Inspection and Acceptance Report
Name of supplier
Order Number
County:-
Community/Ward:-
CIGs/VMGs/POs:-
S/ Item Description Unit of Quantity Value
No Issue
1.
2.
3.
4.
5.
6.
Inspection Acceptance
Date Inspected:- Date Received;-
Inspected, Verified and found in order as to Complete:-
quantity and specifications Partial:-
COMMUNITY PROCUREMENT PLAN
County
Procurement Tranche
Name of Investment
Items to be procured Quantity Unit of Unit Total Procurement Work plan
measure cost cost method(Commu raw numbers
nity Shopping for
Goods, Community
Shopping for
Works, etc )
Prepared by: Procurement Sub Reviewed by: Project Management Approved by CDDCs
Committee Committee/SPs Chairperson Signature
COMMUNITY SURVEY OF AVAILABLE LABOURERS
County
Procurement Tranche
Name of Investment
Works Items to be Procured/ Availability of Local Labor for each Item of Works
Undertaken
No. of Skilled Daily rate No. of Unskilled Daily Rate
Male Female Male Female
Prepared by: Procurement Sub Reviewed by: Project Management Approved by CDDCs
Committee Committee/SPs Chairperson Signature
ANNEX 8A: PROCUREMENT PLAN - REQUISITION OF MICRO-PROJECT MATERIALS (FORM D 1)
COUNTY
Procurement Tranche (...)
Name of Investment
ITEM name No. of items Work plan Row Numbers (WRN)
AUTHORIZATION
Officials Name Signature
Requisition PREPARED by Micro-project Chair
Procurement sub-committee
Secretary
Treasurer
Approved by : CDDC Chair
SP(GRP)
ANNEX 8B: BENEFICIARY PROCUREMENT CERTIFICATION REPORT (BPCR)
(FORM D2)
COUNTY
Window category:
Procurement Tranche ……………
Name of Micro-project/Code
ITEM name as No. of Unit Total Names of Target CWG and respective Work
per work plan items cost cost plan Row Numbers (WRN)
1
2
3
4
5
6
7
10
TOTAL
Checked/Approved by : Name Signature Date
CPCU coordinator
CCDO
Certification by Account Signatories Certification by Procurement Officials
We the undersigned CDDC officials certify that We the undersigned the procurement
Ksh…………. (in words)………………. have been subcommittee certify that we have received funds
withdrawn from the specify window) account to (CHEQUE payable to supplier) Ksh …………( in
procure the above stated materials. The balance in words)…….. to procure the above stated items
the account after this transaction is Ksh……….. (in
Words)………..
Name of Signature Date Name of Signature Date
Account Procurement
Signatories Official
CPCU to send a PDF copy of completed BPCR to NPCU within 48 hrs of effecting a transaction.
ANNEX 9A: STOCK REGISTER AT CIG/VMG/PO FOR MOVEMENT OF GOODS & SERVICES
FINANCED UNDER NARIGP
NARIGPWORLD BANK/ IDA Credit; P153349
Name of the CIG/VMG/PO………………………………………….. Name of investment window…………………………..
Left Hand Side of Stock Register Form: CGM - 1A (page 1 of 2)
Entry No. Date of Description of Cash sale Unit & Total Name, ID & signature of official who Declaration No: and
Receipt goods & /Receipt Quantity Value received the Goods and / or date
services No. / Date received Services on behalf of
KShs CIG/ VMG/PO
(1) (2) (3) (4) (5) (6) (7) (8)
1. All purchases should be entered in the stock register. The ‘Entry No:’ should be a running serial number. This number
should also be indicated on the individual vouchers, as applicable.
2. In case ‘Cash Sale/Receipt’ is not available, please indicate NA under column (4). In such cases, a Declaration should be
completed in Form CGM– 2, indicating the corresponding ‘Entry Number’ to identify the purchase in the stock register.
3. The Declaration Form serial number: should be entered in column (8) above to facilitate easy cross reference.
ANNEX 9B: STOCK REGISTER AT CIG/VMG/PO FOR MOVEMENT OF GOODS AND SERVICES
FINANCED UNDER NARIGP
NARIGP- WORLD BANK/ IDA CREDIT P153349
Right Hand Side of Stock Register FORM: CGM - 1B (page 2 of 2)
Quantity Date Quantity Balance after Name & address of Name, ID, and Verified by Endorsed by Endorsed by
Received issued issue (9 – 10) CIG/VMG/PO to Signature of the member of CPCU NPCU official
as per which issued Official receiving Service provider Coordinator (During follow-
Item (5) Supplies consortium up visit)
(9) (10) (11) (12) (13) (14) (15) (16)
The stock register is to be maintained in bound analysis book at the CIG/VMG/PO premises
ANNEX 10: NARIGP ACCOUNTABILITY REPORT DECLARATION ON PURCHASE OF GOODS
AND SERVICES FORM: CGM 2
Declaration No: Date: Name of the CIG/VMG/PO
Entry No. Date of Particulars of Total value Name, ID, Certified by Verified by Endorsed by
in stock register receipt goods & Shs position & chairman/ member of CPCU
services signature of secretary of Service
official purchasing CIG/VMG/PO provider
the item consortium
(1) (2) (3) (4) (5) (6) (7) (8)
Note: This form should be numbered according to running serial number and dated. This should be prepared and signed in
duplicate. The original should be attached to the photocopy of the stock register, submitted along with the accountability
report.
COUNTY:-
COMMUNITY/WARD:-
NOTICE OF REQUEST FOR QUOTATION FOR GOODS
(For Posting only)
Date: __________________
The community of ( Insert name of community ), through its Procurement Sub-Committee
(PSC) invites suppliers/distributors/contractors of good standing to submit quotations for
the following goods to be procured under (select one, delete the other: community
shopping or community direct contracting) receiving assistance from CDD program.
Name of community micro-project:-
Location:-
s/no Description/Specs of Qty Unit Unit cost Total cost
items
Requests for Quotation (RFQ) forms shall be returned in a sealed envelope with the
following address and submitted to the (insert name of community) CDDC at the (insert
name of community)hall on or before insert time for deadline, and should be addressed
to the
Chairperson-CDDC Committee
Ward
Immediately after the deadline of submission, the quotation will be opened in public.
The date of delivery for the above goods shall be within the (insert month and year of the target deadline of
delivery).
The designated contact person for this procurement is: (insert name of contact person, position, address and
contact number.)
AUTHORISED SIGNATURE
Chairperson, CDDC
Date of Posting/Issuance of Request for Quotation:
Start:_________
End: __________
COUNTY:-
COMMUNITY/WARD:-
NOTICE OF REQUEST FOR QUOTATION FOR WORKS
(For Posting only)
Date: __________________
The community of (Insert name of community), through its Procurement Sub-Committee
(PSC) invites interested contractors to submit quotations for the following works to be
procured under (select one, delete the other: community shopping or community direct
contracting) receiving assistance from CDD program.
Name of community micro-project:-
Location:-
s/no Description/Specs of Qty Unit Unit cost Total cost
items
Requests for Quotation (RFQ) forms shall be returned in a sealed envelope with the
following address and submitted to the (insert name of community) CDDC at the (insert
name of community)hall on or before insert time for deadline, and should be addressed
to the
Chairperson-CDDC Committee
Ward………..
Immediately after the deadline of submission, the quotation will be opened in public.
The schedule for Sub-project completion of the works shall be with the (insert month and
year of the target completion).
The designated contact person for this procurement is: insert name of contact person
(Procurement Sub-Committee Chairperson), address and contact number
AUTHORISED SIGNATURE
Chairperson, CDDC
Date of Posting/Issuance of Request for Quotation:
Start:_________
End: __________
COUNTY:-
COMMUNITY/WARD:-
REQUEST FOR QUOTATION FOR GOODS
(For Personal Serving)
Date: _____________
To: Company Name: (Registered Business Name of the Supplier)
Address: _________________________________________
May we request you to indicate your prices for the items listed below. Please return this form in sealed envelope or
submit it to the CDDC Sub-Procurement Committee at the CDDC Hall on insert date and time of deadline for
submission
Name of Sub-project:
Location:
Contract Package No:
Items Description/Specs Qty Unit Unit cost Total
No. of Items
Delivery Period (in Calendar Days):
Note:
1. Quotation must be valid and fixed for 30 calendar days.
2. Prices quoted must include taxes and other incidental expenses.
3. Supplier is: (To be accomplished by the supplier). Non-VAT, VAT Registered, VAT
Exempt
4. Cost of delivery: (PSC will check one.) to include (delivered on designated location)
not to include (for Pick-up)
5. Award shall be made: (PSC will check one.) on per item basis on per package basis
6. A Suppliers’ conference shall be held at the (venue as determined by the PSC) on
(insert date and time). (If applicable)
AUTHORIZED SIGNATURE
Chairperson CDDC
After having carefully read and accepted your General Conditions, I/We quote you on the item/s at prices
noted above.
Envelope Submitted by:
SIGNATURE
Registered Owner
Registered Business Name
Date of quotation of the Supplier:
COUNTY:-
COMMUNITY/WARD:-
REQUEST FOR QUOTATION FOR WORKS
(For Personal Serving)
Date: _____________
To: Company Name:___________________________________
Address: _______
Our community has received a grant from the Department of Agriculture, Livestock, Fisheries and Irrigation. The
………….. Procurement Subcommittee invites you to submit a quotation to construct and complete, on behalf of the
community and according to the conditions of this Invitation, the whole of the work items for said project broken
down as follows:
Name of Sub-project: __________________________________________________
Location: __________________________________________________
Contract Package No. ______________________________________
Contract Duration: __________________________________________________
Work Scope of Works Qty Unit Unit cost Total
Item No.
To assist you in the preparation of your price quotation, we enclose the necessary drawings and
specifications. Your quotation should be submitted in a sealed envelope and addressed to the undersigned
at the following address:
The Chairperson
Sokoke------CDDC
Attention: Procurement Sub-Committee
CDDC Hall,
Your quotation shall be valid for a period of forty five (45) days from the date of submission
of the quotation. Quotation shall be fixed for four (4) months. Price quoted must include
taxes and other incidental expenses. It is understood that the contractor shall complete all
works enumerated at the total quoted price. Minor works not listed therein but are
necessary to execute the work items are deemed part of these work items. Likewise, the
contractor agrees to utilize local labor in case the contract is awarded to the firm.
A Pre-bid conference shall be held at the (venue as determined by the PSC on (insert date
and time).
Quotation Submitted by: _________________
SIGNATURE NAME _______________
Registered Business Name Registered Owner
Date of Quotation
