Tender Document Supply and Delivery of Solar Direct Drive Vaccine Refrigerators
Tender Document Supply and Delivery of Solar Direct Drive Vaccine Refrigerators
Tender Document Supply and Delivery of Solar Direct Drive Vaccine Refrigerators
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PART A: TECHNICAL REQUIREMENTS
2. Interested eligible bidders may obtain further information from the Amref Health Africa
Zambia website www.amref.org
3. Complete sets of tender documents can be downloaded from Amref Health Africa website;
https://amref.org/zambia/tenders/ by interested bidders upon payment of non-refundable
fee of K1000.00. The payment should be made through the following Bank account: Amref
Health Africa Zambia, Standard Chartered Bank, Manda Hill Branch, Account No:
0100118103300
4. Candidates will then attach the original banking/deposit slip to the bidding documents as
proof of purchase.
5. Completed bidding documents must be enclosed in a plain envelope marked with the tender
reference number and tender name. Please note that two (2) complete bid document are
required (Do not provide additional copies).
6. Bids must be delivered to the address below not later than Wednesday 6th August 2023 at 14.30
p.m and must be accompanied by either a Bid Security (in form of a Bank Guarantee from a
reputable bank) of 2% of the bid sum or a Bid-Securing Declaration (Declaration Form) which
will take three (3) years suspension period if the bidder withdraws its bid after bid
submission deadline (tender securities from insurance companies will NOT be accepted).
The bid security validity period from date of closing tender should also be indicated.
7. Interested eligible bidders are also invited to a pre-bid conference on Friday, 25th August
2023 starting at 09.00 a.m. to 10.00 a.m. To access the link for registration of pre-bid
conference, log onto the Amref Health Africa Zambia website;
https://amref.zoom.us/meeting/register/tZYrde-gqj8oHNXl-jT6DARoUiwfhCENAaLk
8. Bids should be deposited in t h e Tender Box at the Main Reception at A mref Zam bi a
C o u nt ry O ffi ce , off Los Angeles Boulevard Road, on or before Wednesday 6th
September 2023 at 14.30 p . m . Electronic bidding will not be permitted. Late bids will be
rejected. Bids will be opened immediately after tender closing in the presence of the
candidates, representatives or bidders who choose to attend at Amref Health Africa Zambia
Country Office.
9. Prices quoted should be inclusive of VAT and must be in Zambia Kwacha or any other
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convertible currency and shall remain valid for 90 days from the closing date of the tender.
The prices in your financial quotation should be broken down as follows:
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(i) Unit price
(ii) Sub total
(iii) 16% VAT
(iv) Total Cost
NOTE: Amref Health Africa in Zambia is VAT exempt. Bidders will be required to submit
quotations inclusive of 16% VAT. Payment(s) to the successful bidder(s) shall be made in
total exclusiveof VAT and VAT exemption ZRA LPO will be issued accordingly. Successful
applicants shall be required to submit proforma invoice and valid tax compliance
certificate upon receipt of LPO/ Contract for processing of specific VAT exemption
certificate.
10. Samples will ONLY be requested from respective vendors who shall pass mandatory
requirements and will form part of the technical evaluation. N\A
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2.5 Bid Prices and Currencies
2.5.1 The bidders shall indicate on the appropriate Price Schedule, the unit prices inclusive of all
taxes and the total bid price of the items proposed to be purchased under the contract.
2.5.2 Prices quoted by the bidders shall be fixed during the bid validity period and not be subjected
to variation on any account. A bid submitted with an adjustable price quotation will be
treated as non-responsive and will be rejected.
2.5.3 The price quoted shall be in Kwacha or any freely convertible currency. The source of
exchange rate is: Standard Chartered Bank Plc as at Tender closing and opening date.
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ENSURE that all pages are sequentially paginated in the
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format 1, 2,3 …. starting with 1 on top page (see details of 1 or 0
pagination and binding on sections 2.3.1 and 2.3.2 of the
tender document).
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Note: All the above documents numbered 1 to 8 should be packaged and arranged in that order under
the preliminary evaluation criteria section of the tender document.
General Description
1. Solar Direct Drive Vaccine Refrigerator & Water Packs Freezer with no battery
2. Must be accompanied with a detailed user manual
Additional Features
Storage Baskets Required (minimum 5 mks
3 baskets)
Temperature Control Supplied with 30 5 mks or 0
days or longer
temperature data
logger
Door/ lid Fitted with Lock Required 5 mks or 0
& Keys
Photovoltaic system (solar Required 10mks
panels) and all necessary
support structure,
fasteners, cables and
connectors required
Additional Requirement
Bidders must provide a Required 10mks or 0
detailed product brochure
(including pictures of the
refrigerator)
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WHO PQS Certification Required 10mks or 0
Code. Note: WHO PQS
prequalified products is a
MUST
The Bidder must Below K1,500,000 2 mks or
demonstrate that it has
successfully completed at Above K1,500,000 4 mks or
least 2 similar or larger
contracts during the last 2 Above K2,000,000 5 mks
years. (Attach Purchase
Orders, Contracts or
reference letters)
Total Marks 70
Only bidders who will score at least (63 marks and above) shall proceed to the next stage
of evaluation
Note: Bidders who will not meet the pass mark above will be considered non-responsive and will not
proceed to the next stage of evaluation
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SECTION 4: Confidential Business Questionnaire
You are requested to give the particulars indicated in part 1 and either part 2(a), 2(b) or 2(c) whichever applies
to your type of business.
PART 1- GENERAL
Business Name ………………………………………………………………………
Location of Business premises:
Country/Town………………………………………………………………………………………
Postal Address ………………………………………………………………………………
Code ………………………………………… Town………………………………………..
Tel No………………………………………………………………………………………………
E-mail ………………………………….. Fax ………………………………………
Nature of Business ………………………………………………………………………
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SECTION 5: Bid security form
Tender no. Amref ………………………...
WHEREAS [insert: name of Bidder] (hereinafter called “the Bidder”) has submitted its bid dated
[insert: date of tender] for the performance of the above-named Contract (hereinafter called “the
Tender”)
KNOW ALL PERSONS by these present that WE [insert: name of bank] of [insert: address of bank]
(hereinafter called “the Bank”) are bound unto [insert: name of Purchaser] (hereinafter called “the
Purchaser”) in the sum of: [insert: amount], for which payment well and truly to be made to the said
Purchaser, the Bank binds itself, its successors and assigns by these presents.
Sealed with the Common Seal of the said Bank this [insert: number] day of [insert: month],
[insert: year].
2. If the Tenderer, having been notified of the acceptance of its tender by the Purchaser during the
period of tender validity
(a) fails or refuses to sign the Contract Agreement when required; or
(b) Fails or refuses to issue the performance security in accordance with the
Instructions to Tenderers.
We undertake to pay to the Purchaser up to the above amount upon receipt of its first written
demand, without the Purchaser having to substantiate its demand, provided that in its demand the
Purchaser will note that the amount claimed by it is due, owing to the occurrence of any one of the two
above-named CONDITIONS, and specifying the occurred condition or conditions.
This guarantee will remain in full force up to and including 4th December 2023, and any demand in
respect thereof must reach the Bank not later than the above date.
Note: A bidder who withdraws its tender after the deadline for submission will forfeit its bid security
deposit
For and on behalf of the Bank
Signed: Date:
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SECTION 6: Manufacturer’s Authorization Form
To.
Dear Sirs,
WHEREAS [ insert: name of the manufacturer or producer] (hereinafter, “we” or “us”) who
are established and reputable manufacturers or producers of [ insert: name and/or description
of the Goods requiring this authorization] (hereinafter, “Goods”) having production facilities at
[ insert: address of factory] do hereby authorize [ insert: name and address of Tenderer]
(hereinafter, the
“Tenderer”) to submit a tender, and subsequently negotiate and sign the Contract with you
against [ insert: the specific tender name and tender number] for supply and delivery of Solar
Direct Drive Vaccine Refrigerator and related items, including the above Goods produced
by us.
We hereby extend our full guarantee and warranty for the above specified Goods
against thesetender documents.
Signed:
Date:
In the capacity of [insert: title, position, or other appropriate designation] and duly authorize
tosign this Authorization on behalf of [insert: name of manufacturer or producer]
NOTE: Manufacturer’s Authorization must be ON LETTER HEAD and addressed to Amref Health
Africa in Zambia and must be specific to the tender and item and signed by an authorized signatory.
- MANDATORY
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SECTION 7 References
BANK REFERENCES
BANK HOLDING MAIN ACCOUNT
Bank name and address
Name of account
COMMERCIAL REFERENCES
Provide names and contract details of two customers who may be approached to verify your capacity
to perform against similar contracts.
INTERNATIONAL TRADE REFERENCE – CUSTOMER 1
Telephone No.
Telephone No.
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SECTION 8 Delivery schedule of goods
Note: Percentage for increase or decrease of quantity of Goods originally specified: Thirty per cent
(30%)
Having examined the Tender Documents, we, the undersigned, offer to supply and deliver the {insert name of the
goods}in full conformity with the said Bidding Documents for the sum of……………………………………
(hereinafter called “the Total Bid Price”) or such other sums as may be determined in accordance with the terms
and conditions of the Contract. The above amounts are in accordance with the Price Schedules attached herewith
and are made part of this bid.
We undertake, if our bid is accepted, to deliver the Goods in accordance with the delivery schedule specified in the
Schedule of Requirements.
If our bid is accepted, we undertake to provide a performance security (10% of the contract sum) from a
reputable bank within 7 days of notification of award of contract.
We agree to abide by this tender, for the Bid Validity Period of 90 days specified in the Tender document and it
shall remain binding upon us and may be accepted by you at any time before the expiration of that period.
Until the formal final contract is prepared and executed between us, this bid, together with your written acceptance
of the bid and your notification of award, shall constitute a binding Contract between us. We understand that you
are not bound to accept the lowest or any bid you may receive.
Signed:
Date:
In the capacity of [ insert: title or position]
Duly authorized to sign this bid for and on behalf of [ insert: name of Bidder ]
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SECTION 10 Bid Securing Declaration
Bid-Securing Declaration
[The Bidder shall fill in this Form in accordance with the instructions indicated.]
We understand that, according to your conditions, bids must be supported by a Bid-Securing Declaration.
We accept that we will automatically be suspended from being eligible for bidding in any contract with the
Procuring Entity for the period of time of three (3) years starting on 6th September 2023, if we are in breach of
our obligation(s) under the bid conditions, because we:
(a) have withdrawn our Bid during the period of bid validity specified in the Form of Bid; or
(b) having been notified of the acceptance of our Bid by the Procuring Entity during the period of bid
validity, (i) fail or refuse to execute the Contract; or (ii) fail or refuse to furnish the Performance
Security, if required, in accordance with the ITB.
We understand this Bid Securing Declaration shall expire if we are not the successful Bidder, upon (i) our
receipt of your notification to us of the name of the successful Bidder; or (ii) expiration of the bid validity
period.
Signed: [signature of person whose name and capacity are shown] In the capacity of [legal capacity of person signing the
Bid Securing Declaration]
Duly authorized to sign the bid for and on behalf of: [complete name of Bidder]
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PART B: FINANCIAL REQUIREMENTS
TENDERERS NAME SPECIFICATIONS TENDER NUMBER QTY UNIT VAT TOTAL REMARKS
PRICE
TOTAL
TOTAL
Note. In case of discrepancy between the unit price and total, the unit price shall prevail.
Currency GRAND TOTAL BID PRICE In Figures
In Words
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DECLARATION
I/We have completed this form (s) accurately at the time of reply and it is agreed that all responses can be
substantiated, if requested to do so, and that any inaccuracy in the information filled herein will lead to
disqualification of the tenderer.
Name: …………………….………………………………………………………………………
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DELIVERY COMMITMENT FORM
I/We [insert: tenderer’s name] acknowledge the delivery schedule above for the procurement of [insert:
description] and do hereby commit ourselves that we shall deliver these goods within [insert: timelines] as
stipulated in this tender document.
Name: ……………………...………………………………………………………………………
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ANNEX 1 Stages of Tender
PART A
A. Preliminary Evaluation
Tenderers are required to comply with mandatory requirements
Bidders who shall not provide any of the documents shall be considered non-responsive and
shall not proceed to the next stage(s) of evaluation
B. Technical Evaluation
i. Documents Examination
Bidders who will not meet the passmark(s) as specified shall be considered non-responsive
and shall not proceed to the next stage(s) of evaluation
PART B
Financial Evaluation & Delivery lead time evaluation
Tenderers who are successful at preceding stages shall have their prices and delivery period
compared and award recommended to the lowest evaluated responsive bid.
Contracting
If accepting of the offer, the successful bidder shall be contracted per the sample standard
agreement accessible on the Amref website.
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