PROPOSED INTERIOR RENOVATIONS FOR MSF EAST AFRICA FIFTH FLOOR, PITMAN HOUSE NAIROBI ( REF: MSFEA_RFQ0045)

The Tender document comprises:-

• (a) Instructions to Tenderers
• (b) Form of Tender
• (c) Form of Surety Undertaking
• (d) Evaluation and qualification criteria
• (e) Bills of Quantities

The specialist installations include electrical, and mechanical ventilation installations and shall be executed by nominated or approved list of domestic sub-contractors with whom the main contractor shall enter into a local contract or direct contract under Clause 31 of the Agreement and Schedule of Conditions of Building Contract (with quantities). In the event of the main contractor successfully tendering for any or several of the specialist installations as aforementioned, he shall provide to the Architects for approval names of reputable, competent firms which he intends to engage in the works for the specialist installations, which names shall be accompanied by a list of major projects undertaken by the firm in the relevant areas over the past five years and names and addresses of Engineering firms which supervised the said Projects.

He must also provide the Sub-contractor’s copies of registration certificates with the Ministry of Public Works, which must be current and must show that the Sub-contractor is in a category competent to execute works of similar nature and size.

Should the tenderer be in any doubt as to the precise meaning of any item and/or figure and should he find any figure or page missing, or in duplicate, or indistinct, he should inform [email protected]

At any time prior to the deadline for submission of tenders the Employer may amend the tender documents by the issuance of an “Addendum”, which addendum shall be issued through the Interior Designer.

Should the Employer be of the opinion that the issuance of an “Addendum” has created a need to extend the deadline for the submission of tenders, then, at his discretion, he shall, in writing, grant such extension.

Tenders and all Documents in connection therewith shall be sent to [email protected] not later than 26th January, 2026.

All Documents forming part of the Tender shall be completed in ink and the offer shall be made on the Form of Tender. All items measured and described herein must be priced and any item not priced shall be deemed to have been covered by the tenderer’s prices on the other items. Lump sum pricing and willfully omitting to price an item shall render the tender liable to disqualification. No pricing of unpriced items or repricing of priced items shall be allowed subsequent to tender opening.

No unauthorized additions, alterations, deletions, corrections, omissions or qualifications shall Be made in any of the Tender Documents.

All Tenders must be witnessed to render them valid.

Prior to tender opening a tenderer may alter the pricing of or withdraw his tender in writing provided that any alterations made must be personally signed by the tenderer or his authorized representative. The modifications or notice of withdrawal shall be marked “MODIFICATION” or “WITHDRAWAL” as the case may be. No tender shall be modified subsequent to the deadline for submission of tenders.

Prior to the detailed evaluation of tenders, the Quantity Surveyor shall determine whether each tender is substantially responsive to the requirements of tender documents.

For the purpose of the Clause, a substantially responsive tender is one which conforms to all the terms, conditions and specifications of tender document without material deviation or reservations. A material deviation or reservation is one which affects in any way the scope, quality or performance of the Works, or which limits in any way or is inconsistent with the tender documents, the Employer’s rights, or the tenderer’s obligations under the Contract and the rectification of which deviation or reservation would affect unfairly the competitive position of other tenderers.

If a tender is not substantially responsive to the requirements of the tender documents, it will not be considered.

Tenders determined to be substantially responsive will be checked by the Employer, or the Quantity Surveyor on his behalf, for any arithmetic error(s) in computation and summation, Errors will be corrected as follows:-

• (a) Where there is a discrepancy between amounts in figures and in words, the amounts in words will govern; and

• (b) Where there is a discrepancy between the unit rate and the total amount derived from the multiplication of the unit rate and the quantity, the unit rate as quoted will govern, unless if in the opinion of the Quantity Surveyor there is an obvious misplacement of the decimal point in the unit rate, in which event the total amount as quoted will govern and the unit rate will be corrected.

Notwithstanding the adjustments as aforesaid, the amounts stated in the Form of Tender shall be taken as absolute and shall not be changed except with the express agreement of the Employer and the Tenderer, in which case the Employer, or the Interior Designer or on his behalf, shall issue a letter confirming the new Tender amount and the Tenderer shall sign and return a copy of the same to the Employer or Interior Designer on his behalf.

In the event of a discrepancy between the tender amount as stated in the Form of Tender and the corrected tender figure in the Main Summary of the Bills of Quantities, the following procedure shall be adopted:-

• (i) The tender amount as stated in the Form of Tender or the Tender amount subsequently accepted as aforesaid shall override the corrected tender amount in the Main Summary.

• (ii) The difference between the tender amount and the corrected tender sum net of P.C. Sums and Provisional Sums as a “Correction Factor”.

• (iii) The above “Correction Factor” shall be applied as a reduction or an addition as the case may be to adjust the Contractor’s rates in the Bills of Quantities for the evaluation of variations, valuations for interim certificates and valuations for final accounts.

Whereas this section should be keenly and consistently priced, front loading shall not be allowed. This section should be priced as an amount not more than 7.5% of the Contract Sum. Any amount in excess of the above percentage shall be re-located in the measured section of these Bills of Quantities, otherwise at the discretion of the Employer, the tender shall be liable to disqualification as irresponsive