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The meeting was called to get agreement on the
tender evaluation and award the contract for
THE
SECOND WATER HARVESTING PROJECT.
Ben chaired the meeting and shared the technical
and financial evaluation of the bids received.
The company from Isaac Sidera and Mutuura Gitonga,
was excluded from tendering for this project. They did not meet the ultimatum
set for them to repair the faulty concrete stand built by them for the 1st
water harvesting project.
Four companies were invited for the tender, six
companies put in a bid.
An overview of all quotations received (6) for the
project was given to all present. (see attachment 1)
Ben then gave an evaluation of each bid,
summarised below:
What
we asked for in the tender was repair/addition of the gutters for three
buildings (Blocks 1, 2 and 3), one additional plastic 10,000 litre (10k) tank
for block 3 and repair or rebuild of the existing concrete tank on one side
of block 2. This would bring to 50,000 litres the capacity for rain water
harvesting from these three (old) classroom buildings. We encouraged the
builders to make suggestions for improvements to the project if they saw any.
The
quotations received varied from 386,203 KShs to 1,109,800 Ksh. An enormous
range indeed.
Evaluation:
The
quote from Peter Rioba (uninvited) of 386,203 KSh is considered
unprofessional and unrealistically low for this project. The two 10k tanks
are quoted for 46,000 KHs each whereas the going rate for the same is around
75,000 to 80,000 KShs each. Furthermore, there are inconsistent prices
mentioned for the same items. As an example, gutter clips for one block are
costed at 18.50 KShs a piece and the same gutter clips are costed at 307 KShs
for the next block. Conclusion: Unsatisfactory
The
quote from Gedion Tanui (invited) of 651,340 KShs looks
reasonable. He offers two plastic 10k tanks. One more (for block 2) than
requested which is a good suggestion and increases water harvesting capacity
from 60,000 litres to 70,000 litres. However, his quotes for the masonry
plinth for each tank are considered high (45,000 KShs as compared to 7,500
KShs for the same from Joseph Kimani). He has a miscellaneous quote of 82,500
KShs in his bid which is not detailed any further.
The
quote from Joseph Kimani (invited) of 395,250 with one plastic
tank as per the tender looks very reasonable. His quotation is written very
clearly and makes good use of what is available. His suggestion for having 2
plastic 10,000 litre tanks for block 3 makes good sense and having 2
additional plastic 10k tanks for block 2 (other side as concrete tank) is a
good suggestion as well, increasing the harvesting capacity from 60,000 litre
in the original tender description to 90,000 litres at a total cost of
701,850 KShs.
The
quote from Kuria (invited) of 991,183 KShs is considered too
high. No plastic tanks are offered as per the tender requirements. On the
other hand 2 tank bases are offered (???) at a very high price of 522,753
KShs making his quote very high without meeting the requirements. Conclusion:
Unsatisfactory
The
quote from Mbugua (invited and with a good previous record at LPS) of
709,776 KShs is not complete and on the high side as well as a result. No 10k
tank is offered. A reasonable price for a 10 k tank plus plinth and
connections amounts to some 90,000 KShs, lifting his quote to some 800,000
KShs.
The
quote from Emmanuel Mcheshie (uninvited) of 1,109,800 is incomplete, way too
high and with a miscellaneous quote of 212,00 KShs. Conclusion:
Unsatisfactory
In
comparing the remaining three bidders.
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Gedion
Tanui offers a water harvesting capacity of 70,000 litres for 651,340 KShs
with an unclear post of 82,500 KShs (Miscellaneous)
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Joseph
Kimani offers a water harvesting capacity of 90,000 litres for 701,850 KShs
with a clear description of what is on offer.
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Mbugua
offers a (corrected by us) water harvesting capacity of 60,000 litres for
some 800,000 KShs.
Conclusion:
The
quotation from Joseph Kimani offers the biggest water harvesting capacity
(50% above tender requirements) with the best described offer and at a
reasonable price in comparison with the other remaining tenderers.
The members of the board present agreed with the
procedure followed, the conclusions and the recommendation to award the
contract to Joseph Kimani.
The secretary thanked BA for the amount of work
done for this project.
It was decided to invite Joseph Kimani for a
meeting at KK’s office to agree on the way forward with the contract. KK and
JN to represent the school and WA and BA for the execution of the contract.
Things to be discussed are (amongst others) timing of the work activities,
payment schedules, supervision by BA of critical activities, a deposit to be
withheld till 6 months after the project has been finalised or the presence
of heavy rains if earlier, to evaluate the quality of the works done.
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