Request for Proposal: ELECTRICAL MAINTENANCE OF RETAIL AND CONSUMER SITES

Overview

Galana Energies Limited invites qualified electrical contractors to bid for the provision of electrical maintenance services across its retail and consumer sites throughout Kenya. This includes both preventive and corrective maintenance, emergency call-outs, installations, testing, and repairs. The full tender document - TENDER DOCUMENT FOR PROVISION OF SERVICES: ELECTRICAL MAINTENANCE OF RETAIL AND CONSUMER SITES is attached for reference. 

Tender Structure & Requirements

PART I: Tendering Procedures

• Open to EPRA and NCA-registered electrical service providers.
• Submission must be made via the Scale Platform at www.scale.co.ke/tender — no physical submissions will be accepted.
• Prices must be quoted in Kenya Shillings, inclusive of all applicable taxes.

• Clarification deadline: 13th June 2025.

PART II: Scope of Work

• Regular maintenance of electrical installations, earthing systems, and switchgear.
• Emergency interventions and fault rectification.
• New installations and commissioning. 
• Monthly maintenance schedules and on-site service reports required.

PART III: Terms & Conditions

• Initial contract period: 1 year, renewable annually (max 3 years).
• Payment within 30 days of receiving compliant invoice and certified reports.
• Penalties apply for non-performance or delayed service.
• Fixed pricing: Contractors are paid per job (labour + spares + mileage).

PART IV: Submission Forms

• Form of Tender
• Confidential Business Questionnaire
• Organisational & Contact Information
• Disclosure of Interest Form

Evaluation Criteria

Stage 1 – Mandatory Requirements:

• • Valid Tax Compliance Certificate
  • NCA (Category 3 and above) and EPRA (Class B and above) registration
  • Audited accounts (2022–2024) with average turnover ≥ KSh 10M
  • At least 3 similar projects (≥ KSh 2M each) in the last 5 years
  • Others

Stage 2 – Technical Evaluation (60 Marks):

• • Project experience, team qualifications, tools, safety compliance
  • Minimum 75% score required to proceed

Stage 3 – Financial Evaluation (40 Marks):

• • Based on total cost, pricing clarity, and value engineering

Due Diligence:

• • Site visits to past projects of the lowest evaluated bidder
  • Adverse findings or false information leads to disqualification 

Spare Parts Requirement

As part of the contract, suppliers must support services with over 60 distinct spare parts. The list covers:

Major Categories:

• Switchgear & Protection: MCBs, AVS units, surge protectors, timers
• Lighting & Fittings: Floodlights, LED panels, ignitors, halide lamps
• Control Equipment: D.O.L. starters, pump controllers, contactors
• Connectors & Distribution: Terminal blocks, relays, busbars
• Accessories: Extension sockets, top plugs, flameproof switches
• Cabling & Hardware: LED drivers, mounting brackets, metal enclosures

All items must be:

• Quoted with unit cost (with/without VAT)
• Matched with the manufacturer’s part numbers and specifications
• Supplied from approved brands in Annexure 3: Schneider, ABB, Philips, Thorn, Sollatek, Siemens, Weidmuller.

 Submission Details

• Submission Portal: All bids must be submitted online via the Scale Platform:
  www.scale.co.ke/tender

Clarifications & Questions:

Clarifications may be submitted via either of the following channels:

• Through the Clarification Button on Scale Portal 
• Email: procurement@galanaenergies.com
• Phone: +254-20-4934000 / 0709497000
• Clarification deadline: 2 Days before submission deadline.

Late submissions will be automatically rejected by the system.