or indirectly holding25% or more of the voting rights.

Directly or indirectly having the right to appoint a majority of the board of directors or equivalent governing body of the Consultant]”

Name of the Consultant: .......................*[insert complete name of the Consultant]

NameofthepersondulyauthorizedtosigntheProposalonbehalfoftheConsultant: ** [insert complete name of person duly authorized to sign the Proposal]

Title of the person signing the Proposal: ....................... [insert complete title of the person signing the Proposal]

Signature of the person named above: ....................... [insert signature of person whose name and capacity are shown above]

Date signed ....................... [insert date of signing] day of....................... [Insert month], [insert year]

Water Sector Trust Fund

REQUEST FOR PROPOSALS FOR HYDROGEOLOGICAL SURVEY AND

DRILLING SUPERVISION

FOR

GAFARSA COMMUNITY BOREHOLE

GALBA WARD, GALBA TULLA SUB COUNTY(RE-TENDER)

ISIOLO COUNTY

Document Release Date : 14th August 2023

Last Date for Receipt of proposals : 30th August 2023

Time : 11.00Hrs

Tender Number :PRF11992(Re-tender)

Submission Method : Hard Copy

Tender Opening Venue and Time :KRCS Headquarters at 1200 Hours

KENYA RED CROSS SOCIETY

SOUTH C, RED CROSS ROAD, OFF POPO ROAD

P.O. BOX 40712– 00100

NAIROBI

August, 2023

TABLE OF CONTENTS

Contents

TABLE OF CONTENTS. 2

SECTION 1 (A) - REQUEST FOR PROPOSAL (RFP) 3

SECTION 2. INSTRUCTIONS TO CONSULTANTS AND DATA SHEET.. 4

SECTION 2 (B). DATA SHEET.. 20

SECTION 3. TECHNICAL PROPOSAL – STANDARD FORMS. 25

FORM TECH - 8: SELF-DECLARATIONFORMS. 44

FORM SD2. 45

DECLARATION AND COMMITMENT TO THE CODE OF ETHICS. 46

FORM TECH - 9: TENDER-SECURING DECLARATION FORM r 46 and 155(2). 47

SECTION 4. FINANCIAL PROPOSAL - STANDARD FORMS. 48

FORM FIN-1: FINANCIAL PROPOSAL SUBMISSION FORM... 49

FORM FIN-2: SUMMARY OF COSTS. 51

FORM FIN-3A: BREAKDOWN OF REMUNERATION.. 52

FORM FIN-4 BREAKDOWN OF REIMBURSABLE.. 53

SECTION 5. TERMS OF REFERENCE.. 54

2. Invitation for Proposals. 54

2.1 Location. 54

3. Project Goal 54

3.1 Objectives and Scope of the assignment 54

Objectives. 54

Scope of the assignment 54

4 Outputs of the Consultancy: 55

Acceptance of borehole. 56

7.1. Reporting. 56

7.2. Language. 56

SECTION 6. CONDITIONS OF CONTRACT AND CONTRACT FORMS. 69

CONTRACT FOR CONSULTANT'S SERVICES. 70

I. FORM OF CONTRACT - LUMP-SUM... 71

SECTION 7: GENERAL CONDITIONS OF CONTRACT.. 73

SECTION 8: SPECIAL CONDITIONS OF CONTRACT.. 69

SECTION 9: APPENDICES. 75

Appendix D - Form of Advance Payment Guarantee. 76

PREFACE.. 77

SECTION 10: APPENDICES. 78

SECTION 11. NOTIFICATION FORMS. 79

i) Short listed Consultants. 80

4. BENEFICIAL OWNERSHIP DISCLOSURE FORM... 85

SECTION 1 (A) - REQUEST FOR PROPOSAL (RFP)

Date: 14th August 2023

Reference No.:PRF11992

Name of Assignment: REQUEST FOR HYDROGEOLOGICAL SURVEY AND

DRILLING SUPERVISION FOR GAFARSA COMMUNITY BOREHOLE

TO: Eligible Tenderers

Dear Messrs.

The Kenya Red Cross Society has set aside funds in its budget or has received ﬁnancing toward the cost of the subject consulting services.

The Procuring Entity now invites proposals to provide the following consulting services (here in after called “the services”) selection of consultants for development of water fund’s public private partnership & collaboration framework. More details on the Services are provided in Section 8 Terms of Reference.

This Request for Proposals (RFP) has been addressed to the following Consulting Firms: Open to all eligible tenderers

If a Consultant is a Joint Venture (JV), the full name of the JV shall be used and all members, starting with the name of the lead member. Where sub-consultants have been proposed, they shall be named. The maximum number of JV members shall be speciﬁed in the DS.

It is not permissible to transfer this RFP to any other ﬁrm.

A ﬁrm will be selected under Quality Cost Based Selection method and in a format as described in this RFP, in accordance with the Public Procurement and Asset Disposal Act 2015, a copy of which is found at the following website: www.ppra.go.ke.

The: Section 1: Letter of Request for Proposals

Section2: Instructions to Consultants and Data Sheet Section 3: Technical Proposal Standard Forms Section 4: Financial Proposal Standard Forms Section 5: Terms of Reference

Section 6: Standard Forms of Contract ([Select: Time-Based or Lump-Sum])

1. Please inform us in writing at the address below or by E-mail: tenders@redcross.or.ke. That you have received this Request for Proposals; and
2. Whether you intend to submit a proposal alone or intend to enhance your experience by requesting permission to associate with other ﬁrm(s) (if permissible under Section 2, Instructions to Consultants (ITC), Data Sheet14.1.1).

Details on the proposal's submission date, time and address are provided in the ITC 17.7and ITC 17.9 of the Data Sheet.

Yours sincerely,

Secretary general

Kenya red cross society

P.o box 40712 -00100, Nairobi

SECTION 2. INSTRUCTIONS TO CONSULTANTS AND DATA SHEET

Section 2(a). Instructions to Consultants (ITC)

GENERALPROVISIONS
1. Meanings/Deﬁnitions
  1. “Afﬁliate(s)” means an individual or an entity that directly or indirectly controls, is controlled by, or is under common control with the Consultant.
  2. “Applicable Law” means the laws and any other instruments having the force of law in Kenya.
  3. “Procuring Entity” means the entity that is carrying out the consultant selection process and signs the Contract for the Services with the selected Consultant.
  4. “Consultant” means a legally-established professional consulting ﬁrm or an entity that may provide or provides the Services to the Procuring Entity under the Contract.
  5. “Contract” means a legally binding written agreement signed between the Procuring Entity and the Consultant and includes all the attached documents listed in its Clause 1 (the General Conditions of Contract (GCC), the Special Conditions of Contract (SCC), and the Appendices).
  6. “Data Sheet” means an integral part of the Instructions to Consultants (ITC) Section2thatisusedtoreﬂect speciﬁc assignment conditions to supplement, but not to over-write, the provisions of the ITC.
  7. “Day” means a calendar day unless otherwise speciﬁed as "Business Day". A Business Day is any day that is an ofﬁcial working day in Kenya and excludes ofﬁcial public holidays.
  8. “Experts” means, collectively, Key Experts, Non-Key Experts, or any other personnel of the Consultant, Sub-consultant or Joint Venture member(s).
  9. “Government” means the Government of the Republic of Kenya.
  10. “In writing “means communicated in written form such as by mail, e-mail, fax, including, if speciﬁed in the Data Sheet, distributed or received through the electronic-procurement system used by the Procuring Entity with proof of receipt.
  11. “Joint Venture (JV)” means an association with or without a legal personality distinct from that of its members, of more than one Consultant where one member has the authority to conduct all business for and on behalf of any and all the members of the JV, and where the members of the JV are jointly and severally liable to the Procuring Entity for the performance of the Contract.
  12. “Key Expert(s)” means an individual professional whose skills, qualiﬁcations, knowledge and experience are critical to the performance of the Services under the Contract and whose CV is considered in the technical evaluation of the Consultant's proposal.
  13. “ITC” (this Section2 of the RFP) means the Instructions to Consultants that provides the Consultants with all information needed to prepare their Proposals.
  14. “Letter of RFP” means the letter of invitation being sent by the Procuring Entity to the Consultants.
  15. “Non-Key Expert(s)” means an individual professional provided by the Consultant or its Sub-consultant andwhoisassignedtoperformtheServicesoranypartthereofundertheContractandwhoseCVsarenot evaluated individually.
  16. “Proposal” means the Technical Proposal and the Financial Proposal of the Consultant.
  17. “Public Procurement Regulatory Authority (PPRA)” means the statutory authority of the Government of Kenya that mandated with the role of regulating and monitoring compliance with the public procurement law and regulations.
  18. “RFP” means the Request for Proposals to be prepared by the Procuring Entity for the selection of Consultants.
  19. “Services” means the work to be performed by the Consultant pursuant to the Contract.
  20. “Sub-consultant” means an entity to whom the Consultant intends to subcontract any part of the Services while the Consultant remains responsible to the Procuring Entity during the whole performance of the Contract.

1. Introduction

1. The Procuring Entity named in the Data Sheet intends to select a Consultant from those listed in the Request for Proposals (RFP), in accordance with the method of selection speciﬁed in the Data Sheet.
2. The Consultant are invited to submit a Technical Proposal and a Financial Proposal, for consulting services required for the assignment named in the Data Sheet. The Proposal will be the basis for negotiating and ultimately signing the Contract with the selected Consultant.
3. The Consultants should familiarize themselves with the local conditions and take them into account in preparing their Proposals, including attending a pre-proposal conference if one is speciﬁed in the Data Sheet. Attending any such pre-proposal conference is optional and is at the Consultants' expense.
4. The Procuring Entity will timely provide, at no cost to the Consultants, the inputs, relevant project data, and reports required for the preparation of the Consultant's Proposal as speciﬁed in the Data Sheet.

1. Conﬂict of Interest

1. The Consultant is required to provide professional, objective, and impartial advice, always holding the Procuring Entity's interest's paramount, strictly avoiding conﬂicts with other assignments or its own corporate interests and acting without any consideration for future work.
2. The Consultant has an obligation to disclose to the Procuring Entity any situation of actual or potential conﬂict that impacts its capacity to serve the best interest of the Procuring Entity. Failure to disclose such situations may lead to the disqualiﬁcation of the Consultant or the termination of its Contract.
3. Without limitation on the generality of the foregoing, and unless stated otherwise in the Data Sheet, the Consultants hall not be hired under the circumstances set forth below:
  1. Conﬂicting Activities

1. 1. Conﬂicting Assignments

(iii) Conﬂicting Relationships

iv) Others

Any other types of conﬂicting relationships as indicated in the Data Sheet.

1. Unfair Competitive Advantage

1. Fairness and transparency in the selection process require that the Consultants or their Afﬁliates competing for a speciﬁc assignment do not derive a competitive advantage from having provided consulting services related to the assignment in question. To that end, the Procuring Entity shall indicate in the Data Sheet and make available to all Consultants together with this RFP all information that would in that respect give such Consultant any unfair competitive advantage over competing Consultants.

1. Corrupt and Fraudulent Practices

1. Consultant ﬁrms or any of its members shall not be involved in corrupt, coercive, obstructive, collusive or fraudulent practice. Consultant ﬁrms or any of its members that are proven to have been involved in any of these practices shall be automatically disqualiﬁed and would not be awarded a contract.

5.2 Collusive practices

1. The Procuring Entity requires compliance with the provisions of the Competition Act 2010, regarding collusive practices in contracting. Any Consultant found to have engaged in collusive conduct shall be disqualiﬁed and criminal and/or civil sanctions may be imposed. To this effect, Consultants shall be required to complete and sign the “Certiﬁcate of Independent Proposal Determination” annexed to the Proposal Form.
2. In further pursuance of this policy, Consultants shall permit and shall cause their agents (where declared or not), subcontractors, sub-consultants, service providers, suppliers, and their personnel, to permit the Government and its agencies to inspect all accounts, records and other documents relating to any short-listing process, Proposal submission, and contract performance (in the case of award), and to have them audited by auditors, investigators or compliance ofﬁcers.

1. Eligibility

1. In selection of Consultants, short-listing shall be composed of ﬁrms or individuals who belong to the same line of professional business and who are almost of the same capability.
2. Unless otherwise speciﬁed in the Data Sheet, the Procuring Entity permits Consultants including proposed experts, joint ventures and individual members from all countries and categories to offer consulting services. The maximum number of members so far JV shall be speciﬁed in the TDS.
3. The Competition Act of Kenya requires that ﬁrms wishing to tender as Joint Venture undertakings which may prevent, distort or lessen competition in provision of services are prohibited unless they are exempt in accordance with the provisions of Section 25 of the Competition Act, 2010. JVs will be required to seek for exemption from the Competition Authority. Exemption shall not be a condition for submission of proposals, but it shall be a condition of contract award and signature. AJV tenderer shall be given opportunity to seek such exemption as a condition of award and signature of contract. Application for exemption from the Competition Authority of Kenya may be accessed from the websitewww.cak.go.ke
4. Public Ofﬁcers of the Procuring Entity, their Spouses, Child, Parent, Brothers or Sister. Child, Parent, Brother or Sister of a Spouse, their business associates or agents and ﬁrms/organizations in which they have a substantial or controlling interest shall not be eligible to tender or be awarded a contract. Public Ofﬁcers are also not allowed to participate in any procurement proceedings.
5. It is the Consultant's responsibility to ensure that it’s Experts, joint venture members, Sub-consultants, agents (declared or not), sub-contractors, service providers, suppliers and/or their employees meet the eligibility requirements.
6. As an exception to the foregoing ITC 6.1 and 6.2 above:
  1. Sanctions-A ﬁrm or an individual that has been debarred from participating in public procurement shall be ineligible to be awarded a contract, or to beneﬁt from the contract, ﬁnancially or otherwise, during the debarment period. The list of debarred ﬁrms and individuals is available from the website of PPRA www.ppra.go.ke.
  2. Prohibitions-Firms and individuals of a country or goods in a country maybe ineligible if:
    1. As a matter of law or ofﬁcial regulations, Kenya prohibits commercial relations with that country; or
    2. By an act of compliance with a decision of the United Nations Security Council taken under Chapter VII of the Charter of the United Nations, Kenya prohibits any import of goods or services from that country or any payments to any country, person, or entity in that country.
  3. Restrictions for Government-ownedEnterprises-Government-ownedenterprisesorinstitutionsinKenya shall be eligible only if they can establish that they
    1. Are legally and ﬁnancially autonomous,
    2. Operate under commercial law, and
    3. That they are not dependent agencies of the Procuring Entity.
  4. Restrictions for public employees - Government ofﬁcials and civil servants and employees of public institutions shall not be hired for consulting contracts.
7. Margin of Preference and Reservations-no margin of preference shall be allowed in the selection of consultants. Reservations may however be allowed to a speciﬁc group of businesses (these groups are Small and Medium Enterprises, Women Enterprises, Youth Enterprises and Enterprises of persons living with disability, as the case may be), and who are appropriately registered as such by the authority to be speciﬁed in the Data Sheets. A procuring entity shall ensure that the invitation to submit proposals speciﬁcally includes only businesses or ﬁrms belonging to one group.

Preparation of Proposals

General Considerations
1. In preparing the Proposal, the Consultant is expected to examine the RFP in detail. Material deﬁciencies in providing the information requested in the RFP may result in rejection of the Proposal.

Cost of Preparation of Proposal
1. The Consultant shall bear all costs associated with the preparation and submission of its Proposal, and the Procuring Entity shall not be responsible or liable for those costs, regardless of the conduct or outcome of the selection process. The Procuring Entity is not bound to accept any proposal and reserves the right to annul the selection process at any time prior to Contract award, without there by incurring any liability to the Consultant.

Language
1. The Proposal, as well as all correspondence and documents relating to the Proposal exchanged between the Consultant and the Procuring Entity shall be written in the English language.

Documents Comprising the Proposal
1. The Proposal shall comprise the documents and forms listed in the Data Sheet.
2. The Consultant shall declare in the Financial Proposal Submission Form, that in competing for and executing a contract, it shall undertake to observe the laws of Kenya against fraud and corruption including bribery, as well as against anti-competitive practices including bid rigging.
3. The Consultant shall furnish information on commissions, gratuities and fees, if any, paid or to be paid to agents or any other party relating to this Proposal and, if awarded, Contract execution, as requested in the Financial Proposal Submission Form.

Only One Proposal
1. The Consultant (including the individual members of any Joint Venture) shall submit only one Proposal, either in its own name or as part of a Joint Venture in another Proposal. If a Consultant, including any Joint Venture member, submits s or participates in more than one proposal, all such proposals shall be disqualiﬁed and rejected. This does not, however, preclude Sub-consultant, or the Consultant's staff from participating as Key Experts and Non-Key Experts in more than one Proposal when circumstances justify and if stated in the Data Sheet.
2. Members of a joint venture may not also make an individual Proposal, be a subcontractor in a separate proposal or be part of another joint venture for the purposes of the same Contract.
3. Should a Joint Venture subsequently win the Contract, it shall consider whether an application for exemption from the Competition Authority of Kenya is merited pursuant to Section 25 of the Competition Act 2010.

Proposal Validity

a. Proposal Validity Period

1. The Data Sheet indicates the period during which the Consultant's Proposal must remain valid after the Proposal submission deadline.
2. During this period, the Consultant shall maintain its original Proposal without any change, including the availability of the Key Experts, the proposed rates and the total price.
3. If it is established that any Key Expert nominated in the Consultant's Proposal was not available at the time of Proposal submission or was included in the Proposal without his/her conﬁrmation, such Proposal shall be disqualiﬁed and rejected for further evaluation and may be subject to sanctions in accordance with IT C5.

b. Extension of Validity Period

1. The Procuring Entity will make its best effort to complete the negotiations within the proposal's validity period. However, should the need arise, the Procuring Entity may request, in writing, all Consultants who submitted Proposals prior to the submission deadline to extend the Proposals' validity.
2. If the Consultant agrees to extend the validity of its Proposal, it shall be done without any change in the original Proposal and with the conﬁrmation of the availability of the Key Experts, except asprovidedinITC12.7.
3. The Consultant has the right to refuse to extend the validity of its Proposal in which case such Proposal will not be further evaluated.

b. Substitution of Key Experts at Validity Extension

1. If any of the Key Experts become unavailable for the extended validity period, the Consultant shall provide a written adequate justiﬁcation and evidence satisfactory to the Procuring Entity together with the substitution request. In such case, a replacement Key Expert shall have equal or better qualiﬁcations and experience than those of the originally proposed Key Expert. The technical evaluations core, however, will remain to be based on the evaluation of the CV of the original Key Expert.
2. If the Consultant fails to provide a substitute Key Expert with equal or better qualiﬁcations, or if the provided reasons for the replacement or justiﬁcation are unacceptable to the Procuring Entity, such Proposal will be rejected.

c. Sub-Contracting

1. The Consultant shall not subcontract the whole or part of the Services without reasonable justiﬁcation and written approval of the Procuring Entity.

Clariﬁcation and Amendment of RFP
1. The Consultant may request a clariﬁcation of any part of the RFP during the period indicated in the Data Sheet before the Proposals' submission deadline. Any request for clariﬁcation must be sent in writing, or by standard electronic means, to the Procuring Entity's address indicated in the Data Sheet. The Procuring Entity will respond in writing, or by standard electronic means, and will send written copies of the response (including an explanation of the query but without identifying its source) to all Consultants. Should the Procuring Entity deem it necessary to amend the RFP as a result of a clariﬁcation, it shall do so following the procedure described below:
2. At any time before the proposal submission deadline, the Procuring Entity may amend the RFP by issuing an amendment in writing or by standard electronic means. The amendment shall be sent to all invited Consultants and will be binding on them. The Consultants shall acknowledge receipt fall amendments in writing.
3. If the amendment is substantial, the Procuring Entity may extend the proposal submission deadline to give the Consultants reasonable time to take an amendment in to account in their Proposals.
4. The Consultant may submit a modiﬁed Proposal or a modiﬁcation to any part of it at any time prior to the proposal submission deadline. No modiﬁcations to the Technical or Financial Proposal shall be accepted after the deadline.

Preparation of Proposals–Speciﬁc Considerations
1. While preparing the Proposal, the Consultant must give particular attention to the following:
  1. If a Consultant considers that it may enhance its expertise for the assignment by associating with other consultants in the form of a Joint Venture or as Sub-consultants, it may do solon gas only one Proposal is submitted, in accordance with ITC 11. Above. A Consultant cannot associate with shortlisted Consultant(s). When associating with non-shortlisted/non-invited ﬁrms in the form of a joint venture or a sub-consultancy, the shortlisted/invited Consultant shall be a lead member. If shortlisted/invited Consultant associates with each other, any of them can be a lead member.
  2. The Procuring Entity may indicate in the Data Sheet the estimated amount or Key Experts' time input (expressed in person-month), or the Procuring Entity's estimated total cost of the assignment, but not both. This estimate is indicative and the Proposal shall be based on the Consultant's own estimates for the same. This clause shall not apply when using Fixed Budget selection method.
  3. For assignments under the Fixed-Budget selection method, the estimated Key Experts' time input shall not be disclosed. Total available budget, with an indication whether it is inclusive or exclusive of taxes, is given in the Data Sheet, and the Financial Proposal shall not exceed this budget.

Technical Proposal Format and Content
1. The Technical Proposal shall be prepared using the Standard Forms provided in Section 3 of the RFP and shall comprise the documents listed in the Data Sheet under ITC 10.1. The Technical Proposal shall not include any ﬁnancial information. A Technical Proposal containing material ﬁnancial information shall be declared non- responsive.
2. Consultant shall not propose alternative Key Experts. Only one CV shall be submitted for each Key Expert position. Failure to comply with this requirement will make the Proposal non-responsive.

Financial Proposal
1. The Financial Proposal shall be prepared using the Standard Forms provided in Section 4 of the RFP. It shall list all costs associated with the assignment, including (a) remuneration for Key Experts and Non-Key Experts, (b) reimbursable expenses indicated in the Data Sheet. Irrespective of the consultant selection method, any Consultant that does not submit itemized and priced ﬁnancial proposal, or merely refers the Procuring Entity to other legal instruments for the applicable minimum remuneration fees shall be considered non-responsive.

Price Adjustment
1. For assignments with a duration exceeding 18 months, a price adjustment provision for foreign and/or local inﬂation for remuneration rates apply if so, stated in the Data Sheet.

b. Taxes

1. The Consultant and its Sub-consultants and Experts are responsible for meeting all tax liabilities arising out of the Contract unless stated otherwise in the Data Sheet. Information on taxes in Kenya is provided in the Data Sheet.

c. Currency of Proposal

1. The Consultant may express the price for its Services in the currency or currencies as stated in the Data Sheet. If indicated in the Data Sheet, the portion of the price representing local cost shall be stated in Kenya Shillings.

d. Currency of Payment

1. Payment under the Contract shall be made in the currency or currencies in which the payment is requested in the Proposal.

C. SUBMISSION, OPENING AND EVALUATION

Submission, Sealing, and Marking of Proposals
1. The Consultant shall submit a signed and complete Proposal comprising the documents and forms in accordance with ITC 10 (Documents Comprising Proposal). Consultants shall mark as “CONFIDENTIAL” information in their Proposals which is conﬁdential to their business. This may include proprietary information, trade secrets or commercial or ﬁnancially sensitive information. The submission can be done by mail or by hand. If speciﬁed in the Data Sheet, the Consultant has the option of submitting its Proposals electronically.
2. An authorized representative of the Consultant shall sign the original submission letters in the required format for both the Technical Proposal and the Financial Proposals and shall initial all pages of both. The authorization shall be in the form of a written power of attorney attached to the Technical Proposal.
3. A Proposal submitted by a Joint Venture shall be signed by all members so as to be legally binding on all members, or by an authorized representative who has a written power of attorney signed by each member's authorized representative.
4. Any modiﬁcations, revisions, interlineations, erasures, or overwriting shall be valid only if they are signed or initialed by the person signing the Proposal.
5. The signed Proposal shall be marked “ORIGINAL”, and its copies marked “COPY” as appropriate. The number of copies is indicated in the Data Sheet. All copies shall be made from the signed original. If there are discrepancies between the original and the copies, the original shall prevail.

Sealing and Marking of Proposals
1. The ﬁrm shall deliver the Proposals in a single sealed envelope, or in a single sealed package, or in a single sealed container bearing the name and Reference number of the assignment, addressed to the Procuring Entity and a warning “DO NOT OPEN BEFORE 5th April 2023, 12.00 noon (The time and date for proposal opening date”. Within the single envelope, package or container, the Firm shall place the following separate, sealed envelopes:
2. In the single sealed envelope, or in a single sealed package, or in a single sealed container the following documents shall be closed and shall be addressed as follows:

in an envelope or package or container marked “ORIGINAL”, all documents comprising the Technical Proposal, as described in ITC11;

in an envelope or package or container marked “COPIES”, all required copies of the Technical Proposal;

in an envelope or package or container marked “ORIGINAL”, all required copies of the Financial Proposal; and
1. The inner envelopes or packages or containers shall:

Bear the name and address of the Procuring Entity.

Bear the name and address of the Firm; and

Bear the name and Reference number of the Assignment.
1. If an envelope or package or container is not sealed and marked as required, the Procuring Entity will assume no responsibility for the misplacement or premature opening of the proposal. Proposals that are misplaced or opened prematurely will not be accepted.
2. The Proposal or its modiﬁcations must be sent to the address indicated in the Data Sheet and received by the Procuring Entity no later than the deadline indicated in the Data Sheet, or any extension to this deadline. Any Proposal or its modiﬁcation received by the Procuring Entity after the deadline shall be declared late and rejected, and promptly returned unopened.

Conﬁdentiality/Canvassing
1. From the time the Proposals are opened to the time the Contract is awarded, the Consultant should not contact the Procuring Entity on any matter related to its Technical and/or Financial Proposal. Information relating to the evaluation of Proposals and award recommendations shall not be disclosed to the Consultants who submitted the Proposals or to any other party not ofﬁcially concerned with the process, until the publication of the Contract award information.
2. Any attempt by Consultants or any one on behalf of the Consultant to inﬂuence improperly the Procuring Entity in the evaluation of the Proposals or Contract award decisions may result in the rejection of its Proposal and may be subject to the application of prevailing PPRA's debarment procedures.
3. Notwithstanding the above provisions, from the time of the Proposals' opening to the time of Contract award publication, if a Consultant wishes to contact the Procuring Entity on any matter related to the selection process, it should do so only in writing.

Opening of Technical Proposals
1. The Procuring Entity's opening committee shall conduct the opening of the Technical Proposals in the presence of the Consultants' authorized representatives who choose to attend (in person, or online if this option is offered in the Data Sheet). The opening date, time and the address are stated in the Data Sheet. The envelopes with the Financial Proposal shall remain sealed and shall be securely stored by the Procuring Entity or with a reputable public auditor or independent authority until they are opened in accordance with ITC 22.
2. At the opening of the Technical Proposals the following shall be read out: (i) the name and the country of the Consultant or, in case of a Joint Venture, the name of the Joint Venture, the name of the lead member and the names and the countries of all members; (ii) the presence or absence of a duly sealed envelope with the Financial Proposal; (iii) any modiﬁcations to the Proposal submitted prior to proposal submission deadline; and (iv) any other information deemed appropriate or as indicated in the Data Sheet.

Proposals Evaluation
1. Subject to provision of ITC 15.1, the valuators of the Technical Proposals shall have no access to the Financial Proposals until the technical evaluation is concluded and after the Procuring Entity notiﬁes all the Consultants in accordance with ITC 22.1.
2. The Consultant is not permitted to alter or modify its Proposal in anyway after the proposal submission deadline except as permitted under ITC12.7. While evaluating the Proposals, the Evaluation Committee will conduct the evaluation solely on the basis of the submitted Technical and Financial Proposals.

Evaluation of Technical Proposals
1. The Procuring Entity's evaluation committee shall evaluate the Technical Proposals that have passed the eligibility and mandatory criteria, on the basis of their responsiveness to the Terms of Reference and the RFP. The eligibility and mandatory criteria shall include the following and any other that may include in the Data sheet.

Firm has submitted the required number of copies of the Technical Proposals.

Firm has submitted a sealed ﬁnancial proposal.

The Proposal is valid for the required number of days.

The Technical Proposal is signed by the person with power of attorney, without material deviation, reservation, or omission.

The Technical Proposal is complete with all the forms and required documentary evidence submitted.

A valid tax compliance certiﬁcate or tax exemption certiﬁcate issued by the Kenya Revenue Authority in accordance with ITT 3.14 for Kenyan ﬁrms.

Key Experts are from eligible countries.

Key Experts do not appear in more than one proposal, if so required.

A short-listed ﬁrm has not participated in more than one proposal, if so required.

The Consultant is not insolvent, in receivership, bankrupt or in the process of being wound up.

The Consultant, its sub-consultants and experts have not engaged in or been convicted of corrupt or fraudulent practices.

The Consultant is neither precluded from entering into a Contract nor debarred by PPRA.

The ﬁrm has not proposed employing public ofﬁcials, civil servants and employees of public institutions.

The Consultant, its sub-consultants and experts have no conﬂicts of interest.
1. Each responsive Proposal will be given a technical score. A Proposal shall be rejected at this stage if it does not respond to important aspects of the RFP or if it fails to achieve the minimum technical score indicated in the Data Sheet.

Public Opening of Financial Proposals
1. Unsuccessful Proposals

1. Financial Proposals for QBS, CQS and SSS

1. Financial Proposals for QCBS, FBS, LCS

1. Opening of Financial Proposals

The Consultant's attendance at the opening of the Financial Proposals (in person, or online if such option is indicated in the Data Sheet) is optional and is at the Consultant's choice.

Correction of Errors
1. Activities and items described in the Technical Proposal but not priced in the Financial Proposal, shall be assumed to be included in the prices of other activities or items, and no corrections are made to the Financial Proposal.
2. Time-Based Contracts-If a Time-Based contract form is included in the RFP, in case of discrepancy between (i) a partial amount(sub-total) and the total amount, or (ii)between the amount derived by multiplication of unit price with quantity and the total price, or (iii) between ﬁgures and words, the later will prevail. In case of discrepancy between the Technical and Financial Proposals in indicating quantities of input, the Technical Proposal prevails and the Procuring Entity's evaluation committee shall correct the quantiﬁcation indicated in the Financial Proposal so as to make it consistent with that indicated in the Technical Proposal, apply the relevant unit price included in the Financial Proposal to the corrected quantity, and correct the total Proposal cost.
3. Lump-Sum Contracts - If a Lump-Sum contract form is included in the RFP, the Consultant is deemed to have included all prices in the Financial Proposal, so neither arithmetical correction nor price adjustments shall be made. The total price, net of taxes understood as per ITC 24 below, speciﬁed in the Financial Proposal (Form FIN-1) shall be considered as the offered price.

Taxes
1. Subject to ITC 24.2, all taxes are deemed to be included in the Consultant's financial proposal as separate items, and, therefore, considered in the evaluation.
2. All local identiﬁable taxes levied on the contract in voices (such as sales tax, VAT, excise tax, or any similar taxes or levies) and in come and withholding tax payable to Kenya on the remuneration of non-resident Experts for the services rendered in Kenya are dealt with in accordance with the instructions in the Data Sheet.

Conversion to Single Currency
1. For the evaluation purposes, prices shall be converted to a single currency using the selling rates of exchange, source and date indicated in the Data Sheet.

Abnormally Low Prices
1. An Abnormally Low Price is one where the ﬁnancial price, in combination with other constituent elements of the proposal, appears unreasonably low to the extent that the price raises material concerns with the Procuring Entity as to the capability of the Consulting ﬁrm to perform the Contract for the offered price.
2. In the event of identiﬁcation of a potentially Abnormally Low Price by the evaluation committee, the Procuring Entity shall seek written clariﬁcation from the ﬁrm, including a detailed price analyses of its price in relation to the subject matter of the contract, scope, delivery schedule, allocation of risk sand responsibilities and any other requirements of the RFP document.
3. After evaluation of the price analyses, if the Procuring Entity determines that the ﬁrm has failed to demonstrate its capability to perform the contract for the offered price, the Procuring Entity shall reject the ﬁrm's proposal.

Abnormally High Prices
1. An abnormally high price is one where the proposal price, in combination with other constituent elements of the proposal, appears unreasonably too high to the extent that the Procuring Entity is concerned that it (the Procuring Entity) may not be getting value for money or it may be paying too high a price for the contract compared with market prices or that genuine competition between Consultants is compromised.
2. In case of an abnormally high tender price, the Procuring Entity shall make a survey of the market prices, check if the estimated cost of the contract is correct, and review the RFP to check if the speciﬁcations, TOR, scope of work and conditions of contract are contributory to the abnormally high proposals. The Procuring Entity may also seek written clariﬁcation from the Consultants on the reason or the high proposal price. The Procuring Entity shall proceed as follows:

If the proposal price is abnormally high based on wrong estimated cost of the contract, the Procuring Entity may accept or not accept the proposal depending on the Procuring Entity's budget considerations.

If speciﬁcations, TOR, scope of work and/or conditions of contract are contributory to the abnormally high proposal prices, the Procuring Entity shall reject all proposals and may re-invite for proposals for the contract based on revised estimates, speciﬁcations, TOR, scope of work and conditions of contract.
1. If the Procuring Entity determines that the Proposal Price is abnormally too high because genuine competition between Consultants is compromised (often due to collusion, corruption or other manipulations), the Procuring Entity shall reject all Proposals and shall institute or cause competent Government Agencies to institute an investigation on the cause of the compromise, before re-inviting for proposals.

Combined Quality and Cost Evaluation

a. Quality and Cost Based Selection (QCBS) Method

1. In the case of Quality and Cost Based Selection (QCBS), the total score is calculated by weighting the technical and ﬁnancial scores and adding them as per the formula and instructions in the Data Sheet. The Consultant that achieves the highest combined technical and ﬁnancial score will be notiﬁed and invited for negotiations.

b. Fixed Budget Selection (FBS) Method

1. In the case of FBS, those Proposals that exceed the budget indicated in ITC 14.1.4 of the Data Sheet shall be rejected. The Procuring Entity's evaluation committee will select the Consultant with the highest-ranked Technical Proposal that does not exceed the budget indicated in the RFP, notify and invite such Consultant to negotiate the Contract.

c. Least Cost Selection (LCS) Method

1. In the case of Least-Cost Selection (LCS), the Procuring Entity's evaluation committee will select the Consultant whose Proposal is the lowest evaluated total price among those Proposals that achieve the minimum technical score required to pass, notify the Consultant and invite the Consultant to negotiate the Contract.

d. Combined Technical and Evaluation Report

1. The evaluation committee shall prepare a combined technical and ﬁnancial evaluation report, with speciﬁc recommendations for award or otherwise and subject to the required approvals within the Procuring Entity prior to notiﬁcations and invitation of Consultant for negotiations.

Notiﬁcation of Intention to enter into a Contract/Notiﬁcation of Award
1. The Procuring Entity shall send to each Consultant (that has not already been notiﬁed that it has been unsuccessful) the Notiﬁcation of Intention to Award the Contract to the successful Consultant. The Notiﬁcation of Intention to enter into a Contract / Notiﬁcation of Award shall contain, at a minimum, the following information:

The name and address of the Consultant with whom the Procuring Entity successfully negotiated a contract;

the contract price of the successful Proposal;

a statement of the reasons why the recipient's Proposal was unsuccessful

the expiry date of the Standstill Period, and

instructions on how to request a debrieﬁng and/or submit a complaint during the standstill period;

Standstill Period
1. The Standstill Period shall be the number of days stated in the Data Sheet. The Standstill Period commences the day after the date the Procuring Entity has transmitted to each Consultant (that has not already been notiﬁed that it has been unsuccessful) the Notiﬁcation of Intention to Award the Contract. The Contract shall not be signed earlier than the expiry of the Standstill Period. This period shall be allowed for aggrieved Consultants to lodge an appeal. The procedure for appeal and the authority to determine the appeal or complaint is as indicated in the Data Sheet.

D. NEGOTIATIONS AND AWARD

Negotiations
1. The negotiations will be held at the date and address indicated in the Data Sheet with the Consultant's representative(s) who must have written power of attorney to negotiate and sign a Contract on behalf of the Consultant.
2. The evaluation committee shall prepare minutes of negotiations that are signed by the Accounting Ofﬁcer and the Consultant's authorized representative.
3. Availability of Key Experts

1. Notwithstanding the above, the substitution Key Experts at the negotiations may be considered if due solely to circumstances outside the reasonable control of and not foreseeable by the Consultant, including but not limited to death or medical in capacity. In such case, the Consultant shall offer a substitute Key Expert within the period of time speciﬁed in the letter of invitation to negotiate the Contract, who shall have equivalent or better qualiﬁcations and experience than the original candidate.
2. Technical negotiations

32.6 Financial negotiations

1. If the selection method included cost as a factor in the evaluation (that is QCBS, FBS, LCS), the unit rates and the total price stated in the Financial Proposal for a Lump-Sum contract shall not be negotiated.
2. Where QBS or CQS methods was used for a Lump-sum Contract as indicated in the RFP, the unit rates negotiations shall not take place, except when the offered Key Experts and Non-Key Experts' remuneration rates aremuchhigherthanthetypicallychargedratesbyconsultantsinsimilarcontractsortheprofessionalpractice. In such case, the Procuring Entity may ask for clariﬁcations and, if the fees are very high, ask to change the rates. The format for (i) providing information on remuneration rates in the case of QB Sand CQS; and (ii) clarifying remuneration rates' structure under this Clause, is provided in Appendix A to the Financial Form FIN-3: Financial Negotiations – Breakdown of Remuneration Rates. If after the clariﬁcations, the price is still considered too high, the Procuring Entity may terminate the negotiation and invite the next ranked Consultant to open its ﬁnancial proposal and negotiate the contract.
3. In the case of a Time- Based contract, negotiation of unit rates shall not take place, except when the offered Key Experts and Non-Key Experts' remuneration rates are much higher than the typically charged rates by consultants in similar contracts. In such case, the Procuring Entity may ask for clariﬁcations and, if the fees are very high, ask to change the rates. The format for (i) providing information on remuneration rates in the case of QBS and CQS; and (ii) clarifying remuneration rates 'structure under this Clause, is provided in Appendix A to the Financial Form FIN-3: Financial Negotiations-Breakdown of Remuneration Rates. If after the clariﬁcations, the price is still considered too high, the Procuring Entity may terminate the negotiation and invite the next ranked Consultant for negotiations.
4. Where SSS method was used as indicated in the RFP, both the unit rates and total price shall be negotiated. If the negotiations fail, the Procuring Entity shall terminate the Consultant selection process. In that event, the Procuring Entity shall review the consultancy requirements and market conditions prior to deciding to use an appropriate selection method to again procure the consulting services.

Conclusion of Negotiations
1. The negotiations are concluded with a review of the ﬁnalized draft Contract, which then shall be initialed by the Accounting Ofﬁcer and the Consultant's authorized representative and minutes prepared to record the outcome of the negotiations.
2. If the negotiations fail, the Procuring Entity shall inform the Consultant in writing of all pending issues and disagreements and provide a ﬁnal opportunity to the Consultant to respond. If disagreement persists, the Procuring Entity shall terminate the negotiations informing the Consultant of the reasons for doing so. The Procuring Entity will invite the next-ranked Consultant to negotiate a Contract. Once the Procuring Entity commences negotiations with the next-ranked Consultant, the Procuring Entity shall not reopen the earlier negotiations.

Letter of Award
1. Upon expiry of the Standstill Period, speciﬁed in ITC 28.1, after satisfactorily addressing any appeal that has been ﬁled within the Standstill Period, and upon successful negotiations, the Procuring Entity shall send a Letter of Award to the successful Consultant. The letter shall conﬁrm the Procuring Entity's award of Contract to the successful Consultant and requesting the Consultant to sign and return the draft negotiated Contract within Twenty-One (21) Days from the date of the Letter of Award.

Signing of Contract
1. The Contract shall be signed prior to the expiration of the Proposal Validity Period and promptly after expiry of the Standstill Period, speciﬁed in ITC 28.1 and upon satisfactorily addressing any complaint that has been ﬁled within the Standstill Period.
2. The Consultant is expected to commence the assignment on the date and at the location speciﬁed in the Data Sheet.

Publication of Procurement Contract
1. Within the period speciﬁed in the Data Sheet, the Procuring Entity shall publish the awarded Contract which shall contain, at a minimum, the following information: (a) name and address of the Procuring Entity; (b) name and reference number of the contract being awarded, (c) the selection method used; (d) names of the consultants that submitted proposals; (e) names of all Consultants whose Proposals were rejected or were not evaluated; (f) the name of the successful consultant, the ﬁnal total contract price, the contract duration and a summary of its scope.
2. Consider carefully the information on Consultants to be published, particularly evaluation by the Procuring Entity, to avoid disclosing information which can facilitate bid-rigging formation going forward. Suggest amendment as follows:
3. The awarded Contract shall be published on the Procuring Entity's website with free access if available and in the ofﬁcial procurement tender portal.

Procurement Related Complaint and Administrative Review
1. The procedures for making Procurement-related Complaints shall be speciﬁed in the TDS.
2. A request for administrative review shall be made in the form provided under contract forms.

SECTION 2 (B). DATA SHEET

Reference to ITC Clause

PARTICULARS OF APPENDIX TO INSTRUCTIONS TO TENDERS

A. General Provisions

1(j)

Electronic procurement system shall be used: No

2.1

Name of the Procuring Entity: __Kenya Red Cross Society (KRCS)

The consultant selection method is:

Quality and Cost Based Selection Method (QCBS) [ X]

2.2

Financial Proposal to be submitted together with Technical Proposal in separate envelopes: Yes

The name of the assignment is: REQUEST FOR PROPOSALS HYDROGEOLOGICAL SURVEY AND DRILLING SUPERVISION FOR GAFARSA COMMUNITY BOREHOLE

2.3

A pre-proposal conference will be held: No

2.4

The Procuring Entity will provide the following inputs, project data, reports, etc. to facilitate the preparation of the Proposals: ___As per the Terms of Reference

3.3 (iv)

[Insert any other conflicting relationships] __Not Applicable

4.1

6.2

Maximum number of members in the Joint Venture (JV) shall be: __Not Applicable

6.6 (a)

The list of debarred firms and individuals is available at the PPRA’s website www.ppra.go.ke or email complaints@ppra.go.ke

6.7

The business will be registered with _Not Applicable

B. Preparation of Proposals

10.1

The Proposal shall comprise the following:

1st Inner Envelope with the Technical Proposal:

Power of Attorney to sign the Proposal

TECH-1: Technical Proposal Submission Form

TECH-2: Consultant’s Organization and Experience

TECH-3: Comments and Suggestions

TECH-4: Description of Approach, Methodology and Work plan

TECH-5: Work Schedule and Planning for Deliverables

TECH-6: Team Composition, Assignment, and Key Experts’ Input

TECH-7: Mandatory Documentary Evidence

AND

2nd Inner Envelope with the Financial Proposal:

(1) FIN-1: Financial Proposal Submission Form

(2) FIN-2: Summary of Costs

(3) FIN-3: Breakdown of Remuneration

(4) FIN-4: Breakdown of Reimbursable Expenses

11.1

Participation of Sub-consultants, and Key Experts in more than one Proposal is permissible: No____

12.1

Proposals must remain valid for 90 days after the proposal submission deadline.

13.1

Clarifications may be requested no later than three (5) days prior to the submission deadline.

The contact information for requesting clarifications is:

E-mail: tenders@redcross.or.ke.

14 (b)

(do not use for Fixed Budget method)

[If not used, state “Not applicable”. If used, insert the following:

Estimated input of Key Experts’ time-input: __________person-months.

[OR]

Estimated total cost of the assignment: _____________

[Indicate only either time input (in person-month) or total cost, but not both!]-

NOT APPLICABLE

14 (c) and 26.2

[use for Fixed Budget method]

NOT APPLICABLE

14 (d)

Key Experts shall not appear in more than one proposal: YES

16.1(b)

16.2

A price adjustment provision applies to remuneration rates: No

16.3

“Information on the Consultant’s tax obligations in the Procuring Entity’s country can be found on the Kenya Revenue Authority website: www.kra.go.ke

16.4

The Financial Proposal shall be stated in the following currencies:

Consultant may express the price for their Services in any fully convertible currency, singly or in combination of up to three foreign currencies.

The Financial Proposal should state local costs in Kenya Shillings: Yes_

C. Submission, Opening and Evaluation

17.1

The Consultants shall nothave the option of submitting their Proposals electronically. (unless through a procurement system not email)

17.5

The Consultant must submit:

(a) Technical Proposal: one (1) original and one (1) copy;

(b) Financial Proposal: one (1) original

18.5

The Proposals must be submitted no later than:

Date/Time: 30th August, 2023 at 11.00 a.m.

The Proposal submission address is:

Secretary General

Kenya Red Cross Society,

South C, Red cross Road, Off Popo Road

P.O Box 40712-00100

Nairobi

20.1

An online option of the opening of the Technical Proposals is offered: No

20.2

22.1

Other eligibility and mandatory criteria shall be:

Preliminary Evaluation Criteria: Mandatory Requirements

Valid Tax Compliance Certificate from KRA.

Copy of VAT/PIN certificate from KRA

Registration Certificate/Certificate of Incorporation

Latest CR12 (Last six months)

Business permit for county where the firm/consultant is operating

Registration certificate with the ministry of water, sanitation and irrigation

3 years certified audited financial reports (2019, 2020, 2021, 2022 if available) or 1-year bank statement.

Submission of 1 original & 1 copy of tender document properly PAGINATED in the correct sequence and all pages MUST BE INITIALIZED

Firm has submitted a sealed financial proposal

Dully filled and signed Self Declaration That the Person/Tenderer Is Not Debarred in The Matter of the Public Procurement and Asset Disposal Act 2015.

Dully filled and signed Self Declaration That the Person/Tenderer Will Not Engage in Any Corrupt or Fraudulent Practice

Dully filled and signed Declaration and Commitment to the Code of Ethics

Duly signed child protection policy

Only ﬁrms that are Responsive in all aspects are considered for evaluation of Technical Proposals.

22.2

The Criteria, sub-criteria, and point system for the evaluation of the Technical Proposals

Technical evaluations

Category

Description

Maximum score

Technical staff team composition

Team leader- Hydrogeologist

Degree in Civil, water or Environmental engineering/science, natural resources or any other related (5 Marks)

Minimum of 7 years’ experience in borehole investigations and drilling supervision (5 marks)

Registration with Hydrogeologist registration board with a valid practicing license (5 Marks)

Assistant Hydrogeologist

A Higher diploma in Civil/Water/ engineering or any other relevant field from a recognized institution (5 Marks)

Minimum of 3 years’ experience in borehole investigation and water supply project supervision (5 Marks)

Methodology and TOR understanding

Well elaborated methodology with work plan for the assignment

Elaborate Technical approach and Methodology (20 marks)

Detailed Work plan 10 marks

Organization and staffing ( 10 marks)

Past work done

Experience of the firm in undertaking similar assignments matching award letters, LSOs, agreements and recommendation letters;

TOTAL

The minimum technical score (St) required to pass is*:* __80%.

23.4

An online option of the opening of the Financial Proposals is offered: No__

25.2

26.1

The single currency for the conversion of all prices expressed in various currencies into a single one is: Kenya Shillings.

The official source of the selling exchange rate is: Central Bank of Kenya

The date of the exchange rate is: same as the that for deadline for submission of proposals.

29.1

(QCBS only)

The lowest evaluated Financial Proposal (Fm) is given the maximum financial score (Sf) of 100.

The formula for determining the financial scores (Sf) of all other Proposals is calculated as following:

Sf = 100 x Fm/ F, in which “Sf” is the financial score, “Fm” is the lowest price, and “F” the price of the proposal under consideration.

The weights given to the Technical (T) and Financial (P) Proposals are:

T = 0.8 and

P = ___0.2

The Standstill Period shall be: 14 days.

D. Negotiations and Award

32.1

Expected date and address for contract negotiations:

Date: May, 2023

Address: __________________________

35.2

Expected date for the commencement of the Services:

Date: September,2023

The Proposal address

Kenya Red Cross Society,

South C, Red cross Road, Off Popo Road

P.O Box 40712-00100

Nairobi

36.1

The publication of the contract award information following the completion of the contract negotiations and contract signing will be done as following:

The publication will be done within _14 days after the contract signing.

37.1

The procedures for making a Procurement-related Complaints are detailed in the “Regulations” available from the PPRA Website www.ppra.go.ke or email complaints@ppra.go.ke.

For the attention:

Title/position: Secretary general

Procuring Entity: Kenya Red Cross Society (KRCS)

Email address*:complain@redcross.or.ke*

In summary, a Procurement-related Complaint may challenge any of the following:

(i) the terms of the Tender Documents; and

(ii) the Procuring Entity’s decision to award the contract.

SECTION 3. TECHNICAL PROPOSAL – STANDARD FORMS

FORMTECH-1: TECHNICAL PROPOSAL SUBMISSION FORM

Location____________________________________________________ Date______________________________

To:________________________________________________________________________________________

[Name and address of Procuring Entity]

Dear Sirs:

If the Consultant is a joint venture, insert the following: We are submitting our Proposal in association/as a consortium/as a joint venture with:

Insert a list with full name and the legal address of each member, and indicate the lead member.

If the Consultant's Proposal includes Sub-consultants, insert the following:

We are submitting our Proposal with the following ﬁrms as Sub-consultants:

Insert a list with full name and address of each Sub-consultant.

We hereby declare that:

All the information and statements made in this Proposal are true and we accept that any misinterpretation or misrepresentation contained in this Proposal may lead to our disqualiﬁcation by the Procuring Entity or maybe sanctioned by the PPRA.

Our Proposal shall be valid and remain binding upon us for the period of time speciﬁed in the Data Sheet, Clause 12.1.

We have no conﬂict of interest in accordance with ITC3.

We meet the eligibility requirements as stated in ITC6, and we conﬁrm our understanding of our obligation to abide by the Government's policy in regard to corrupt, fraudulent and prohibited practices as per ITC5.

In competing for (and, if the award is made to us, in executing) the Contract, we undertake to observe the laws against fraud and corruption, including bribery, as well as laws against anti-competitive practices, including bid rigging in force in Kenya; we hereby certify that we have taken steps to ensure that no person acting for us or on our behalf engages in any type of Fraud and Corruption or anti-competitive practices.

We conﬁrm that we are not insolvent, in receivership, bankrupt or on the process of being wound up.

The Consultant shall declare in the Technical Proposal Submission Form, that in competing for and executing a contract, it shall undertake to observe the laws of Kenya against fraud and corruption including bribery, as well as against anti-competitive practices including bid-rigging.

We are not guilty of any serious violation of fair employment laws and practices. We undertake to observe the laws of Kenya against fraud and corruption including bribery, as well as against collusive and anti-competitive practices, including bid rigging. To this effect we have signed the “Certiﬁcate of Independent Proposal Determination” attached below.

1. We, along with any of our sub-consultants are not subject to, and not controlled by any entity or individual that is subject to, a temporary suspension or a debarment imposed by the PPRA.

Our Proposal is binding upon us and subject to any modiﬁcations resulting from the Contract negotiations.

We understand that the Procuring Entity is not bound to accept any Proposal that it receives.

We undertake, if our Proposal is accepted and the Contract is signed, to initiate the Services related to the assignment no later than the date indicated in Clause 32.2 of the Data Sheet.

Yours sincerely

Name__________________________________________________Signature ________________________

Title ___________________________________________________

Name of firm/consultant _____________________________________________________________________________

Phone Number________________________________________

Email _______________________________________________

Note: For a joint venture, either all members shall sign or only the lead member, in which case the power of attorney to sign on behalf of all members shall be attached

CERTIFICATE OF INDEPENDENT PROPOSAL DETERMINATION

I, the undersigned, in submitting the accompanying TECHNICAL PROPOSAL SUBMISSION FORM to the________________________________________________[Name of Procuring Entity]

I certify, on behalf of*____________________________________________[Name of Tenderer that*:

1. I have read and I understood the contents of this Certificate;

2. I understand that the Tender will be disqualified if this Certificate is found not to be true and complete in every respect;

I am the authorized representative of the Tenderer with authority to sign this Certificate, and to submit the Tender on behalf of the Tenderer;

For the purposes of this Certiﬁcate and the Tender, I understand that the word “competitor” shall include any individual or organization, other than the Tenderer, whether or not afﬁliated with the Tenderer, who:
- Has been requested to submit a Tender in response to this request for tenders;
- could potentially submit a tender in response to this request for tenders, based on their qualiﬁcations, abilities or experience;

The Tenderer discloses that [check one of the following, as applicable]:
- The Tenderer has arrived at the Tender independently from, and without consultation, communication, agreement or arrangement with, any competitor;
- The Tenderer has entered into consultations, communications, agreements or arrangements with one or more competitors regarding this request for tenders, and the Tenderer discloses, in the attached document(s), complete details thereof, including the names of the competitors and the nature of, and reasons for, such consultations, communications, agreements or arrangements;

In particular, without limiting the generality of paragraphs(5)(a) or (5) (b)above, there has been no consultation, communication, agreement or arrangement with any competitor regarding:
- prices;
- methods, factors or formulas used to calculate prices;
- the intention or decision to submit, or not to submit, a proposal; or
- the submission of a proposal which does not meet the speciﬁcations of the request for proposals; except as speciﬁcally disclosed pursuant to paragraph(5)(b) above;

In addition, there has been no consultation, communication, agreement or arrangement with any competitor regarding the quality, quantity, speciﬁcations or delivery particulars of the works or services to which this RFP relates, except as speciﬁcally authorized by the procuring authority or as speciﬁcally disclosed pursuant to paragraph(5)(b) above;

The terms of the RFP have not been, and will not be, knowingly disclosed by the Consultant, directly or indirectly, to any competitor, prior to the date and time of the ofﬁcial proposed opening, or of the awarding of the Contract, which ever comes ﬁrst, unless otherwise required by law or as speciﬁcally disclosed pursuant to paragraph(5)(b) above.

Name*____________________________________________Signature___________________*

Title_____________________________________________

Date ____________________________________________

APPENDIX TO FORM OF PROPOSAL ON FRAUD AND CORRUPTION CLAUSE (for information)

(Appendix shall not be modiﬁed)

Purpose

Requirements

a person to whom this Act applies shall not be involved in any corrupt, coercive, obstructive, collusive or fraudulent practice; or conﬂicts of interest in any procurement or asset disposal proceeding;

A person referred to under sub section (1) who contravenes the provisions of that sub-section commits an offence;

Without limiting the generality of the subsection (1) and (2), the person shall be: -
1. disqualiﬁed from entering into a contract for a procurement or asset disposal proceeding; or
2. if a contract has already been entered into with the person, the contract shall be avoidable;

The voiding of a contract by the procuring entity under subsection (7) does not limit any legal remedy the procuring entity may have;

An employee or agent of the procuring entity or a member of the Board or committee of the procuring entity who has a conﬂict of interest with respect to a procurement—

Shall not take part in the procurement proceedings;

shall not, after a procurement contract has been entered into, take part in any decision relating to the procurement or contract; and

Shall not be a sub-contractor for the tender to whom was awarded contract, or a member of the group of tenderers to whom the contract was awarded, but the sub-contractor appointed shall meet all the requirements of this Act.

An employee, agent or member described in subsection (1) who refrains from doing anything prohibited under that subsection, but for that subsection, would have been within his or her duties shall disclose the conﬂict of interest to the procuring entity;

If a person contravenes sub section (1) with respect to a conﬂict of interest described in subsection (5)(a) and the contract is awarded to the person or his relative or to another person in whom one of them had a direct or indirect pecuniary interest, the contract shall be terminated and all costs incurred by the public entity shall be made good by the awarding ofﬁcer.

Incompliance with Kenya's laws, regulations and policies mentioned above, the Procuring Entity:
1. Deﬁnes broadly, for the purposes of the above provisions, the terms set forth below as follows:
  1. “corrupt practice” is the offering, giving, receiving, or soliciting, directly or indirectly, of anything of value to inﬂuence improperly the actions of another party;
  2. “fraudulent practice” is any act or omission, including misrepresentation, that knowingly or

recklessly misleads, or attempts to mislead, a party to obtain ﬁnancial or other beneﬁt or to avoid an obligation;

1. 1. “collusive practice “is an arrangement between two or more parties designed to achieve an improper purpose, including to inﬂuence improperly the actions of another party;
  2. “coercive practice” is impairing or harming, or threatening to impair or harm, directly or indirectly, any party or the property of the party to inﬂuence improperly the actions of a party;
  3. “obstructive practice” is:
    1. deliberately destroying, falsifying, altering, or concealing of evidence material to the investigation or making false statements to investigators in order to materially impede investigation by Public Procurement Regulatory Authority (PPRA) or any other appropriate authority appointed by Government of Kenya into allegations of a corrupt, fraudulent, coercive, or collusive practice; and/or threatening, harassing, or intimidating any party to prevent it from disclosing its knowledge of matters relevant to the investigation or from pursuing the investigation; or
    2. Acts intended to materially impede the exercise of the PPRA's or the appointed authority's inspection and audit rights provided for under paragraph 2.3e. below.
2. Deﬁnes more speciﬁcally, in accordance with the above procurement Act provisions set forth for fraudulent and collusive practices as follows:

1. Rejects a proposal or award1of a contract if PPRA determines that the ﬁrm or individual recommended for award, any of its personnel, or its agents, or its sub-consultants, sub-contractors, service providers, suppliers and/ or their employees, has, directly or indirectly, engaged in corrupt, fraudulent, collusive, coercive, or obstructive practices in competing for the contract in question;
2. Pursuant to the Kenya's above stated Acts and Regulations, may sanction or debar or recommend to appropriate authority (ies) for sanctioning and debarment of a ﬁrm or individual, as applicable under the Acts and Regulations;
3. Requires that a clause be included in Tender documents and Request for Proposal documents requiring (i) Tenderers (applicants/proposers),Consultants, Contractors, and Suppliers and their Sub-contractors, Sub- consultants, Service providers, Suppliers, Agents personnel, permit the PPRA or any other appropriate authority appointed by Government of Kenya to inspect2all accounts, records and other documents relating to the procurement process, selection and/or contract execution, and to have them audited by auditors appointed by the PPRA or any other appropriate authority appointed by Government of Kenya; and
4. Pursuant to Section 62 of the above Act, requires Applicants/Tenderers to submit along with their Applications/Tenders/Proposals a “Self-Declaration Form” as included in the procurement document declaring that they and all parties involved in the procurement process and contract execution have not engaged/will not engage in any corrupt or fraudulent practices.

1For the avoidance of doubt, a party's ineligibility to be awarded a contract shall include, without limitation, (i) applying for pre-qualiﬁcation, expressing interest in

FORM TECH-2: CONSULTANT'S ORGANIZATION AND EXPERIENCE

A - Consultant's Organization

Provide here a brief description of the background and organization of your company, and-in case of a joint venture-of each member for this assignment.

B - Consultant's Experience

List only previous similar assignments successfully completed in the last three years.

List only those assignments for which the Consultant was legally contracted by the Procuring Entity as a company or was one of the joint venture partners. Assignments completed by the Consultant's individual experts working privately or through other consulting ﬁrms cannot be claimed as the relevant experience of the Consultant, or that of the Consultant's partners or sub-consultants, but can be claimed by the Experts themselves in their Curriculum Vitae (CV).

The Consultant shall substantiate their claimed experience by presenting copies of relevant documents such as the form of contract (not the whole contract), purchase order, service order, performance certiﬁcate, etc.; which shall be included in the proposal as part of Form Tech 7 Mandatory Documentary Evidence.

Assignment name:

Approx. value of the contract [KES, US$ etc.]:

Country:

Duration of assignment (months):

Name of Procuring Entity:

Total No of staff-months of the assignment:

Contact Address:

Email:

Approx. value of the services provided by your firm under the contract:

Start date (month/year):

Completion date:

No of professional staff-months provided by associated Consultants:

Role on Assignment:

(E.g. Lead Member or Sole Consultant):

Name of senior professional staff of your firm involved and functions performed:

Narrative description of Assignment:

Description of actual services provided by your staff within the assignment:

Name of Consulting Firm:

Name_____________________________________________Signature_______________________

Title _____________________________________________

FORMTECH-3: COMMENT SAND SUGGESTIONS

A - On the Terms of Reference

B - On Counterpart Staff and Facilities/equipment/reports

FORMTECH-4: DESCRIPTION OF APPROACH, METHODOLOGY, AND WORK PLAN

The structure of your Technical Proposal:

1. Technical Approach and Methodology
2. Work Plan
3. Organization and Stafﬁng
  1. Technical Approach and Methodology. Please explain your understanding of the objectives of the assignment as outlined in the Terms of Reference (TORs), the technical approach, and the methodology you would adopt for implementing the tasks to deliver the expected output(s), and the degree of detail of such output. Please do not repeat/copy the TOR sin here.
  2. Work Plan. Please outline the plan for the implementation of the main activities/tasks of the assignment, their content and duration, phasing and interrelations, milestones (including interim approvals by the Procuring Entity), and tentative delivery dates of their ports. The proposed work plan should be consistent with the technical approach and methodology, showing your understanding of the TOR and ability to translate them into a feasible working plan. A list of the ﬁnal documents (including reports) to be delivered as ﬁnal output(s)should be included here. The work plan should be consistent with the Work Schedule Form.
  3. Organization and Stafﬁng. Please describe the structure and composition of your team, including the list of the Key Experts, Non-Key Experts and relevant technical and administrative support staff.

FORM TECH-5: WORK SCHEDULE AND PLANNING FOR DELIVERABLES

N°

Deliverables 1 (D-..)

Months

.....

TOTAL

D-1

e.g., Deliverable #1: Report A

1) data collection

2) drafting

3) inception report

4) incorporating comments

5) .........................................

6) delivery of final report to Procuring Entity

D-2

e.g., Deliverable #2:.............

List the deliverables with the breakdown for activities required to produce them and other benchmarks such as the Procuring Entity's approvals. For phased assignments, indicate the activities, delivery of reports, and benchmarks separately for each phase.

Duration of activities shall be indicated in a form of a bar chart.

3. Include a legend, if necessary, to help read the chart.

FORMT ECH- 6A: TEAM COMPOSITION, ASSIGNMENT, AND KEY EXPERTS' INPUTS

N°

Name

Expert’s input (in person/month) per each Deliverable (listed in TECH-5)

Total time-input (in Months)

Position

D-1

D-2

D-3

........

D-...

Home

Field

Total

KEY EXPERTS

K-1

e.g., Mr. Abbbb

[Team Leader]

[Home]

[2 month]

[1.0]

[Field]

[0.5 m]

[2.5]

[0]

K-2

K-3

Subtotal

NON-KEY EXPERTS

N-1

[Home]

[Field]

N-2

Subtotal

Total

1.For Key Experts, the input should be indicated individually for the same positions as required under the ITC Data Sheet 21.2

Full time input Part time input

FORM TECH-6B: CURRICULUM VITAE (CV)

Position Title and No.

Name of Expert:

Date of Birth:

Country of Citizenship

Education: List college/university or other specialized education, giving names of educational institutions, dates attended, degree(s)/diploma(s) obtained

Employment record relevant to the assignment:

Period

Employing organization and your title/position. Contact Infor for references

Country

Summary of activities performed relevant to the Assignment

[e.g., May 2011-present]

[e.g., Ministry of ……, advisor/consultant to…

For references: Tel…………/e-mail……; Mr. Bbbbbb, deputy manager]

Membership in Professional Associations and publications:

Language Skills (indicate only languages in which you can work:

Adequacy for the Assignment:

Detailed Tasks Assigned on Consultant’s Team of Experts:

Reference to Prior Work/Assignments that Best Illustrates Capability to Handle the Assigned Tasks

List all deliverables/tasks as in TECH- 5 in which the Expert will be involved)

Expert's contact information:

E-mail……………..............................……. phone………....................................……

Certiﬁcation:

Name of Expert _____________________________Signature____________________Date___________

FORMTECH-7: MANDATORY SUPPORT DOCUMENTS

Preliminary Evaluation Criteria: Mandatory Requirements

Valid Tax Compliance Certificate from KRA.

Copy of VAT/PIN certificate from KRA

Registration Certificate/Certificate of Incorporation

Latest CR12 (Last six months)

Business permit for county where the firm/consultant is operating

Registration certificate with the ministry of water, sanitation and irrigation

3 years certified audited financial reports (2019, 2020, 2021, 2022 if available) or 1-year bank statement.

Submission of 1 original & 1 copy of tender document properly PAGINATED in the correct sequence and all pages MUST BE INITIALIZED

Firm has submitted a sealed financial proposal

Dully filled and signed Self Declaration That the Person/Tenderer Is Not Debarred in The Matter of the Public Procurement and Asset Disposal Act 2015.

Dully filled and signed Self Declaration That the Person/Tenderer Will Not Engage in Any Corrupt or Fraudulent Practice

Dully filled and signed Declaration and Commitment to the Code of Ethics

Duly signed child protection policy

FORM TECH - 8: SELF-DECLARATIONFORMS

FORM SD1

SELF DECLARATION THAT THE PERSON/TENDERER IS NOT DEBARRED IN THE MATTER OF THE PUBLIC PROCUREMENT AND ASSET DISPOSAL ACT 2015.

I, ……………………………………., of Post Ofﬁce Box …….………………………. being a resident of

………………………………….. in the Republic of ……………………………. do hereby make a statement as follows: -

THAT I am the Company Secretary/Chief Executive/Managing Director/Principal Ofﬁcer/Director of

THAT the aforesaid Bidder, its Directors and subcontractors have not been debarred from participating in procurement proceeding under Part IV of the Act.

THAT what is deponed to here in above is true to the best of my knowledge, information and belief.

…………………………………. ………………………………. ……………………… (Title) (Signature) (Date)

Bidder Ofﬁcial Stamp

FORM SD2

SELF DECLARATION THAT THE PERSON/TENDERER WILL NOT ENGAGE IN ANY CORRUPT OR FRAUDULENT PRACTICE.

THAT I am the Chief Executive/Managing Director/Principal Ofﬁcer/Director of………....

THAT the aforesaid Bidder, its servants and/or agents /subcontractors will not engage in any corrupt or fraudulent practice and has not been requested to pay any inducement to any member of the Board, Management, Staff and/or employees and/ or agents of…………………………………………………………………………………………………………………………………………………………………………. (insert name of the Procuring entity) which is the procuring entity.

THAT the aforesaid Bidder, its servants and/or agents /subcontractors have not offered any inducement to any member of the Board, Management, Staff and/or employees and/or agents of……………………………………………………………………... (name of the procuring entity).

THAT the aforesaid Bidder will not engage /has not engaged in any corrosive practice with other bidders participating in the subject tender.

THAT what is deponed to herein above is true to the best of my knowledge information and belief.

Name………………………………………………Signature…………………….

Title………………………………………………Date……………………………

Bidder Ofﬁcial Stamp

DECLARATION AND COMMITMENT TO THE CODE OF ETHICS

I do here by commit to abide by the provisions of the Code of Ethics for persons participating in Public Procurement and Asset Disposal.

Name of Authorized signatory......................................................................................................................

Sign…………….........................................................................................................................................

Position……………...................................................................................................................................

Ofﬁce address………………………………………………. Telephone…………………....…………….

Email……………………………………………….....................................................................

Name of the Firm/Company……………………………..............................................................................

Date………………………………………………………............................................................................

(Company Seal/ Rubber Stamp where applicable)

Witness

Name ………………………………………………………........................................................................

Sign………………………………………………………...........................................................................

Date……………………………………………………

FORM TECH - 9: TENDER-SECURING DECLARATION FORM r 46 and 155(2)

[The Bidder shall complete this Form in accordance with the instructions indicated]

Date: ..................................................................[insert date (as day, month and year) of Tender Submission]

Tender No.: ...................................................................................[insert number of tendering process]

To: ..................................................................................................[insert complete name of Procuring entity]

I/We, the undersigned, declare that:

I / We understand that, according to your conditions, bids must be supported by a Tender-Securing Declaration.

I /We accept that I/we will automatically be suspended from being eligible for tendering in any contract with the Purchaser or the period of time of[insert number of months or years] starting on[insert date],if we are in breach of our obligation (s)under the bid conditions, because we–(a) have withdrawn our tender during the period of tender validity speciﬁed by us in the Tendering Data Sheet; or (b) having been notiﬁed of the acceptance of our Bid by the Purchaser during the period of bid validity,(i) fail or refuse to execute the Contract, if required, or (ii) fail or refuse to furnish the Performance Security, in accordance with the instructions to tenders.

I / We understand that this Tender Securing Declaration shall expire if we are not the successful Tenderer (s), upon the earlier of:
1. Our receipt of a copy of your notiﬁcation of the name of the successful Tenderer; or
2. Thirty days after the expiration of our Tender.

I/We understand that if I am /we are/in a Joint Venture, the Tender Securing Declaration must be in the name of the Joint Venture that submits the bid, and the Joint Venture has not been legally constituted at the time of bidding, the Tender Securing Declaration shall be in the names of all future partners as named in the letter of intent.

Seal or stamp

SECTION 4. FINANCIAL PROPOSAL - STANDARD FORMS

Financial Proposal Standard Forms shall be used for the preparation of the Financial Proposal according to the instructions provided in Section 2.

FIN-1 Financial Proposal Submission Form FIN-2 Summary of Costs

FIN-3 Breakdown of Remuneration FIN-4 Reimbursable expenses

FORM FIN-1: FINANCIAL PROPOSAL SUBMISSION FORM

Location.........................................................................................................Date…………………………......

To: ......................................................................................................[Name and address of Procuring Entity]

Dear Sirs:

in accordance with your Request for Proposal dated..................................................................... [Insert Date] and our Technical Proposal.

Please note that all amounts shall be the same as in Form FIN-2.

Our Financial Proposal shall be valid and remain binding upon us, subject to the modiﬁcations resulting from Contract negotiations, for the period of time speciﬁed in the ITC12.1 Datasheet.

……………………………………………………………………………………………………………

Name and Address, Amount and Purpose of Commission of Agents, Currency or Gratuity

If no payments are made or promised, Tick the following statement:

No commissions or gratuities have been or are to be paid by us to agents or any third party relating to this Proposal and Contract execution.

We understand you are not bound to accept any Proposal

you receive.

Yours sincerely,

Title: ..........................................................................insert title/ position of authorized representative

Name of Consultant/firm...............................................................................

Physical Address: ......................................................... Insert the authorized representative's address

For a joint venture, either all members shall sign or only the lead member/consultant, in which case the power of attorney to sign on behalf of all members shall be attached

FORM FIN-2: SUMMARY OF COSTS

Item

Cost (Kshs)

(1) Remuneration

a) Hydrogeological survey

b) Drilling supervision

(2)Reimbursable

a) Hydrogeological survey

b) Drilling supervision

Subtotal

[Remuneration+ Reimbursable]

Add taxes (indicate type of tax

Total Taxes

Total Cost of the Financial Proposal:

Should match the amount in Form FIN-1

FORM FIN-3A: BREAKDOWN OF REMUNERATION

A. Remuneration _______________________________________________________________________

Name

Position

(as in TECH-6)

Person-month Remuneration Rate

Time Input in Person/Month

(from TECH-6)

Amount (Kshs)

Key Experts

K-1

[Home]

[Field]

K-2

Non-Key Experts

N-1

[Home]

N-2

[Field]

Total Costs

FORM FIN-4 BREAKDOWN OF REIMBURSABLE

B. Reimbursable Expenses

N°

Type of Reimbursable Expenses

Unit

Unit Cost (Kshs)

Quantity

Amount (Kshs)

e.g., Per diem allowances, flights, Permits, licences communication reports production etc.

Day

Total Costs

Legend:

“Per diem allowance” is paid for each night the expert is required by the Contract to be away from his/her usual place of residence. Procuring Entity can set up a ceiling.

SECTION 5. TERMS OF REFERENCE

Introduction and Background Information.

Gafarsa borehole drilling is part of the water services activities to be done under the project with equipping and other associated works thereafter.

Invitation for Proposals

KRCS invites eligible firms/individuals to submit technical and financial proposal for the provision of the services to conduct;

Hydrogeological Surveys (HGS) for drilling of 1 No. Borehole at Gafarsa;

Supervision of the drilling process and submission of reports and drilling permit;

Each bidder is encouraged to make visits to Gafarsa to further deepen their understanding of the project in a bid to make their proposals more competitive.

1. Location

The proposed borehole site is located in Gafarsa Village GPS location (0.938680ͦ N; 38590238ͦ E) in Galba Tula Sub County, Isiolo County.

Project Goal

Increased community resilience and adaptation to climate change through sustainable, peaceful use of natural resources including improved access to water and sanitation services in Isiolo County.

1. Objectives and Scope of the assignment

Objectives

The overall objective of the assignment is to identify the ideal location of the borehole and to supervise the drilling works for the proposed Gafarsa borehole.

Scope of the assignment

The specific tasks to be executed by the consultant will include the following:

Borehole drilling:

To undertake field visits and collect geological data in liaison with County water department and Kenya Red Cross Society staff.

To carry out a geo-electrical surveying for 4 VES (one of which will be a control VES near an existing borehole).

Carry out analysis of the VES values to determine the drilling spot characteristics.

Assess geological units vertical and horizontal extension, soil/rocks moisture, groundwater availability, position of saturated zones and water availability.

Prepare draft report, which entails site reports, location maps and hydrogeological and geophysical reports.

Prepare final report, which entails site reports, location maps and hydrogeological and geophysical reports after incorporating of comments and amendments.

Provide recommendations of borehole drilling site (with GPS coordinates), drilling method, borehole design, drilling depth, quality and yield predictions for the location.

Submit final reports to Water Resource Authority (WRA) and obtain drilling permit and any other relevant authorization for the drilling and borehole development process.

Submission of detailed hydrogeological report and drilling permit to Kenya Red Cross.

Borehole Supervision

Review of the Drillers confirmatory VES data and provide guidance to KRCS

Ensure the selected contractor performs the drilling works as specified in the TOR and the accompanying agreement meeting critical timeliness and maintaining high quality works throughout the works.

To ensure the anticipated depth is achieved and safe adequate and quality water is attained

To identify the technical problems early enough and recommend solution to KRCS and the County Government of Isiolo.

To ensure daily reports are available and shared with KCRS on timely manner this includes; Supervisors daily site records and borehole logbook.

Final drilling supervision report to include approved borehole completion report

Acquisition of abstraction permit from WRA if a positive borehole is attained (above 6m3/hr with good water quality).

Outputs of the Consultancy:

Upon receipt and acceptance of the following outputs of the consultancy exercise, this contract will be deemed complete.

Hydrogeological survey report.

WRA drilling authorization permit;

Completed Borehole supervision report inclusive Borehole completion report, drilling data logs summary report, test pumping and water quality analysis report.

A borehole that adheres to the specification with respect to the HGS report including; diameter, depth, casing, gravel pack, verticality sanitary seal and cappings etc.

Recommended contractor’s payment certificate (interim and final) in consultation with KCRS and Waterfund.

Borehole abstraction permit.

Acceptance of borehole

Role of KRCS, Waterfund and the County Government

KRCS will be the contract holder for these works and will undertake to facilitate payments for works done under this scope of works as per the agreement entered into with the incumbent consulting firm.

The KRCS and the county government will provide all logistics in the field, relevant program documents and be the link between the consulting firm and the project target communities and stakeholders. KRCS, county government and Waterfund will also review all draft reports and comments on the recommendations before final documents are submitted.

Duration

The planned HGS will be 6 weeks whilst the supervision period will be 4 weeks starting from the date of drilling contract; the duration might be extended or shortened.

Reporting Line

This position will report to the WASH Manager /WASH engineer at KCRS.

1. Reporting

- File daily reports on drilling progress including a complete description of all formations encountered, number of meters drilled, number of hours spent drilling, shutdown due to breakdown, length and type of casing and screen set, and such other pertinent data as requested by the KRCS WASH Engineer.
  - Complete borehole Summary Report.
  - Acceptance report at each milestone and provisional acceptance report and final acceptance report including if applicable list of deficiencies
  - Share the Abstraction permit from WRA as required.

1. Language

Excellent knowledge of English (written / spoken / comprehension) is essential.

Payment Terms:

Payment shall be made according to the following schedule;

Table 1: Payment plan

Item in Scope

Deliverable

Percentage of Payment

Hydrogeological survey

Submission of Draft Hydrogeological Survey Reporting

Submission of draft Hydrogeological survey report

30%

Submission of final draft report after incorporation on feedback and issuance of the WRA drilling Permit

Submission of final report with WRA drilling permit

70%

Supervision

Supervision of Drilling Works

Site mobilization of the contractor to site, drilling rig setting out at the recommended VES and submission of daily report

10%

Submission of the Draft Drilling Report with all corresponding daily reports and records detailed above.

40%

Submission of final drilling supervision reports and abstraction permit

50%

Cost of quotation preparation

Tender evaluation criteria

Technical scoring will be based on the documentation provided

The evaluation committee appointed by the Client shall evaluate the proposals based on their responsiveness to the Terms of Reference.

The evaluation of this tender shall be conducted in three stages as follows.

i. Preliminary evaluation

ii. Technical evaluation

iii. Financial evaluation

Part 1: preliminary evaluation.

The following shall form the basis for preliminary evaluation interested bidders MUST attach the following.

Certificate of registration/ incorporation.

Latest CR12 (Last six months)

Copy of VAT/PIN certificate from KRA.

Valid Tax compliance certificate Must be the current one.

Business permit for County where the firm is operating.

Registration certificate with the ministry of water, Sanitation and irrigation.

3 years certified audited financial reports (2019, 2020, 2021, 2022 if available) or 1-year bank statement.

Duly signed and stamped child protection policy

The above requirements are mandatory and failure to comply with one or more requirements shall make the bid Non-Responsive and hence shall not be eligible for further evaluation.

Part 2: Technical Evaluation.

The following shall form the basis of technical evaluation.

Technical evaluations

Category

Description

Maximum score

Technical staff team composition

Team leader- Hydrogeologist

Degree in Civil, water or Environmental engineering/science, natural resources or any other related (5 Marks)

Minimum of 7 years’ experience in borehole investigations and drilling supervision (5 marks)

Registration with Hydrogeologist registration board with a valid practicing license (5 Marks)

Assistant Hydrogeologist

A Higher diploma in Civil/Water/ engineering or any other relevant field from a recognized institution (5 Marks)

Minimum of 3 years’ experience in borehole investigation and water supply project supervision (5 Marks)

Methodology and TOR understanding

Well elaborated methodology with work plan for the assignment

Elaborate Technical approach and Methodology (20 marks)

Detailed Work plan 10 marks

Organization and staffing ( 10 marks)

Past work done

Experience of the firm in undertaking similar assignments matching award letters, LSOs, agreements and recommendation letters;

TOTAL

This is based on a score of 80 marks. Only bidders who score 70% and above will proceed to the financial stage of evaluation.

Part 3: Financial Evaluation.

Financial evaluation shall be based on the following formulae:

Description

Maximum Score

Financial evaluation shall be based on the following formulae:

The lowest evaluated Financial Proposal (Fm) is given the maximum financial score (Sf) of 100.

The formula for determining the financial scores (Sf) of all other Proposals is calculated as following:

Sf = 100 x Fm/ F, in which “Sf” is the financial score, “Fm” is the lowest price, and “F” the price of the proposal under consideration.

The weights given to the Technical (T) and Financial (P) Proposals are:

T = [Insert weight between 0.70 and 0.85], and

P = _______ [Insert weight between 0.15 and 0.30]

Tender Submission, Analysis & Award.

Technical proposal:

Financial proposal:

Firms are required to follow submission accompanying this TOR. This advice details the addressee of the tender, the time and date of tender closure and the location of the tender box.

The Chairperson Tender Committee

Kenya Red Cross Society

P.O. Box 40712-00100

Nairobi

Closing date for submission of proposals: 5th April 2023 at 11.00 a.m.

KENYA RED CROSS SOCIETY (KRCS)

CHILD PROTECTION POLICY

CONTENT

Policy statement

Policy aims

Values, Principles and Beliefs that Guide the Policy

Forms of Child Abuse

Responsibilities on Child Protection

Good Practice guidelines

Reporting of Child Abuse

Discipline

Historical allegations of abuse

Code of Conduct

Overview

In light of the above, the KRCS has acknowledged the need for a policy to ensure consistent and equitable approach to child protection.

Policy Statement

Policy aims

The aim of the Child Protection Policy is to promote good practice by:

Providing children and young people with appropriate safety and protection whilst in the care of or in contact with Kenya Red Cross staff and volunteers.

Allow all staff/volunteers to make informed and confident responses to specific child protection issues.

Values, Principles and Beliefs that Guide the Policy

Within the context of this Policy a Child is a child as defined in the Children Act No 8 of 2001 of the Laws of Kenya.

The “best interests of the child” as defined in the Children Act are primary.

All children, girls and boys, of all abilities and backgrounds have equal rights to safety in all settings and locations.

Violence and abuse against children are never acceptable, in any form, location or setting.

Violence against children has damaging and often long-lasting repercussions for children, their families and their communities.

Children are vulnerable to violence and abuse due to their size, age, physical and psychological maturity, dependence and lack of power. While all children may be vulnerable, in some settings, some children may have a heightened risk of abuse and violence.

Children have a right to parental care and to appropriate custody, care and control when parents for any reason are not the legally authorized care givers.

Tracing and the restoration of family links for children is vital in situations of war, conflict and displacement.

The Fundamental Principles of the Red Cross and Red Crescent Movement forms the cornerstone of this policy. These are:

Humanity

Impartiality

Neutrality

The Society shall endeavor to reach to all vulnerable children without taking sides in hostilities or engaging at any time in controversies of a political, racial, religious or ideological nature.

Independence

Voluntary Service

KRCS shall not be prompted in any manner by desire for gain in the execution of its child protection policy.

Unity

Universality

Forms of Child Abuse

1. 1. Child sexual abuse, which occurs when a child is used by an older or more powerful child or adult for sexual stimulation or gratification. It can involve contact or non-contact, and includes the development of sexual relationships with children not condoned under international and local law, or using language, gestures or other behaviours that are sexual in nature with children;
  2. Child exploitation, which includes:

1. 1. the actual or attempted abuse of a position of authority, differential power or trust in relation to a child, with a view to profiting sexually, monetarily, socially or politically from the use of the child;
  2. intentionally viewing, downloading or distributing any sexualized, demeaning or violent images involving children; or
  3. taking a photograph or other image of a child or making representations of a child in a way that can reasonably be interpreted as sexualized, demeaning or violent;
  4. economic exploitation and performing any work that is likely to be hazardous or to interfere with the child’s physical, mental, spiritual, moral, or social development.

1. 1. Physical abuse of a child, which occurs when a person physically hurts or threatens to hurt a child, or by any means deliberately create a significant risk of physical hurt to a child;
  2. Emotional abuse of a child, which occurs when a person repeatedly or severely attacks a child’s self-esteem through use of language, gestures or other behavior that is degrading, isolating, humiliating, terrorizing, rejecting or corrupting, or that ignores a child’s need for basic emotional care, or where a person by any means deliberately creates a significant risk of emotional harm to a child;
  3. Child neglect, which is inattention to the basic necessities of life such as shelter, education, medical care, supervision, safe environments and clothing, and includes acts or omissions that deny a child basic necessities that are the responsibility and within the capacity of the Red Cross to provide in any given situation.

Responsibilities on Child Protection

As a mutually shared responsibility, all Kenya Red Cross staff, volunteers and other partners, contractors and sub-contractors acknowledge to meet their responsibility towards child protection.

The management of Kenya Red Cross has a duty to allocate adequate resources and ensure that systems are functional to conceive set up, promote and implement child protection unit/system.

The Governance
- - Mainstream child protection into the existing governance structures
    - Facilitate representation in the standing committees
    - Ensure that child protection issues are sufficiently reflected in the overall management plans
    - Enhance visibility and disseminate the policy among other stakeholders, partners and contractors.

Management
- - Ensure that adequate support/resources are committed to implementation of child protection activities and devise means of fundraising, develop performance management targets for the programme among others
    - Ensure that CP is included and/or integrated into the existing policies including identifying high risk activities and measures to reduce or remove the risk to children
    - Ensure that staff understand the CP policy, have access to IEC materials and understand their responsibilities to child protection.
    - Ensure that adequate information on alleged cases of abuse or on protection concerns is channeled to the respective line managers or their subordinates at the Regional/Branch level
    - Ensure that the Policy is reviewed, monitored and evaluated periodically in accordance with the management practices at least every five years or earlier if warranted.

Child Protection Functions
- - Conceive, set up and implement KRCS Policy to protect children within and without emergencies
    - Raise awareness on the conceived process among KRCS stakeholders, partners, contractors and sub-contractors and significant others
    - Contribute toward building and maintaining a child safe environment within KRCS environment
    - Offer guidance and counsel to KRCS partners and stakeholders, contractors and sub-contractors on child protection issues where appropriate
    - Facilitate the management of cases or alleged abuse or suspected protection concerns and availability of in-house capacity to manage CP issues
    - Establish partnerships and networks with other relevant national and international stakeholders
    - Ensure that M & E tools are in place.

Human Resources
- - Ensure that structures are in place – recruit, induct, supervise and appraise the performance of the HR component with a Child Protection focus, including behavioral event interviewing, verbal referee checks, as well as disclosure of any exploitation offences. In some instances, a Certificate of Good Conduct will be required.
    - Ensure that Child Protection is integrated into HR Policy and Procedure Guidelines for consultants, staff, and volunteers (short term and long term)
    - Ensure that staff in the Regions/Counties/Branches are aware of their responsibilities through regular training
    - Handle discipline issues among staff and volunteers as a consequence of non-adherence to the policy or otherwise

Regional/County offices
- - Facilitate Regional/County implementation of Child Protection and assist in the identification of focal persons;
    - Organize for capacity building for staff and volunteers through Regional/County workshops; and
    - Disseminate the Child Protection Policy.

Supply Chain
- - Ensure contracts for services include reference to adherence to Child Protection Policy.

Best Practice guidelines

Kenya Red Cross Staff, Volunteers, Contractors and sub-Contractors (KRCS personnel) shall in the course of their official duties have the following general obligations:

KRCS personnel will always act in the best interest of the child. Acting in the best interest of the child means doing what is best for the Child. In this respect KRCS personnel undertake to consider the interest of the child in planning and executing of all duties and responsibilities.

KRCS personnel will not discriminate on a child on any basis and in particular but not limited to on the basis of race, gender, colour, religion and ethnicity. KRCS personnel will further ensure that all children, girls and boys, of all abilities and backgrounds have equal rights to safety in all settings and locations.

That whenever KRCS personnel obtain as much information as possible on abuse of children, the same will as soon as possible be reported to a superior or higher authorities. However, KRCS personnel undertake allegations of child abuse are highly sensitive and they risk irreparable damage to both alleged victim and the alleged offender. In this respect KRCS personnel shall handle it with utmost confidentiality.

KRCS personnel undertake to uphold and promote child protection through example. In this respect, staff and volunteers will not behave in any manner that is considered inappropriate in the presence of children. Specifically, KRCS personnel will in the presence of children not dress inappropriately or speak in a vulgar and foul language.

Violence and abuse against children are never acceptable, in any form, location or setting. In this respect, KRCS personnel will not engage in or contribute in any way to child abuse as defined in this policy. This includes the obligation of not attempting to exercise physical discipline upon a child.

In the course of their duties, if any KRCS personnel discover an inappropriate attraction or attention being shown by a minor, he or she shall maintain clear professional boundaries with the minor and report or refer the minor to another adult.

KRCS personnel undertake to avoid touching a child in any manner that could be considered sexual or in some other way inappropriate.

KRCS staff and volunteers are not allowed to have sexual relations with children under the age of eighteen years.

KRCS personnel will take all reasonable measures to avoid, in the course of their duties to spend time alone with a child in isolation, away from the observation of others, unless specifically authorized by an immediate superior or in circumstances where the safety of the child is at risk and immediate contact is demonstrated to be in the best interests of the child.

That any publication or presentation, electronically or otherwise, of a child’s personal information, images or location, or exchanging such information through an electronic social networking facility, will only be done where it reasonably supports the needs of the organization and should always be done in a way that does not pose a risk to the safety of the child.

Notwithstanding the above, the behaviours of all personnel in their interaction will be guided by provisions of both National and International Law governing rights of the Child.

This CP should be read together with the Children Act No. 8 of 2001, Article 53 of the Constitution (Rights of Children), the African Charter on the Rights and Welfare of the Child and the UN Convention on the Rights of the Child.

Reporting of Child Abuse

The parents or caregivers of the child will be contacted as soon as possible for advice and information.

The welfare of the child should remain of paramount importance throughout.

Every effort should be made to ensure that confidentiality is maintained for all concerned. Information should be handled and disseminated on a need to know basis only.

Discipline

Historical allegations of abuse

Child Protection Code of Conduct

I, ___________________________________, acknowledge that I have read and understand the Child Protection Policy and agree that in the course of my association with KRCS, I must:

Treat children with respect regardless of race, colour, gender, language, religion, political or other opinion, national, ethnic or social origin, property, disability, birth or other status

Not use language or behavior towards children that is inappropriate, harassing, abusive, sexually provocative, demeaning or culturally inappropriate

Not engage children under the age of 18 in any form of sexual intercourse or sexual activity, including paying for sexual services or acts

Wherever possible, ensure that another adult is present when working in the proximity of children

Not invite unaccompanied children into my home, unless they are at immediate risk of injury or in physical danger

Not sleep close to unsupervised children unless absolutely necessary, in which case I must obtain my supervisor’s permission, and ensure that another adult is present if possible

Use any computers, mobile phones, video cameras, cameras or social media appropriately, and never to exploit or harass children or access child exploitation material through any medium.

Not use physical punishment on children

Not hire children for domestic or other labor which is inappropriate given their age or developmental stage, which interferes with their time available for education and recreational activities, or which places them at significant risk of injury

Comply with all relevant Kenyan and international legislation, including labor laws in relation to child labor

Immediately report concerns or allegations of child exploitation and abuse and policy non-compliance in accordance with appropriate procedures

Immediately disclose all charges, convictions and other outcomes of an offence, which occurred before or occurs during my association with KRCS that relate to child exploitation and abuse.

State that my name is not listed on any register of the sex offenders list in any court.

I do not have any criminal matters pending in court, police or other institution.

I have never been prohibited/suspended from interacting with children.

When photographing or filming a child or using children’s images for work-related purposes, I must:

Assess and endeavor to comply with local traditions or restrictions for reproducing personal images before photographing or filming a child

Obtain informed consent from the child and parent or guardian of the child before photographing or filming a child. As part of this I must explain how the photograph or film will be used

Ensure photographs, films, videos and DVDs present children in a dignified and respectful manner and not in a vulnerable or submissive manner. Children should be adequately clothed and not in poses that could be seen as sexually suggestive

Ensure images are honest representations of the context and the facts

Ensure file labels, meta data or text descriptions do not reveal identifying information about a child when sending images electronically or publishing images in any form.

I understand that the onus is on me, as a person associated with KRCS, to use common sense and avoid actions or behaviors that could be construed as child exploitation and abuse.

Signed: ___________________________ Date: _________________________________

Stamp

SECTION 6. CONDITIONS OF CONTRACT AND CONTRACT FORMS

Preface

This Section includes two types of standard contract forms for: A Lump-Sum Contract and a Time-Based Contract. Each type includes General Conditions of Contract (“GCC”) that shall not be modiﬁed, and Special Conditions of Contract (“SCC”). The SCC includes clauses speciﬁc to each contract to supplement, but not over- write or otherwise contradict, the General Conditions of Contract.

Lump-Sum Contract. This type of contract is used mainly for assignments in which the scope and the duration of the Services and the required output of the Consultant are clearly deﬁned. Payments are linked to outputs (deliverables) such as draft or ﬁnal reports, drawings, bill of quantities, bidding documents, or software programs. Lump-sum contracts are easier to administer because they operate on the principle of a ﬁxed price for a ﬁxed scope, and payments are due on clearly speciﬁed out puts and milestones. Never the less, quality control of the Consultant's outputs by the Procuring Entity s paramount.

Time-Based Contract. This type of contract is appropriate when it is difﬁcult to deﬁne or ﬁx the scope and the duration of the services, either because they are related to activities carried out by others for which the completion period may vary, or because the input of the consultants required for attaining the objectives of the assignment is difﬁcult to assess. In time-based contracts the Consultant provides services on a timed basis according to quality speciﬁcations, and Consultant's remuneration is determined on the basis of the time actually spent by the Consultant in carrying out the Services and is based on (i) agreed upon unit rates for the Consultant's experts multiplied by the actual time spent by the experts in executing the assignment, and (ii) reimbursable expenses using actual expenses and/or agreed unit prices. This type of contract requires the Procuring Entity to closely supervise the Consultant and to be involved in the daily execution of the assignment.

The templates are designed for use in assignments with consulting ﬁrms and shall not be used for contracting of individual experts. In some consultancy assignments such as design and construction supervision, both Lump- Sum and Time-Based Contracts are used and signed with the Consultant. In that case, the Lump-Sum Contract would apply for the design part of the Services while the construction supervision part would be based on a Time- Based Contract. In such event, both types of contracts shall be signed at the same time.

CONTRACT FOR CONSULTANT'S SERVICES

Lump-Sum Contract Consulting Services for:

Contract No.:

Contract Description:

Between

_____________________________________________________________[Name of the Procuring Entity]

and

_________________________________________________________________[Name of the Consultant]

Date:

FORM OF CONTRACT - LUMP-SUM

(Text in brackets [ ] is optional; all notes should be deleted in the ﬁnal text)

WHEREAS

The Procuring Entity has requested the Consultant to provide certain consulting services as deﬁned in this Contract (herein after called the “Services”);

the Consultant, having represented to the Procuring Entity that it has the required professional skills, expertise and technical resources, has agreed to provide the Services on the terms and conditions set forth in this Contract;

the Procuring Entity has set aside a budget and funds toward the cost of the Services and intends to apply a portion of these funds towards payments under this Contract;

NOW THEREFORE the parties hereto hereby agree as follows:

The following documents attached here to shall be deemed to form an integral part of this Contract:
1. The General Conditions of Contract;
2. The Special Conditions of Contract;
3. Appendices:
  - Appendix A: Terms of Reference
  - Appendix B: Key Experts
  - Appendix C: Breakdown of Contract Price
  - Appendix D: Form of Advance Payments Guarantee

The mutual rights and obligations of the Procuring Entity and the Consultant shall be asset for thin the Contract, in particular:
1. The Consultant shall carryout the Services in accordance with the provisions of the Contract; and
2. the Procuring Entity shall make payments to the Consultant in accordance with the provisions of the Contract.

IN WITNESS WHERE OF, the Parties here to have caused this Contract to be signed in their respective names as of the day and year ﬁrst above written.

For and on behalf of............................................. [Name of Procuring Entity] [Authorized Representative of the Procuring Entity–name, title and signature]

For and on behalf of*............................................. [Name of Consultant or Name of a Joint Venture] [Authorized Representative of the Consultant–name and signature]*

[Note: For a joint venture, either all members shall sign or only the lead member, in which case the power of attorney to sign on behalf of all members shall be attached.]

For and on behalf of each of the members of the Consultant*.......................... [Insert the Name of the Joint Venture] [Name of the lead member]*

[Authorized Representative on behalf of a Joint Venture] [Add signature blocks for each member if all are signing]

SECTION 7: GENERAL CONDITIONS OF CONTRACT

General Provisions
1. Deﬁnitions

1. Unless the context otherwise requires, the following terms whenever used in this Contract have the following meanings:
  1. 1. “Applicable Law” means the laws and any other instruments having he force of law in Kenya.
    2. “Consultant” means a legally-established professional consulting ﬁrm or entity selected by the Procuring Entity to provide the Services under the signed Contract.
    3. “Contract” means the legally binding written agreement signed between the Procuring Entity and the Consultant and which includes all the attached documents listed in its paragraph1of the Form of Contract (the General Conditions (GCC), the Special Conditions (SCC), and the Appendices).
    4. “Procuring Entity” means the Procuring Entity that signs the Contract for the Services with the selected Consultant.
    5. “Day” means a working day unless indicated otherwise.
    6. “Effective Date” means the date on which this Contract comes into force and effect pursuant to Clause GCC 11.
    7. “Experts” means, collectively, Key Experts, Non-Key Experts, or any other personnel of the Consultant, Sub-consultant or JV member(s) assigned by the Consultant to perform the Services or any part thereof under the Contract.
    8. “Foreign Currency” means any currency other than the currency of Kenya.
    9. “GCC” mean these General Conditions of Contract.
    10. “Government” means the government of Kenya.
    11. “Joint Venture (JV)” means an association with or without a legal personality distinct from that of its members, of more than one entity where one member has the authority to conduct all businesses for and on behalf of any and all the members of the JV, and where the members of the JV are jointly and severally liable to the Procuring Entity for the performance of the Contract.
    12. “Key Expert(s)” means an individual professional whose skills, qualiﬁcations, knowledge and experience are critical to the performance of the Services under the Contract and whose Curricula Vitae (CV)was taken into account in the technical evaluation of the Consultant's proposal.
    13. “Local Currency” means the Kenya Shillings, the currency of Kenya.
    14. “Non-Key Expert(s)” means an individual professional provided by the Consultant or its Sub-consultant to perform the Services or any part here of under the Contract.
    15. “Party” means the Procuring Entity or the Consultant, as the case may be, and “Parties” means both of them.
    16. “SCC” means the Special Conditions of Contract by which the GCC may be amended or supplemented but not over-written.
    17. “Services” means the work to be performed by the Consultant pursuant to this Contract, as described in Appendix A hereto.
    18. “Sub-consultants” means an entity to whom/which the Consultant subcontracts any part of the Services while remaining solely liable for the execution of the Contract.
    19. “Third Party “means any person or entity other than the Government, the Procuring Entity, the Consultant or a Sub-consultant.
2. Relationship between the Parties

1. Nothing contained herein shall be construed as establishing a relationship of master and servant or of principal and agent as between the Procuring Entity and the Consultant. The Consultant, subject to this Contract, has complete charge of the Experts and Sub-consultants, if any, performing the Services and shall be fully responsible for the Services performed by them or on their behalf hereunder.

Law Governing Contract
1. This Contract, its meaning and interpretation, and the relation between the Parties shall be governed by the Laws of Kenya.

Language
1. This Contract has been executed in the English language, which shall be the binding and controlling language for all matters relating to the meaning or interpretation of this Contract.

Headings
1. The headings shall not limit, alter or affect the meaning of this Contract.

Communications
1. Any communication required or permitted to be given or made pursuant to this Contract shall be in writing in the English Language. Any such notice, request or consent shall be deemed to have been given or made when delivered in person to an authorized representative of the Party to whom the communication is addressed, or when sent to such Party at the address speciﬁed in the SCC.
2. A Party may change its address for notice here under by giving the other Party any communication of such change to the address speciﬁed in the SCC.

Location
1. The Services shall be performed at such locations as are speciﬁed in Appendix A hereto and, where the location of a particular task is not so speciﬁed, at such locations, whether in Kenya or elsewhere, as the Procuring Entity may approve.

Authority of Member in Charge
1. In case the Consultant is a Joint Venture, the members hereby authorize them ember speciﬁed in the SCC to act on their behalf in exercising all the Consultant's rights and obligations towards the Procuring Entity under this Contract, including without limitation the receiving of instructions and payments from the Procuring Entity.

Authorized Representatives
1. Any action required or permitted to be taken, and any document required or permitted to be executed under this Contract by the Procuring Entity or the Consultant may be taken or executed by the ofﬁcials speciﬁed in the SCC.

Corrupt and Fraudulent Practices

10.1 The government requires compliance with its policy regarding corrupt and fraudulent/prohibited practices as set forth in its laws and policies.

1. **Commissions and Fees-**The Procuring Entity requires the Consultant to disclose any commissions, gratuities or fees that may have been paid or are to be paid to a gents or any other party with respect to the selection process or execution of the Contract. The information disclosed must include at least the name and address of the agent or other party, the amount and currency, and the purpose of the commission, gratuity or fee. Failure to disclose such commissions, gratuities or fees may result in termination of the Contract by the Procuring Entity and/or sanctions by the PPRA.

B. Commencement, Completion, Modiﬁcation and Termination of Contract

Effectiveness of Contract
1. This Contract shall come into force and effect on the date (the “Effective Date”) of the Procuring Entity's notice to the Consultant instructing the Consultant to begin carrying out the Services. This notice shall conﬁrm that the effectiveness conditions, if any, listed in the SCC have been met.

Termination of Contract for Failure to Become Effective
1. If this Contract has not become effective within such time period after the date of Contract signature as speciﬁed in the SCC, either Party may, by not less than twenty-two (22) days written notice to the other Party, declare this Contract to be null and void, and in the event of such a declaration by either Party, neither Party shall have any claim against the other Party with respect there to.

Commencement of Services
1. The Consultant shall conﬁrm availability of Key Experts and begins carrying out the Services not later than the number of days after the Effective Date speciﬁed in the SCC.

Expiration of Contract
1. Unless terminated earlier pursuant to Clause GCC19hereof, this Contract shall expire at the end of such time period after the Effective Date as speciﬁed in the SCC.

Entire Agreement
1. This Contract contains all covenants, stipulations and provisions agreed by the Parties. No agent or representative of either Party has authority to make, and the Parties shall not be bound by or be liable for, any statement, representation, promise or agreement not set forth herein.

Modiﬁcations or Variations
1. Any modiﬁcation or variation of the terms and conditions of this Contract, including any modiﬁcation or variation of the scope of the Services, may only be made by written agreement between the Parties. However, each Party shall give due consideration to any proposals for modiﬁcation or variation made by the other Party.

Force Majeure

Deﬁnition
1. For the purposes of this Contract,“ Force Majeure” means event which is beyond the reasonable control of a Party, is not foreseeable, is unavoidable, and makes a Party's performance of its obligations hereunder impossible or so impractical as reasonably to be considered impossible under the circumstances, and subject to those requirements, includes, but is not limited to, war, riots, civil disorder, earthquake, ﬁre, explosion, storm, ﬂood or other adverse weather conditions, strikes, lockouts or other industrial action conﬁscation or any other action by Government agencies.
2. Force Majeure shall not include (i) any event which his caused by the negligence or intentional action of a Party or such Party's Experts, Sub-consultants or agents or employees, nor (ii) any event which a diligent Party could reasonably have been expected to both take into account at the time of the conclusion of this Contract and avoid or over come in the carrying out of its obligations here under.
3. Force Majeure shall not include insufﬁciency of funds or failure to make any payment required here under.

No Breach of Contract
1. The failure of a Party to fulﬁll any of its obligations here under shall not be considered to be a breach of, or default under, this Contract in so far as such inability arises from an event of Force Majeure, provided that the Party affected by such an event has taken all reasonable precautions, due care and reasonable alternative measures, all with the objective of carrying out the terms and conditions of this Contract.

Measures to be taken
1. A party affected by an event of Force Majeure shall continue to perform its obligations under the Contract as far as is reasonably practical and shall take all reasonable measures to minimize the consequences of any event of Force Majeure.
2. A Party affected by an event of Force Majeure shall notify the other Party of such event as soon as possible, and in any case not later than fourteen (14) calendar days following the occurrence of such event, providing evidence of the nature and cause of such event, and shall similarly give written notice of the restoration of normal conditions as soon as possible.
  1. Any period within which a Party shall, pursuant to this Contract, complete any action or task, shall be extended for a period equal to the time during which such Party was unable to perform such action as a result of Force Majeure.
  2. During the period of their inability to perform the Services as a result of an event of Force Majeure, the Consultant, upon instructions by the Procuring Entity, shall either:
  3. demobilize, in which case the Consultant shall be reimbursed for additional costs they reasonably and necessarily incurred, and, if required by the Procuring Entity, in reactivating the Services; or
  4. Continue with the Services to the extent reasonably possible, in which case the Consultant shall continue to be paid under the terms of this Contract and be reimbursed or additional costs reasonably and necessarily incurred.
3. In the case of disagreement between the Parties as to the existence or extent of Force Majeure, the matter shall be settled according to Clauses GCC 44 & 45.

Suspension
1. The Procuring Entity may, by written notice of suspension to the Consultant, suspend all payments to the Consultant here under if the Consultant fails to perform any of its obligations under this Contract, including the carrying out of the Services, provided that such notice of suspension (i)shall specify the nature of the failure, and (ii) Shall request the Consultant to remedy such failure within a period not exceeding thirty (30) calendar days after receipt by the Consultant of such notice of suspension.

Termination
1. This Contract may be terminated by either Party as per provisions set up below:

a. By the Procuring Entity

1. 1. The Procuring Entity may terminate this Contract in case of the occurrence of any of the events speciﬁed in paragraphs (a) through (f) of this Clause. In such an occurrence, the Procuring Entity shall give at least thirty (30) calendar days' written notice of termination to the Consultant in case of the events referred to in(a)through(d); at least sixty (60) calendar days' written notice in case of the event referred to in (e); and at least ﬁve (5) calendar days 'written notice in case of the event referred to in (f):

If the Consultant fails to remedy a failure in the performance of its obligations here under, as speciﬁed in a notice of suspension pursuant to Clause GCC 18;

If the Consultant becomes (or, if the Consultant consists of more than one entity, if any of its members becomes) insolvent or bankrupt or enter into any agreements with their creditors for relief of debt or take advantage of any law for the beneﬁt of debtors or go in to liquidation or receivership whether compulsory or voluntary;

If the Consultant fails to comply with any ﬁnal decision reached as a result of arbitration proceedings pursuant to Clause GCC 45.1;

If, as the result of Force Majeure, the Consultant is unable to perform a material portion of the Services for a period of not less than sixty (60) calendar days;

If the Procuring Entity, in its sole discretion and for any reason whatsoever, decides to terminate this Contract;

If the Consultant fails to conﬁrm availability of Key Experts as required in Clause GCC13.
1. 1. Furthermore, if the Procuring Entity determines that the Consultant has engaged in corrupt, fraudulent, collusive, coercive [or obstructive] practices, in competing for or in executing the Contract, then the Procuring Entity may, after giving fourteen (14) calendar days written notice to the Consultant, terminate the Consultant's employment under the Contract.

By the Consultant
1. 1. 1. The Consultant may terminate this Contract, by not less than thirty (30) calendar days' written notice to the Procuring Entity, in case of the occurrence of any of the events speciﬁed in paragraphs(a)through(d)of this Clause.
    2. If the Procuring Entity fails to pay any money due to the Consultant pursuant to this Contract and not subject to dispute pursuant to Clause GCC45.1withinforty-ﬁve (45) calendar days after receiving written notice from the Consultant that such payment is overdue.
    3. If, as the result of Force Majeure, the Consultant is unable to perform a material portion of the Services for a period of not less than sixty (60) calendar days.
    4. If the Procuring Entity fails to comply with any ﬁnal decision reached as a result of arbitration pursuant to Clause GCC45.1.
    5. If the Procuring Entity is in material breach of its obligations pursuant to this Contract and has not remedied the same within forty-ﬁve (45) days (or such longer period as the Consultant may have subsequently approved in writing) following the receipt by the Procuring Entity of the Consultant's notice specifying such breach.

Cessation of Rights and Obligations

Cessation of Services

Payment up on Termination
1. 1. Up on termination of this Contract, the Procuring Entity shall make the following payments to the Consultant:
    1. Payment or Services satisfactorily performed prior to the effective date of termination; and
    2. In the case of termination pursuant to paragraphs (d) and (e) of Clause GCC 19.1.1, reimbursement of any reasonable cost incidental to the prompt and orderly termination of this Contract, including the cost of the return travel of the Experts.

C. Obligation s of the Consultant

General

a. Standard of Performance

1. The Consultant shall perform the Services and carry out the Services with all due diligence, efﬁciency and economy, in accordance with generally accepted professional standards and practices, and shall observe sound management practices, and employ appropriate technology and safe and effective equipment, machinery, materials and methods. The Consultant shall always act, in respect of any matter relating to this Contract or to the Services, as a faithful adviser to the Procuring Entity, and shall at all times support and safeguard the Procuring Entity's legitimate interests in any dealings with the third parties.
2. The Consultant shall employandprovidesuchqualiﬁedandexperiencedExpertsandSub-consultants as are required to carry out the Services.
3. The Consultant may subcontract part of the Services to an extent and with such Key Experts and Sub- consultants as may be approved in advance by the Procuring Entity. Notwithstanding such approval, the Consultant shall retain full responsibility for the Services.

b. Law Applicable to Services

1. Throughout the execution of the Contract, the Consultants hall comply with the import of goods and services prohibitions in Kenya when

As a matter of law or ofﬁcial regulations, Kenya prohibits commercial relations with that country; or

by an act of compliance with a decision of the United Nations Security Council taken under Chapter VII of the Charter of the United Nations, Kenya prohibits any import of goods from that country or any payments to any country, person, or entity in that country.

20.6. The Procuring Entity shall notify the Consultant in writing of relevant local customs, and the Consultant shall, after such notiﬁcation, respect such customs.

Conﬂict of Interests

1. 1. Consultant Not to Beneﬁt from Commissions, Discounts, etc.

1. 1. The payment of the Consultant pursuant to GCC F (Clauses GCC 38 through 42) shall constitute the Consultant's only payment in connection with this Contract and, subject to Clause GCC21.1.3,the Consultant shall not accept for its own beneﬁt any trade commission, discount or similar payment in connection with activities pursuant to this Contract or in the discharge of its obligations here under, and the Consultant shall use its best efforts to ensure that any Sub-consultants, as well as the Experts and agents of either of them, similarly shall not receive any such additional payment.
  2. Furthermore, if the Consultant, as part of the Services, has the responsibility of advising the Procuring Entity on the procurement of goods, works or services, the Consultant shall at all times exercise such responsibility in the best interest of the Procuring Entity. Any discounts or commissions obtained by the Consultant in the exercise of such procurement responsibility shall be for the account of the Procuring Entity.

1. 1. Consultant and Afﬁliates Not to Engage in Certain Activities

1. 1. The Consultant agrees that, during the term of this Contract and after its termination, the Consultant and any entity afﬁliated with the Consultant, as well as any Sub-consultants and any entity afﬁliated with such Sub- consultants, shall be disqualiﬁed from providing goods, works or non-consulting services resulting from or directly related to the Consultant's Services for the preparation or implementation of the project.

1. 1. Prohibition of Conﬂicting Activities

1. 1. The Consultant shall not engage and shall cause its Experts as well as its Sub-consultants not to engage, either directly or indirectly, in any business or professional activities that would conﬂict with the activities assigned to them under this Contract.

1. 1. Strict Duty to Disclose Conﬂicting Activities

1. 1. The Consultant has an obligation and shall ensure that its Experts and Sub-consultants shall have an obligation to disclose any situation of actual or potential conﬂict that impacts their capacity to serve the best interest of their Procuring Entity, or that may reasonably be perceived as having this effect. Failure to disclose said situations may lead to the disqualiﬁcation of the Consultant or the termination of its Contract.

Conﬁdentiality
1. Except with the prior written consent of the Procuring Entity, the Consultant and the Experts shall not at any time communicate to any person or entity any conﬁdential information acquired in the course of the Services, nor shall the Consultant and the Experts make public the recommendations formulated in the course of, or because of, the Services.

Liability of the Consultant
1. Subject to additional provisions, if any, set for in the SCC, the Consultant's liability under this Contract shall be as determined under the Applicable Law.

Insurance to be taken out by the Consultant
1. The Consultant (i) shall take out and maintain and shall cause any Sub-consultants to take out and maintain, at its (or the Sub-consultants', as the case may be) own cost but on terms and conditions approved by the Procuring Entity, insurance against the risks, and for the coverage speciﬁed in the SCC, and (ii) at the Procuring Entity's request, shall provide evidence to the Procuring Entity showing that such insurance has been taken out and maintained and that the current premiums therefore have been paid. The Consultant shall ensure that such insurance is in place prior to commencing the Services as stated in Clause GCC13.

Accounting, Inspection and Auditing
1. The Consultant shall keep and shall make all reasonable efforts to cause its Sub-consultants to keep, accurate and systematic accounts and records in respect of the Services and in such form and detail as will clearly identify relevant time changes and costs.
2. The Consultant shall permit and shall cause its Sub-consultants to permit, the PPRA and/ or persons appointed by the PPRA to inspect the Site and /or all accounts and records relating to the performance of the Contract and the submission of the Proposal to provide the Services, and to have such accounts and records audited by auditors appointed by the PPRA if requested by the PPRA. The Consultant's attention is drawn to Clause GCC10 which provides, interlaid, that acts intended to materially impede the exercise of the PPRA's inspection and audit rights provided for under this ClauseGCC25.2 constitute a prohibited practice subject to contract termination (as well as to a determination of in eligibility under the PPRA's prevailing sanctions procedures.)

Reporting Obligations
1. The Consultant shall submit to the Procuring Entity the reports and documents speciﬁed in Appendix A, in the form, in the numbers and within the time periods set forth in the said Appendix.

Proprietary Rights of the Procuring Entity in Reports and Records
1. Unless otherwise indicated in the SCC, all reports and relevant data and information such as maps, diagrams, plans, databases, other documents and software, supporting records or material compiled or prepared by the Consultant for the Procuring Entity in the course of the Services shall be conﬁdential and become and remain the absolute property of the Procuring Entity. The Consultant shall, not later than upon termination or expiration of this Contract, deliver all such documents to the Procuring Entity, together with a detailed inventory thereof. The Consultant may retain a copy of such documents, data and/or software but shall not use the same for purposes unrelated to this Contract without prior written approval of the Procuring Entity.
2. If license agreements are necessary or appropriate between the Consultant and third parties for purposes of development of the plans, drawings, speciﬁcations, designs, databases, other documents and software, the Consultant shall obtain the Procuring Entity's prior written approval to such agreements, and the Procuring Entity shall be entitled at its discretion to require recovering the expenses related to the development of the program(s) concerned. Other restrictions about the future use of these documents and software, if any, shall be speciﬁed in the SCC.

Equipment, Vehicles and Materials
1. Equipment, vehicles and materials made available to the Consultant by the Procuring Entity or purchased by the Consultant wholly or partly with funds provided by the Procuring Entity, shall be the property of the Procuring Entity and shall be marked accordingly. Upon termination or expiration of this Contract, the Consultant shall make available to the Procuring Entity an inventory of such equipment, vehicles and materials and shall dispose of such equipment, vehicles and materials in accordance with the Procuring Entity's instructions. While in possession of such equipment, vehicles and materials, the Consultant, unless otherwise instructed by the Procuring Entity in writing, shall insure them at the expense of the Procuring Entity in an amount equal to their full replacement value.
2. Any equipment or materials brought by the Consultant or its Experts into Kenya for the use either for the project or personal use shall remain the property of the Consultant or the Experts concerned, as applicable.

D. Consultant's Experts and Sub-consultants

Description of Key Experts
1. The title, agreed job description, minimum qualiﬁcation and estimated period of engagement to carry out the Services of each of the Consultant's Key Experts are described in Appendix B.

Replacement of Key Experts
1. Except as the Procuring Entity may otherwise agree in writing, no changes shall be made in the Key Experts.
2. Notwithstanding the above, the substitution of Key Experts during Contract execution may be considered only based on the Consultant's written request and due to circumstances outside the reasonable control of the Consultant, including but not limited to death or medical in capacity. In such case, the Consultant shall forth with provide as a replacement, a person of equivalent or better qualiﬁcations and experience, and at the same rate of remuneration.

Removal of Experts or Sub-consultants
1. If the Procuring Entity ﬁnds that any of the Experts or Sub-consultant has committed serious misconduct or has been charged with having committed a criminal action, or shall the Procuring Entity determine that Consultant's Expert of Sub consultant have engaged in corrupt, fraudulent, collusive, coercive [or obstructive] practice while performing the Services, the Consultant shall, at the Procuring Entity's written request, provide a replacement.
2. In the event that any of Key Experts, Non-Key Experts or Sub-consultants is found by the Procuring Entity to be in competent or in capable in discharging assigned duties, the Procuring Entity, specifying the grounds therefore, may request the Consultant to provide a replacement.
3. Any replacement of the removed Experts or Sub consultants shall possess better qualiﬁcations and experience and shall be acceptable to the Procuring Entity.
4. The Consultant shall bear all costs arising out of or incidental to any removal and/or replacement of such Experts.

E. Obligations of the Procuring Entity

Assistance and Exemptions
1. Unless otherwise speciﬁed in the SCC, the Procuring Entity shall use its best efforts to:

Assist the Consultant with obtaining work permits and such other documents as shall be necessary to enable the Consultant to perform the Services.

Assist the Consultant with promptly obtaining, for the Experts and, if appropriate, their eligible dependents, all necessary entry and exit visas, residence permits, exchange permits and any other documentsrequiredfortheirstayinKenyawhilecarryingouttheServicesundertheContract.

FacilitatepromptclearancethroughcustomsofanypropertyrequiredfortheServicesandofthepersonal effects of the Expert sand their eligible dependents.

Issue to ofﬁcials, agents and representatives of the Government all such instructions and information as may be necessary or appropriate for the prompt and effective implementation of the Services.

Assist the Consultant and the Experts and any Sub-consultants employed by the Consultant for the Services with obtaining exemption from any requirement to register or obtain any permit to practice their profession or to establish themselves either individually or as a corporate entity in Kenya according to the applicable law in Kenya

Assist the Consultant, any Sub-consultants and the Experts of either of them with obtaining the privilege, pursuant to the applicable law in Kenya, of bringing in to Kenya reasonable amounts of foreign currency for the purposes of the Services or for the personal use of the Experts and of withdrawing any such amounts as may be earned therein by the Experts in the execution of the Services.

Provide to the Consultant any such other assistance as may be speciﬁed in the SCC.

Access to Project Site
1. The Procuring Entity warrants that the Consultant shall have, free of charge, unimpeded access to the project site in respect of which access is required for the performance of the Services. The Procuring Entity will be responsible for any damage to the project site or any property thereon resulting from such access and will indemnify the Consultant and each of the experts in respect of liability for any such damage, unless such damage is caused by the willful default or negligence of the Consultant or any Sub-consultants or the Experts of either of them.

Change in the Applicable Law Related to Taxes and Duties
1. If, after the date of this Contract, there is any change in the applicable law in Kenya with respect to taxes and duties which increases or decreases the cost incurred by the Consultant in performing the Services, then the remuneration and reimbursable expenses otherwise payable to the Consultant under this Contract shall be increased or decreased accordingly by agreement between the Parties hereto, and corresponding adjustments shall be made to the Contract price amount speciﬁed in Clause GCC 39.1

Services, Facilities and Property of the Procuring Entity
1. The Procuring Entity shall make available to the Consultant and the Experts, for the purposes of the Services and free of any charge, the services, facilities and property described in the Terms of Reference (Appendix A) at the times and in the manner speciﬁed in said Appendix A.

Counterpart Personnel
1. The Procuring Entity shall make available to the Consultant free of charge such professional and support counterpart personnel, to be nominated by the Procuring Entity with the Consultant's advice, if speciﬁed in Appendix A.
2. Professional and support counterpart personnel, excluding Procuring Entity's liaison personnel, shall work under the exclusive direction of the Consultant. If any member of the counterpart personnel fails to perform adequately any work as signed to such member by the Consultant that is consistent with the position occupied by such member, the Consultant may request the replacement of such member, and the Procuring Entity shall not unreasonably refuse to act upon such request.

Payment Obligation
1. In consideration of the Services performed by the Consultant under this Contract, the Procuring Entity shall make such payments to the Consultant for the deliverables speciﬁed in Appendix A and in such manner as is provided by GCCF below.

F. Payments to the Consultant

Contract Price
1. The Contract price is ﬁxed and is set forth in the SCC. The Contract price breakdown is provided in Appendix C.
2. Any change to the Contract price speciﬁed in Clause 38.1 can be made only if the Parties have agreed to the revised scope of Services pursuant to Clause GCC 16 and have amended in writing the Terms of Reference in Appendix A.

Taxes and Duties
1. The Consultant, Sub-consultants and Experts are responsible for meeting any and all tax liabilities arising out of the Contract unless it is stated otherwise in the SCC.Currency of Payment
2. Any payment under this Contract shall be made in the currency (ies) of the Contract.

Mode of Billing and Payment
1. The total payments under this Contract shall not exceed the Contract price set forth in Clause GCC 38.1.
2. The payments under this Contract shall be made in lump-sum installments against deliverables speciﬁed in Appendix A. The payments will be made according to the payment schedule stated in the SCC.
  1. Advance payment: Unless otherwise indicated in the SCC, an advance payment shall be made against an advance payment bank guarantee acceptable to the Procuring Entity in an amount (or amounts) and in a currency (or currencies) speciﬁed in the SCC. Such guarantee (I) is to remain effective until the advance payment has been fully set off, and (ii) is to be in the form set forth in Appendix D, or in such other form as the Procuring Entity shall have approved in writing. The advance payments will be set off by the Procuring Entity in equal portions against the lump-sum installments speciﬁed in the SCC until said advance payments have been fully set off.
  2. The Lump-Sum Installment Payments. The Procuring Entity shall pay the Consultant within sixty (60) days after the receipt by the Procuring Entity of the deliverable(s) and the cover invoice for the related lump-sum installment payment. The payment can be withheld if the Procuring Entity does not approve the submitted deliverable(s) as satisfactory in which case the Procuring Entity shall provide comments to the Consultant within the same sixty (60) days period. The Consultant shall thereupon promptly make any necessary corrections, and there after the fore going process shall be repeated.
  3. The Final Payment: The ﬁnal payment under this Clause shall be made only after the ﬁnal report has been submitted by the Consultant and approved as satisfactory by the Procuring Entity. The Services shall then be deemed completed and ﬁnally accepted by the Procuring Entity. The last lump-sum installment shall be deemed approved for payment by the Procuring Entity within ninety (90) calendar days after receipt of the ﬁnal report by the Procuring Entity unless the Procuring Entity, within such ninety (90) calendar day period, gives written notice to the Consultant specifying in detail deﬁciencies in the Services, the ﬁnal report. The Consultant shall thereupon promptly make any necessary corrections, and there after the fore going process shall be repeated.
  4. All payments under this Contract shall be made to the accounts of the Consultant speciﬁed in the SCC.
  5. With the exception of the ﬁnal payment under 40.2.3 above, payments do not constitute acceptance of the whole Services nor relieve the Consultant of any obligations here under.

Interest on Delayed Payments
1. If the Procuring Entity had delayed payments beyond thirty (30) days after the due date stated in Clause GCC 41.2.2, interest shall be paid to the Consultant on any amount due by, not paid on, such due date for each day of delay at the annual rate stated in the SCC.

G. Fairness and Good Faith

Good Faith
1. The Parties undertake to act in good faith with respect to each other's rights under this Contract and to adopt all reasonable measures to ensure the realization of the objectives of this Contract.

H. Settlement of Disputes

Amicable Settlement
1. 1. The Parties shall seek to resolve any dispute amicably by mutual consultation.
  2. If either Party objects to any action or in action of the other Party, the objecting Party may ﬁle a written Notice of Dispute to the other Party providing in detail the basis of the dispute. The Party receiving the Notice of Dispute will consider it and respond in writing within fourteen (14) days after receipt. If that Party fails to respond within fourteen (14) days, or the dispute cannot be amicably settled within fourteen (14) days following the response of that Party, Clause GCC 45.1 shall apply.

Dispute Resolution
1. 1. Any dispute between the Parties arising under or related to this Contract that cannot be settled amicably may be referred to by either Party to the adjudication/arbitration in accordance with the provisions speciﬁed in the SCC.

SECTION 8: SPECIAL CONDITIONS OF CONTRACT

Number of GC Clause

Amendments of, and Supplements to, Clauses in the General Conditions of Contract

1.1(a)

The Contract shall be construed in accordance with the law of Kenya and legislation that may influence the Public Finance Management and the Water sector

4.1

The language is: English

6.1 and 6.2

The addresses are [fill in at negotiations with the selected firm]:

Procuring Entity: Kenya Red Cross Society

Attention: Secretary General

E-mail: tenders@redcross.or.ke

9.1

The Authorized Representatives are:

For the Procuring Entity: Elizabeth Osodo

11.1

The effectiveness conditions are the following:

[Note: If there are no effectiveness conditions, state “N/A”]

12.1

Termination of Contract for Failure to Become Effective:

The time period shall be two calendar months.

13.1

Commencement of Services:

The number of days shall be 5 days.

Confirmation of Key Experts’ availability to start the Assignment shall be submitted to the Procuring Entity in writing as a written statement signed by each Key Expert.

14.1

Expiration of Contract:

The time period shall be 90 days.

21.1.3.

23.1

No additional provisions.

[OR

The following limitation of the Consultant’s Liability towards the Procuring Entity can be subject to the Contract’s negotiations:

“Limitation of the Consultant’s Liability towards the Procuring Entity:

(i) for any indirect or consequential loss or damage; and

(ii) for any direct loss or damage that exceeds two times the total value of the Contract;

(b) This limitation of liability shall not

(i) affect the Consultant’s liability, if any, for damage to Third Parties caused by the Consultant or any person or firm acting on behalf of the Consultant in carrying out the Services;

(ii) be construed as providing the Consultant with any limitation or exclusion from liability which is prohibited by the Applicable Law*.*

[Notes to the Procuring Entity and the Consultant:

24.1

The insurance coverage against the risks shall be as follows:

(a) Professional liability insurance, with a minimum coverage of ______________________ [insert amount and currency which should be not less than the total ceiling amount of the Contract];

27.2

[If there is to be no restriction on the future use of these documents by either Party, this Clause SCC 27.2 should be indicated as Not Applicable.

If the Parties wish to restrict such use, any of the following options, or any other option agreed to by the Parties, could be used:

[The Consultant shall not use these reports, documents and software for purposes unrelated to this Contract without the prior written approval of the Procuring Entity.

32.1

(a) through (f)

[List here any changes or additions to Clause GCC 32.1. If there are no such changes or additions, indicate Not Applicable.]

39.1 and 39.2

The Procuring Entity warrants that [choose one applicable option consistent with the ITC 16.3 and the outcome of the Contract’s negotiations (Form FIN-2]

If ITC16.3 indicates a tax exemption status, include the following: “the Consultant, the Sub-consultants and the Experts shall be exempt from”

If ITC16.3 does not indicate the exemption and, depending on whether the Procuring Entity shall pay the withholding tax or the Consultant has to pay, include the following:

any taxes, duties, fees, levies and other impositions imposed, under the applicable law in the Procuring Entity’s country, on the Consultant, the Sub-consultants and the Experts in respect of:

(a) any payments whatsoever made to the Consultant, Sub-consultants and the Experts (other than nationals or permanent residents of Kenya), in connection with the carrying out of the Services;

(c) any equipment imported for the purpose of carrying out the Services and paid for out of funds provided by the Procuring Entity and which is treated as property of the Procuring Entity;

(i) the Consultant, Sub-consultants and experts shall follow the usual customs procedures of Kenya in importing property into Kenya; and

40.2

Payment of installments shall be linked to the deliverables specified in the Terms of Reference in Appendix A]

The payment schedule:

Payment plan

Item in Scope

Deliverable

Percentage of Payment

Hydrogeological survey

Submission of Draft Hydrogeological Survey Reporting

Submission of draft Hydrogeological survey report

30%

Submission of final draft report after incorporation on feedback and issuance of the WRA drilling Permit

Submission of final report with WRA drilling permit

70%

Supervision

Supervision of Drilling Works

Site mobilization of the contractor to site, drilling rig setting out at the recommended VES and submission of daily report

10%

Submission of the Draft Drilling Report with all corresponding daily reports and records detailed above.

40%

Submission of final drilling supervision reports and abstraction permit

50%

40.2.1

The following provisions shall apply to the advance payment and the advance bank payment guarantee:

(2) The advance bank payment guarantee shall be in the amount and in the currency of the currency (ies) of the advance payment.

(3) The bank guarantee will be released when the advance payment has been fully set off.

44.1

Disputes shall be settled by arbitration in accordance with the following provisions:

3. Substitute Arbitrators. If for any reason an arbitrator is unable to perform his/her function, a substitute shall be appointed in the same manner as the original arbitrator.

(a) the country of incorporation of the Consultant [If the Consultant consists of more than one entity, add: or of any of their members or Parties*]*; or

(b) the country in which the Consultant’s [or any of their members’ or Parties’] principal place of business is located; or

(d) the country of nationality of the Sub-consultants concerned, where the dispute involves a subcontract.

5. Miscellaneous. In any arbitration proceeding hereunder:

(a) proceedings shall, unless otherwise agreed by the Parties, be held in Kenya;

(b) the English language shall be the official language for all purposes; and

SECTION 9: APPENDICES

Appendix A – Terms of Reference

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

Appendix B - Key Experts

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

Appendix C – Breakdown of Contract Price

Appendix D - Form of Advance Payment Guarantee

[Note: See Clause GCC 41.2.1 and SCC 41.2.1]

Bank Guarantee for Advance Payment [Bank's Name and Address of Issuing Branch or Ofﬁce] Beneﬁciary: [Name and Address of Procuring Entity]

Date:

ADVANCEPAYMENTGUARANTEE No.:

Furthermore, we understand that, according to the conditions of the Contract, an advance payment in the sum of

[amount in ﬁgures] () [amount in words] is to be made against an advance payment guarantee.

Full repayment of the amount of the advance payment, or on the day of , 2 whichever is earlier.

Consequently, any demand for payment under this guarantee must be received by us at this ofﬁce on or before that date.

[Signature]

Note: All italicized text is for indicative purposes only to assist in preparing this form and shall be deleted from the ﬁnal product.

PREFACE

In case a Time-Based Contract is not used, please delete the contract template for time-based contract before issuance of the RFP to Consultants.

SECTION 10: APPENDICES

Appendix A – Terms of Reference

Appendix B - Key Experts

Appendix C – Remuneration Cost Estimates

Monthly rates for the Experts:

[When the Consultant has been selected under Quality-Based Selection method, or the Procuring Entity has requested the Consultant to clarify the breakdown of very high remuneration rates at the Contract's negotiations also add the following:

SECTION 11. NOTIFICATION FORMS

NOTIFICATION OF INTENTION TO AWARD

Procuring Entity: [insert the name of the Entity] Contract title: [insert the name of the contract] RFP No: [insert RF Preference number]

Request a debrieﬁng in relation to the evaluation of your Proposal, and/or

Submit a Procurement-relatedComplaintinrelationtothedecisiontoawardthecontract.

The successful Consultant

Name:

[insert name of successful Consultant]

Address:

[insert address of the successful Consultant]

Contract price:

[insert contract price of the successful Consultant]

i) Short listed Consultants

Submitted Proposal

Overall technical score

Financial Proposal Price

Evaluated Financial Proposal Price

(If applicable)

Combined Score and ranking (if applicable)

[insert name]

[yes/no]

Criterion (i): [insert score]

Criterion (ii): [insert score]

Criterion (iii): [insert score]

Sub-criterion a:

1: [insert score]

2: [insert score]

3: [insert score]

Sub-criterion b:

1: [insert score]

2: [insert score]

3: [insert score]

Sub-criterion c:

………etc.

Criterion (iv): [insert score]

Criterion (v): [insert score]

Total score: [insert score]

[Proposal price]

[evaluated price]

Combined Score:

[combined score]

Ranking:

[ranking]

[insert name]

[yes/no]

Criterion (i): [insert score]

Criterion (ii): [insert score]

Criterion (iii): [insert score]

Sub-criterion a:

1: [insert score]

2: [insert score]

3: [insert score]

Sub-criterion b:

1: [insert score]

2: [insert score]

3: [insert score]

Sub-criterion c:

……..etc.

Criterion (iv): [insert score]

Criterion (v): [insert score]

Total score: [insert score]

[Proposal price]

[evaluated price]

Combined Score:

[combined score]

Ranking:

[ranking]

[insert name]

[yes/no]

Criterion (i): [insert score]

Criterion (ii): [insert score]

Criterion (iii): [insert score]

Sub-criterion a:

1: [insert score]

2: [insert score]

3: [insert score]

Sub-criterion b:

1: [insert score]

2: [insert score]

3: [insert score]

Sub-criterion c:

……etc.

Criterion (iv): [insert score]

Criterion (v): [insert score]

Total score: [insert score]

[Proposal price]

[evaluated price]

Combined Score:

[combined score]

Ranking:

[ranking]

[insert name]

…..

….

…..

Reason/s why your Proposal was unsuccessful [Delete if the combined score already reveals the reason].

How to request a debrieﬁng [This applies only if your proposal was unsuccessful as stated under point (3) above].

DEADLINE: The deadline to request a debriefing expires at midnight on [insert date] (local time).

Provide the contract name, reference number, name of the Consultant, contact details; and address the request for debriefing as follows:

Attention: [insert full name of person, if applicable]

Title/position: [insert title/position]

Agency: [insert name of Procuring Entity]

Email address: [insert email address]

Fax number: [insert fax number] delete if not used

The debriefing may be in writing, by phone, video conference call or in person. We shall promptly advise you in writing how the debriefing will take place and confirm the date and time.

(iv) How to Make a Complaint

DEADLINE: The deadline for submitting a Procurement-related Complaint challenging the decision to award the contract expires on midnight, [insert date] (local time).

Provide the contract name, reference number, name of the Consultant, contact details; and address the Procurement-related Complaint as follows:

Attention: [insert full name of person, if applicable]

Title/position: [insert title/position]

Agency: [insert name of Procuring Entity]

Email address: [insert email address]

Fax number: [insert fax number] delete if not used

In summary, there are four essential requirements:

You must be an ‘interested party’. In this case, that means a Consultant who has submitted a Proposal in this selection process and is the recipient of a Notification of Intention to Award.

The complaint can only challenge the decision to award the contract.

You must submit the complaint within the deadline stated above.

You must include, in your complaint, all of the information required by the Procuring Entity.

(v) Standstill Period

DEADLINE: The Standstill Period is due to end at midnight on [insert date] (local time).

The Standstill Period may be extended. This may happen where we are unable to provide a debriefing within the five (5) Business Day deadline. If this happens, we will notify you of the extension.

If you have any questions regarding this Notiﬁcation, please do not hesitate to contact us.

On behalf of [insert the name of the Procuring Entity]: Signature: Name: Title/position: Telephone: Email:

REQUEST FOR REVIEW

FORM FOR REVIEW (r.203(1))

PUBLIC PROCUREMENT ADMINISTRATIVE REVIEW BOARD

APPLICATION NO……………. OF……….….20……...

BETWEEN

…………………………...………………………………. APPLICANT

AND

…………………………………RESPONDENT (Procuring Entity)

REQUEST FOR REVIEW

By this memorandum, the Applicant requests the Board for an order/orders that:

SIGNED ………………. (Applicant) Dated on……………. day of ……………/…20……

___________________________________________________________________________

FOR OFFICIAL USE ONLY Lodged with the Secretary Public Procurement Administrative Review Board on…………day of ………....20….………

SIGNED

Board Secretary

LETTER OF AWARD

*[use letterhead paper of the Procuring Entity] [date]______*To: ________ [name and address of the winning Consultant] Subject: Notiﬁcation of Award Contract No...........

This is to notify you that your Proposal dated [insert date] for consulting services for [name of the assignment] as negotiated with you on for the contract amount of

[Insert amount in numbers and words and name of currency] is here by accepted by our agency.

Authorized Signature: Name and Title of Signatory: Name of Agency:

Attachment: Draft Negotiated Contract

BENEFICIAL OWNERSHIP DISCLOSURE FORM

INSTRUCTIONS TO CONSULTANTS: DELETE THIS BOX ONCE YOU HAVE COMPLETED THE FORM

For the purposes of this Form, a Beneﬁcial Owner of a Consultant is any natural person who ultimately owns or controls the Consultant by meeting one or more of the following conditions:

Directly or indirectly holding 25% or more of the shares.

Directly or in directly holding 25% or more of the voting rights.

Directly or indirectly having the right to appoint a majority of the board of directors or equivalent governing body of the Consultant.

Request for Proposal Reference No.: [insert identiﬁcation no] Name of the Assignment: [insert name of the assignment] to: [insert complete name of Procuring Entity]

We here by provide the following beneﬁcial ownership information.

Details of beneﬁcial ownership

Identity of Beneficial Owner

Directly or indirectly holding 25% or more of the shares

(Yes / No)

Directly or indirectly holding 25 % or more of the Voting Rights

(Yes / No)

Directly or indirectly having the right to appoint a majority of the board of the directors or an equivalent governing body of the Consultant

(Yes / No)

[include full name (last, middle, first), nationality, country of residence]

We declare that there is no Beneﬁcial Owner meeting one or more of the following conditions: directly or indirectly holding 25% or more of the shares. Directly or indirectly holding 25% or more of the voting rights. Directly or indirectly having the right to appoint a majority of the board of directors or equivalent governing body of the Consultant.

We declare that we are unable to identify any Beneﬁcial Owner meeting one or more of the following conditions. [If this option is selected, the Consultant shall provide explanation on why it is unable to identify any Beneﬁcial Owner]

Directly or indirectly holding 25% or more of the shares. Directly or indirectly holding25% or more of the voting rights.

Directly or indirectly having the right to appoint a majority of the board of directors or equivalent governing body of the Consultant]”

Name of the Consultant: .......................*[insert complete name of the Consultant]

NameofthepersondulyauthorizedtosigntheProposalonbehalfoftheConsultant: ** [insert complete name of person duly authorized to sign the Proposal]

Title of the person signing the Proposal: ....................... [insert complete title of the person signing the Proposal]

Signature of the person named above: ....................... [insert signature of person whose name and capacity are shown above]

Date signed ....................... [insert date of signing] day of....................... [Insert month], [insert year]

How to apply

REQUEST FOR PROPOSALS FOR HYDROGEOLOGICAL SURVEY AND

DRILLING SUPERVISION

FOR

GAFARSA COMMUNITY BOREHOLE

GALBA WARD, GALBA TULLA SUB COUNTY(RE-TENDER)

ISIOLO COUNTY

Document Release Date : 14th August 2023

Last Date for Receipt of proposals : 30th August 2023

Time : 11.00Hrs

Tender Number :PRF11992(Re-tender)

Submission Method : Hard Copy

Tender Opening Venue and Time :KRCS Headquarters at 1200 Hours

KENYA RED CROSS SOCIETY

SOUTH C, RED CROSS ROAD, OFF POPO ROAD

P.O. BOX 40712– 00100

NAIROBI

August, 2023

https://jobcenterkenya.com/request-for-proposal-for-hydrogeological-survey-and-drilling-supervision-for-gafarsa-community-borehole-garba-ward-isiolo-county-re-tender/

Ad Code

Request for proposal for hydrogeological survey and drilling supervision for Gafarsa Community Borehole Garba ward isiolo county (Re-tender)

SECTION 1 (A) - REQUEST FOR PROPOSAL (RFP)

SECTION 2. INSTRUCTIONS TO CONSULTANTS AND DATA SHEET

5.2 Collusive practices

b. Extension of Validity Period

b. Substitution of Key Experts at Validity Extension

c. Sub-Contracting

b. Taxes

c. Currency of Proposal

d. Currency of Payment

C. SUBMISSION, OPENING AND EVALUATION

b. Fixed Budget Selection (FBS) Method

c. Least Cost Selection (LCS) Method

d. Combined Technical and Evaluation Report

D. NEGOTIATIONS AND AWARD

SECTION 2 (B). DATA SHEET

SECTION 3. TECHNICAL PROPOSAL – STANDARD FORMS

Purpose

Requirements

A - Consultant's Organization

A - On the Terms of Reference

FORM TECH - 8: SELF-DECLARATIONFORMS

FORM SD1

FORM SD2

SELF DECLARATION THAT THE PERSON/TENDERER WILL NOT ENGAGE IN ANY CORRUPT OR FRAUDULENT PRACTICE.

DECLARATION AND COMMITMENT TO THE CODE OF ETHICS

(Company Seal/ Rubber Stamp where applicable)

FORM TECH - 9: TENDER-SECURING DECLARATION FORM r 46 and 155(2)

SECTION 4. FINANCIAL PROPOSAL - STANDARD FORMS

FORM FIN-1: FINANCIAL PROPOSAL SUBMISSION FORM

FORM FIN-2: SUMMARY OF COSTS

FORM FIN-3A: BREAKDOWN OF REMUNERATION

FORM FIN-4 BREAKDOWN OF REIMBURSABLE

Legend*:*

SECTION 5. TERMS OF REFERENCE

Objectives

Scope of the assignment

Acceptance of borehole

SECTION 6. CONDITIONS OF CONTRACT AND CONTRACT FORMS

Preface

CONTRACT FOR CONSULTANT'S SERVICES

SECTION 7: GENERAL CONDITIONS OF CONTRACT

B. Commencement, Completion, Modiﬁcation and Termination of Contract

a. By the Procuring Entity

C. Obligation s of the Consultant

b. Law Applicable to Services

D. Consultant's Experts and Sub-consultants

E. Obligations of the Procuring Entity

F. Payments to the Consultant

G. Fairness and Good Faith

H. Settlement of Disputes

SECTION 8: SPECIAL CONDITIONS OF CONTRACT

SECTION 9: APPENDICES

Appendix A – Terms of Reference

Appendix B - Key Experts

Appendix C – Breakdown of Contract Price

Appendix D - Form of Advance Payment Guarantee

PREFACE

SECTION 10: APPENDICES

Appendix A – Terms of Reference

Appendix B - Key Experts

Appendix C – Remuneration Cost Estimates

i) Short listed Consultants

Details of beneﬁcial ownership

SECTION 1 (A) - REQUEST FOR PROPOSAL (RFP)

SECTION 2. INSTRUCTIONS TO CONSULTANTS AND DATA SHEET

5.2 Collusive practices

b. Extension of Validity Period

b. Substitution of Key Experts at Validity Extension

c. Sub-Contracting

b. Taxes

c. Currency of Proposal

d. Currency of Payment

C. SUBMISSION, OPENING AND EVALUATION

b. Fixed Budget Selection (FBS) Method

c. Least Cost Selection (LCS) Method

d. Combined Technical and Evaluation Report

D. NEGOTIATIONS AND AWARD

SECTION 2 (B). DATA SHEET

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