Tender Announcement at SHDEPHA

SERVICE HEALTH AND DEVELOPMENT FOR PEOPLE LIVING POSITIVELY WITH HIV/AIDS

TENDER No. SHDEPHA +/KHM/2022-05/HQ

ADVRETISEMENT FOR SUPPLY OF GOODS, NON-CONSULTANCE AND CONSULTANCY SERVICES IN 7 REGIONS OF SHINYANGA, ARUSHA, SINGIDA, GEITA , SIMIYU , TABORA, AND MWANZA.

SEPTEMBER, 2022

Date: 3rd September, 2022

This is the invitation for pre-qualification for the supply of goods and services in areas of implementation that operated in Seven regions, Arusha (Arusha MC, Arusha DC, Longido MC, Karatu DC, and Meru D) Shinyanga (Shinyanga MC, Shinyanga DC, Kishapu DC, Kahama MC, Msalala DC, and Ushetu DC), Mwanza( Ilemela, Nyamagana, Misungwi, Buchosa, Ukerewe, Kwimba, Magu, Sengerema), Geita( Geita DC, Geita TC, Chato, Nyang’wale, Mbogwe, Bukombe), Singida (Singida DC, Singida MC, Itigi, Manyoni, Iramba, and Ikungi), Tabora ( Nzega DC)and Simiyu ( Meatu DC).

ORGANIZATION BACKGROUND

Service, Health and Development for people living with HIV /AIDS (SHDEPHA+) is a national non-governmental organization, registered on 21 November 1994 with registration number SO 8216, to mobilize resources to help people living with HIV/AIDS and to fight the spread of the disease. Although originally focusing on people living with HIV/AIDS, over the years SHDEPHA+ has expanded beyond HIV/AIDS and related issues to other development interventions and now covers both infected and affected by HIV/AIDS with over 65 branches countrywide. Each branch of SHDEPHA+ works independently, developing, managing, and implementing its projects, though all branches share one constitution and registration.

Service, Health and Development for people living with HIV /AIDS (SHDEPHA+) has set aside funds for the operation of different projects during the financial year 2022-23. It is intended that part of the fund will be used to cover eligible payment under the contract for the Tender No. SHDEPHA/KHM/2022-5/HQ for Supply of Goods, Non-Consultancy and Consultancy Services and now invites sealed bids from eligible bidders for pre-qualification for the supply of goods and services for the year 2022 – 2023 for the under listed;

TENDER NO. SHDEPHA/KHM/2022-5/HQ

Category A: Supply of Goods

SHDEPHA/KHM/2022-5/HQ/A/01

• Supply of Office Supplies, cleaning materials and machinery

SHDEPHA/KHM/2022-5/HQ2/A/02

• Supply of printing and Office Stationaries at SHDEPHA +HQ and Sub Offices.

SHDEPHA/KHM/2022-5/HQ/A/03

• Supply of Automobile, Spare parts, Tyres and Tubes for SHDEPHA + project vehicles.

SHDEPHA/KHM/2022-5/HQ/A/04

• Supply and Installation of wireless communication equipment, information technology equipment. Such as laptops, printers and scanner.

Category B: Non-Consulting Services

SHDEPHA/KHM/2022-5/HQ/A/NCS/01

• Provision of Travel agency services for SHDEPHA +HQ and Sub Offices

SHDEPHA/KHM/2022-5/HQ/A/NCS/02

• Provision of Maintenance and Servicing Motor Vehicles for SHDEPHA + project vehicles.

SHDEPHA/KHM/2022-5/HQ/A/NCS/03

• Supply of Fuel and Lubricants for SHDEPHA+ Project Vehicles (Suppliers from Singida and Kahama MC are highly encouraged to apply).

SHDEPHA/KHM/2022-5/HQ/A/NCS/04

• Provision of Hotel Accommodation in all regions of Mainland Tanzania.

SHDEPHA/KHM/2022-5/HQ/A/NCS/05

• Provision of Catering services and conference packages.

SHDEPHA/KHM/2022-5/HQ/A/NCS/06

• Provision of Office Cleaning Services at SHDEPHA +HQ and Sub Offices

SHDEPHA/KHM/2022-5/HQ/A/NCS/07

• Provision of Maintenance and Services of computers and
  photocopies – Headquarter Kahama and Field Offices.

SHDEPHA/KHM/2022-5/HQ/A/NCS/08

• Provision of General Insurance Services (Vehicle Insurance.

SHDEPHA/KHM/2022-5/HQ/A/NCS/09

• Provision of Security services to SHDEPHA +HQ and Sub Offices

Category C: Consulting Services

SHDEPHA/KHM/2022-5/HQ/CS/01

• Provision of Audit Services to SHDEPHA + projects and programs

SHDEPHA/KHM/2022-5/HQ/CS/02

• Provision of software intergraded Accounting and HR.

Pre-qualification will be conducted through the procedures specified in SHDEPHA + regulations and donor provisions and is open to all applicants as defined in the Regulations. All applicants should adhere to requirements stipulated in detail in tender document. Failure to do so, your tender will be disqualified.

Eligible consultants shall indicate their interest in providing the above services. Should provide information indicating that they are qualified to perform the services.

Interested eligible bidders may download the pre-qualification document from SHDEPHA +website through the following links: www.shdepha-kahama.com

All applications should be physically delivered with One copy for each line tendered, properly filled in and enclosed in plain envelopes clearly marked the relevant Tender number and details of the tender (without the name of the applicant on top of the envelop) before 5.00 pm, September 16th, 2022 on 2400hrs local time and opened promptly thereafter as per address below;

Executive Director,
Service Health and Development for People Living Positively with HIV/Aids,
P.O.BOX 564,
Near Nyarugusu petrol station, Igomero Center
Kahama- Shinyanga.

Bidders wishing to submit more than one bid must ensure that each bid is submitted physically in a separate envelope that is clearly marked with Tender number and description of the Tender;

The bid document must consist of, Application letters, Updated Company profile/physical address and contact, Legal trading documents (TIN Certificate, VAT Certificate, compliant to the Government’s Tax Regulations (Current Tax Clearance certificate), and Current business license.

For travel agency services, the bidder should be able to provide the vehicle that can work in rough roads and in rainy seasons that is Toyota Land cruiser hardtop or Toyota Prado with air condition, and seatbelts

All legal documents must be Certified by a registered personnel/institution/firm and recognized by the respective board. All other documents requiring Signature and Stamp, should be done so.

SHDEPHA +shall not be responsible for misplacement or premature opening of the documents, which are not sealed, reserves the right to accept or reject any application and is not bound to give reasons for its decision.

Bids filled in this document, will not be considered for evaluation.

Late Applications, portion of applications and applications not received, applications not opened and read out in public at the bid opening ceremony shall not be accepted for evaluation irrespective of the circumstances.

Interested applicants may obtain further information by contacting the procuring department through; Email: [email protected] 08:00-17:00 on Mondays to Fridays inclusive except on public holidays.

Note: SHDEPHA +is committed to the highest ethical standards of transparency, openness, and accountability in its affairs. SHDEPHA +promote a “Zero tolerance” policy towards fraud and corruption. All communications should be channeled to the provided official correspondence email above.

Scope of Tender
SECTION II
INSTRUCTIONS TO APPLICANTS
READ CAREFULLY

Prequalification is open on equal terms to natural persons, companies or firms or public or semi-public agencies, cooperative societies, joint ventures or groupings of companies or firms and other legal persons governed by public or private law.

Submission of Application

Applications for prequalification shall be submitted in sealed envelopes marked with the tender name and reference number and deposited at the following address
Executive Director,
Service Health and Development for People Living Positively with HIV/Aids,
P.O.BOX 564,
Near Nyarugusu petrol station, Igomero Center
Kahama- Shinyanga.

All the information requested for pre-qualification shall be provided in the English Language.

Failure to provide information that is essential for effective evaluation of the applicant’s qualification or to provide timely clarification or substantiation of the information supplied may result in the Applicant disqualification.

Eligible Applicants

Applicants must not be under a declaration of suspension for corrupt, fraudulent, collusive, coercive, or obstructive practices.

An Applicant shall not have a conflict of interest. All applicants found to be in conflict of interest shall be disqualified. An applicant may be considered to have a conflict of interest with one or more parties in this tendering process, if they:

Are associated or have been associated in the past, directly or indirectly with a firm or any of its affiliates which have been engaged by the Procuring Entity to provide consulting services for the preparation of the design, specifications and other documents to be used for the procurement of the supplies and services to be purchased under this Invitation for Pre-qualification;

have a relationship with each other, directly or through common third parties, that puts them in a position to have access to information about or influence on the prequalification of another applicant, or influence the decisions of the Procuring Entity regarding this prequalification process.

Firms and individuals may be ineligible if –

Such person is declared bankrupt or, in the case of company or firm, insolvent;

The person, company or firm is convicted, by a final judgment, of any offence involving professional conduct;

The person or company is debarred and blacklisted from participating in public procurement for corrupt, coercive, collusive, fraudulent or obstructive practices, failure to abide with a Tender Securing Declaration, breach of a procurement contract, making false representation about his qualifications during tender proceeding or other grounds as may be deemed necessary by the Authority company or firm is found guilty of serious misrepresentation with regard to information required for participation in an invitation to tender or to submit proposals.

Essential Criteria for Pre-Qualification

Pre-qualification will be based on meeting the minimum requirements to pass in the criteria for the various categories as set out in Pre-qualification Document. A short listing of suppliers will be done considering the applicant’s general and experience, personnel, capability, and financial position.
Documentation
Suppliers, service providers and consultants must comply with all documentations that prove its eligibility and existence.

Experience

Prospective suppliers /service providers/consultants must have carried out successful supply and delivery of similar items/services to Non-Government Organizations, Government, Corporation, Institutions of the Similar Size. Must require special experience and capability to organize the execution and delivery of services at short notice.

Financial Condition

The supplier/service providers/consultant’s financial condition shall provide financial statement for the past two years, certified, signed and stamped.

The applicant should provide accurate information on any litigation or arbitration resulting from contracts completed or under its execution over the last two years.

Suppliers who will qualify according to the selection criteria will be invited to submit their quotations for the supply of goods/services as and when required depending on SHDEPHA’s needs and continuous and satisfactory Performance.

Additional Requirements

Request for quotations/bids/proposals will be made available only to those Applicants who will be pre-qualified.

Agents/distributors shall provide copies of letters of appointment by the manufacturers to be dealers.

To be considered for pre-qualification, prospective suppliers /service providers/consultants must submit all the information herein requested and any Applicant who does not meet all the relevant mandatory requirements will be disqualified

Questions that may arise from the pre-qualification documents should be directed Five (5) days before deadline for submission to:
Email: [email protected]

Brief Contract Terms Guidelines

Customs Clearance: The suppliers /service providers/contractors/consultants shall be responsible for custom clearance of their imported goods and materials.

Contract Price: The contract shall be of unit price type or cumulative of computed unit price and quantities/number of services required. Quantities may increase or decrease as determined by SHDEPHA. Prices quoted should be VAT inclusive and all delivery charges.

Delivery terms: delivery of goods should be done within seven (7) days after releasing of purchasing order.