P a g e 1 | 9 P REQUALIFICATION OF SUPPLIERS F OR THE PERIOD JANUARY 202 7 - DECEMBER 202 8 Contents 1. Invitation To Apply for Prequalification ................................ ................................ ................................ 2 1.1 Introduction ................................ ................................ ................................ ................................ ........ 2 1.2 Registration of Suppliers/Service Providers ................................ ................................ ....................... 2 1.3 Capacity to Supply ................................ ................................ ................................ ............................... 2 1.4 Application for Prequalification ................................ ................................ ................................ .......... 2 1.5 Language of Prequalification Documents ................................ ................................ ........................... 3 1.6 Prequalification Decision ................................ ................................ ................................ .................... 3 1.7 Additional Information ................................ ................................ ................................ ....................... 3 1.8 Inquiries during Evaluation of Prequalification Process ................................ ................................ ..... 3 1.9 Notification of Successful and Unsuccessful Entities ................................ ................................ .......... 3 2. Goods and Services Offered for Application for Prequalification ................................ ......................... 3 3. Qualification Requirements ................................ ................................ ................................ .................. 4 3.1 Mandatory Documents ................................ ................................ ................................ ....................... 4 3.2 Prequalification Application Form ................................ ................................ ................................ ...... 5 3.2.1 Basic Applicant Data ................................ ................................ ................................ ........................ 5 3.2.2 Capability and Competence to Deliver Goods, Works or Services ................................ .................. 6 3.2.3 Past and Current Contract Awarded ................................ ................................ ................................ 7 3.2.4 Statement of Bidders ................................ ................................ ................................ ....................... 8 P a g e 2 | 9 1. Invitation To Apply for Prequalification 1.1 Introduction Children’s Mission Africa Trust (CMA) is a trust registe red in Kenya as the regional office of Scandinavia Bar nmissionen (Children’s Mission - Sweden) to monitor and advise programs funded by them across the African continent. CMA does this by providing techn ical and financial support to 12 partner organizations across 8 countries in Af rica. CMA envisions a world where families live in dignity. CMA invites eligible individuals /firms /companies to apply for prequalification for the supply of any of the following goods, works or servi ces for the period January 202 7 - December 202 8 The main objective of the prequalification is to enable CMA maintain a register of interested and capable suppliers and service providers who will in the c ourse of the period January 202 7 - December 202 8 be invited to give quotations or apply for tenders for the supply of the goods and services as and when required. Notably, prequalification is not a contractual agreement between the applicant and CMA. Contractual agreements will be entered upon when th e quotation or tender given by the applicant is accepted by CMA. 1.2 Registration of Suppliers/ Service Providers CMA will register only applicants whose applications are accepted, as Prequalified Suppliers. The p requalification applications will be evaluated as per the criteria set out in this document. When the need for services or supplies arises, it is only the pre - qualified individuals/ firms/ companies who will be invited to submit tenders or quotations as appropriate. 1.3 Capacity to Supply I n submitting the Prequalification Application Form, and as detailed therein, the applicant will be required to demonstrate that they have the capacity to supply the goods or services they seek to be prequalified for. Demonstration of experience in supplying similar goods or services to institutions of similar or near similar complexities and levels as CMA is mandatory. 1.4 Application for Prequalification Individuals/firms/compan ies interested in applying for p requalification are required to submit a fully and correctly filled Prequalification Application Form within the period stated in this document, to be considered for prequalification. The applicant must submit all the information required as indicated in the Prequalification Application Form. Application Guidelines a) Only ONLINE submissions will be acce pted, and should be addressed to accounts@childrensmissionafrica.org P a g e 3 | 9 b) Submissions MUST be titled “Application for Prequalification as a Supplier/Service Provide r (whichever is applicable)” with the reference number and category for which you are applying. c) Each category should be applied for and submitted independently. d) The deadline for submission is on 30 th Octo b e r 2026 All documents must be submitted in PDF format, clearly labelled, and combined into a single file not exceeding 20 MB per category application. CMA will acknowledge receipt of each application by email within two (2 ) working days . Applicants who do not receive an acknowledgement should follow up before the deadline to confirm receipt. The prequalification register resulting from this process will remain valid for the period January 2027 to December 202 8 and may be supplemented with additional prequalified suppliers at CMA ’s discretion during the cycle. 1.5 Language of Prequa lification Documents The do cuments prepared by the Bidder , as well as all correspondence and documents relating to the tender exchanged by the Bidder and the Bidding Committee shall be written in English. 1. 6 Prequalification Decision CMA reserves to accept or reject any application for prequalification without assigning any reason(s) thereto. 1. 7 Additional Information CMA reserves the right to request submission of additional information from prospective suppliers /service providers 1.8 Inquiries during Evaluation of Prequalification P rocess Inquiries, canvassing or direct phone calls shall not be allowed d uring the evaluation of the pre qualification process. 1.9 Notification of Successful and Unsuccessful Entitie s On ly successf ul prequalified individuals/firms/companies will be notified in writing. Any entity that does not receive communication from CMA within one month after prequalification submission deadline should consider themselves unsuccessful. 2. Goods a nd Services Offered for Application for Prequalification Interested and eligible suppliers/service providers are invited to apply to prequalify for the supply of any of the fol lowing goods, works or services in the following categories: CATEGORY A: SUPPLY OF GOODS REFERENCE NO. DESCRIPTION CMA /PQ /01/202 7 - 202 8 Supply of Office Equipment, Stationery and General Office Supplies P a g e 4 | 9 CMA/ PQ/ 02/ 2027 - 202 8 Supply, Service and M aintenance of IT equipment (computers, printers, conferencing systems, phones) CMA/ PQ/ 03/ 2027 - 202 8 Supply of O ffice furniture and F ittings CMA/ PQ/ 04/ 2027 - 202 8 Supply of B randed merchandise and P romotional materials CMA/ PQ/ 05/ 2027 - 202 8 Supply and Maintenance of F irefighting equipment and tools CATEGORY B: PROVISION OF SERVICES REFERENCE NO. DESCRIPTION CMA/PQ/06/ 2027 - 202 8 Provision of General Insurance Services (GPA/WIBA, theft, burglary, fire) CMA/PQ/0 7 / 2027 - 202 8 Provision of Hotel Services (Accommodation, Meetings & Conferences) – Nairobi, Mombasa , Eldoret , and Kisumu CMA/PQ/0 8 / 2027 - 202 8 Provision of Training Services – OSH, Fire safety and First Aid CMA/PQ/ 0 9 / 2027 - 202 8 Provision of Fumigation & Pest Control Services CMA/PQ/1 0 / 2027 - 202 8 Provision of Travel Management Services (air ticketing, travel insurance, airport transfers, car hire) CMA/PQ/1 1 / 2027 - 202 8 Provision of Team building Services CMA/PQ/1 2 / 2027 - 202 8 Repairs of Office furniture and fittings CMA/PQ/1 3 / 2027 - 202 8 Provision of Design, Printing & Publishing Services CATEGORY C: Work & Maintenance REFERENCE NO. DESCRIPTION CMA/PQ/1 4 / 2027 - 202 8 Electrical Repairs and Installation Services CMA/PQ/1 5 / 2027 - 202 8 Repairs and Maintenance of Buildings CMA/PQ/1 6 /2027 - 202 8 Repairs and Maintenance of Office Furniture and Fittings 3. Qualification Requirements 3.1 Mandatory Documents To be eligible, the supplier/ service provider must prove that they qualify to participate in procurement by providing the MANDATORY DOCUMENTS (copies) as listed below: 1) Certificate of Incorporation / Registration; 2) Current Trade License / Business Permit; P a g e 5 | 9 3) Certificates from affiliated regulatory or accrediting bodies/associations (where applicable); 4) Current Tax Compliance Certificate — current and valid as at the date of submission; the certificate number and expiry date must be verifiable on KRA iTax; 5) Three (3) letters of commendation/references from your clients; 6) KRA PIN Certificate; 7) Evidence of physical registered office or p hysical l ocation of the business; 8) Current curriculum vitae (for individual consultants and sole proprietors ); 9) Audited financial reports for the last t wo (2) years. 10) Valid Workmen’s Injury Benefits Act (WIBA) cover note and evidence of NSSF/SHIF compliance for the applicant’s own employees; 11) Duly completely Prequalification A pplication form. N B : Giving false informati on on this form will constitute a serious offence and will form basis for disqualification 3.2 Prequalification Application Form Data Protection Notice In accordance with the Kenya Data Protection Act, 2019, the personal and financial data collected in this section (including National ID numbers, nationality, citizenship details, and bank account information) will be processed solely for the purposes of v endor identity verification, background due diligence, and prequalification assessment. Your information will be processed securely, retained only for as long as necessary to fulfill legal and procurement compliance obligations, and will not be shared with unauthorized third parties without your prior written consent. 3.2.1 Basic Applicant Data (I) SOLE PROPRIETOR Name........................................................................................................................................ Nationality.................................................................................................................................. Country of Origin................................................................................................................................ Citizenship details............................................................................................................ ................................... Business Name................................................................................................................................. Nature of Business............................................................................................................................ Physical Location of Business Premises... ........................................................................................ Postal Address.......................................... .................................................................................. City/Town........................................................................................................................................ Tel No:............................................................................................................................................... E - mail address................................. .... ....................................................................................... Webs ite..................................................................................................................................... P a g e 6 | 9 (II) COMPANY /PARTNERSHIP Name ............... .................................... ............................................................................... ..... Tradin g Name (if different from above)......... ......................................................................... ............ Legal Status............................................................................................................................ .... Nature of business licensed to operate........................................................................................ ..... Website..................................................................................................................................... Physical Location of Business Premises........................................................................................... E - mail add ress............................................................................................................................ Tel No....................................................................................................................... .................................. Postal Address... ................................................................................................................... ............. Names of Directors /Partners of the Company and their nationality: 1...................................................................................................................................... ......... 2.............................................. ................................................................................................. 3...................................................................................................................................... ......... 4................................................................ ...................................................................... ......... Name of the bank ...................................................................................................................... .. Branch..................................................................................................................................... .. (III) INDIVIDUAL CONSULTANT Name........................................................................................................................................ Nationality.................................................................................................................................. Copy of National ID...................................................................................................................... Career Specialization (attach Detailed CV)........................................................................................ E - mail address............................................................................................................................ Website..................................................................................................................................... Tel No.................. ... ................................................................................................... ................................ Postal Address... .............................................................................................................. .................. City/Town ............. ...................................................................................................................... Physical Location... ...................................................................................................................... 3. 2.2 Capability and C ompetence to D eliver Goods, Works or S ervices 1. What products/services do you want to supply? (Indicate the relevant category, and the reference no.) ............................................................................................................................. .......................... ............... ............................................................................................................................. ......................................... P a g e 7 | 9 2. Are you or your servants or agents subject of legal proceedings for c orrupt or unethical business practice or offered any inducement to any procurement entity so that you can be considered for award of a tender? Yes................... No.................. 3. Is the entity making this application or any of its representatives/ directors been debarr ed or suspended from participating in public procurement or have any procurement entity - initiated proceedings of that nature against the firm or one of its directors, for any reason whatsoever? .............................................................................................................................................................................. ............... ..................................................................................................... 4. Are you a manufacturer/wholesaler/retailer/other? (Please specify) .................................................................................................................................................................................... ... 5. If a manufacturer or service organization, are your products certified by K enya Bureau of Standards or are you affiliated to a recognized accrediting body? Yes/No.......... (Attach documentary evidence of certification) 6. What is your average response time to a request for quotation/proposal? ............................................................................................................... ...... 7 . What is your average response to delivery (Lead - time) of goods/services after issuance of an LPO? ............................................................................................................................. ........................... .............. 8 . What is the maximum value of business you can handle at any given time? K S h ..................................... 9 . P ayment s shall be made within ten ( 10 ) working days fro m the date of invoice subject to receipt and acceptance of goods/services. Do you accept it ? Yes................... No................... If No, what are your payment terms?..................................................................................... ................... .......... ................................................................................................................................................ 3. 2.3 Past and Current Contract A warded Bidders are required to demonstrate their experience in the field applied for by listing and providing evidence ( attach copies of LPOs, contracts, completion certificate and other relevant documents in support of work do ne ) of 3 major current references with their contacts within the last two years. State the product/service provided, valu e of goods/service and the cont act person. No. Name of Client Nature of Contract Value of the Contract Contact Person in Client Organization & their phone number 1. 2. 3. P a g e 8 | 9 3.2.4 Statement of Bidder s Having studied the pre - qualification information for the above tender category, w e/I hereby confirm that : a) The information furnished in our/my application is accurate to the best of our/my knowledge. b) The in case of being pre - qualified, we/I acknowledge that this grants us the right to participate in due time in the submission of a tender or quotation on the basis of provision in the tender or quotation documents to follow. c) Pre - qualified bidders will be invited randomly to participate in the tender/quotations as and when there is a requirement. d) All the required documents and informat io n required for evaluation are enclosed e) This application is binding upon us /me and if found acceptable we / I shall are/am willing to be included in the register of pre - qualified suppliers f) CMA is not obligated to accept either in part or in whole , any subsequent tender/quotation submitted g) No goods supplied by our firm are produced by means of child labour, and all goods/services comply with applicable labour and social security legislation in the country of production. Anti - Corruption Declaration We /I declare and guarantee that no offer, gift or payment, consideration, or benefit of any kind, which constitutes an ill egal or corrupt practice, has been or will be made to anyone by our organization or agent, either directly or indirectly, as an inducement or reward for the award or execution of this procurement. In the event the above is contravened, we accep t that the following to apply: i. Disqualification from entering into a contract for the procurement; or ii. If a contract has already b een entered into , the contract sha ll be voidable at the option of CMA iii. The voiding of a contract by the procuring entity under sub - section (ii ) will not li mit any legal remedy CMA may have. Anti - Fraudulent Practice Declaration We/I declare and guarantee that : N o person in our organization has or will be involved in a fraudulent practice in any procurement proceeding I/ we have not been convicted of corrupt or fraudulent practices. Non - Debarment Declaration We/I declare and guarantee that no director, sub - contractor, or any person who has any controlling interest in our organization has been debarred from participating in procurement proceedings. Conflict of Interest We/ I declare and guarantee that the person or the company will disclose any conflicts of interest in any procurement or asset disposal proceeding, failure to do so we ac cept to be: i. Disqualified from entering into a contract for a procurement or asset disposal proceeding; or P a g e 9 | 9 ii. If a contract has already been entered into , the contract shall be voided at the option of CMA. iii. The voiding of a contract by the procuring entity under subsection (ii) will not limit any le gal remedy CMA may have. Not Insolvent, In Receivership, Bankrupt or In the Process of Being Wound Up We /I declare and guarantee that the person or the comp any bidding is not insolvent, under receivership, bankr upt , n or subject to any wi nd ing - up proceedings Date:...................................................... ...................... .................................................................. Applicant’s Name:................................. ..... ....................................................................................... Represented by:........................... ....... ............................................................................................. Signature:.................. ................ ...................................................................................................... Designation:........................................................................................ ............................................. ( Full name and designation of the person signing and stamp or seal)