ISLAMIC RELIEF SOMALIA BAIDOA FIELD OFFICE Baidoa district Somalia PUBLIC ADVERTISMENT
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1 ISLAMIC RELIEF SOMALIA BAIDOA FIELD OFFICE Baidoa district Somalia PUBLIC ADVERTISMENT PRE QUALIFICATION OF SUPPLIERS/CONTRACTORS FOR PROVISION OF GOODS, WORKS AND SERVICES FOR THE PERIOD -JANUARY 2018 TO DECEMBER 2019 Islamic Relief Somalia is an International Humanitarian Organization that has been working in Somalia since Islamic Relief Somalia is committed to achieving its core vision of caring World where basic requirements of the needy are met. Islamic Relief s goal is to provide an increased access to water, sanitation, education and health facilities to IDPs and other vulnerable groups. Islamic Relief Somalia intends to prequalify eligible Suppliers and Contractors to provide various goods, works and services required for the implementation of the humanitarian interventions in Baidoa during the years of Interested eligible and qualified Suppliers and Contractors are invited to apply for pre-qualification of Suppliers and Contractors, Bellow are the category of goods, works or services they wish to supply. CATEGORY CODE 1 2 ITEM CODE IRS/PRE/001/ IRS/PREQ/002/ A-SUPPLY OF GOODS DESCRIPTION Supply of Motor Vehicles Spare-Parts: Tyres, Seat Covers, Engine parts, Accessories and all vehicle required spare-parts Supply of Fuel (Diesel, Petrol, Oil and other lubricants) i.e. 3 IRS/PREQ/003/ Supply of Cleaning & Shopping Supplies: i.e. Detergents/Hygiene items, Dettol, Hand Washing liquids, Soaps, Shampoo, Perfumes, Airfresher, insect killers, Species, 4 IRS/PREQ/004/ Supply of ICT Computer Equipment and Accessories Asset Equipments, Computers, Scaners, Photocopy Machines, Printers, GPs, Camera, I-PADs, I-Phones e.t.c 5 IRS/PREQ/005/ Supply of General Office Supplies/ Office Utilities/Stationeries i.e Stapler, Note books, pens, office Try, Printer Paper: Matte Paper, Glossy Paper, Card Stock, A4-Paper, Books, Cartages, Power Extensions e.t.c 6 IRS/PREQ/006/ Supply of Office Equipment, Furniture, school Furniture and Fittings i.e school desk/chairs, beds, Cabinets, office chairs/tables 7 IRS/PREQ/007/ Supply of Veterinary Medicine/ Equipment and tools 8 IRS/PREQ/008/ Supply of Agricultural Supplies: E.g. Deeds, Pesticides/Fertilizers, water Pumps, Irrigation Generator, Pipes, beekeeping equipment s, irrigation materials, farm tools and all other equipment s and Inputs 9 IRS/PREQ/009/ Supply of Uniforms and Shoes: i.e Security uniform, Sports Uniforms and Schools uniforms, work uniform and any others 10 IRS/PREQ/010/ Supply of Visibility Materials: e.g. T-shirts, Caps and Banners, Ratio Cards, Leaflets, billboards, posters, Books, Brander paper bags, IEC materials, brochures, Health/Hygiene Promotion books e.tc 11 IRS/PREQ/011/ Supply of Shelter, NFI and relief Supplies: E.g. Kitchen Kits, Hygiene Kits, Aqua tabs, Household Kits, Mosquito Net, Jerry-cans, Tents, Plastic Sheets, Blankets, Dignity/Emergency Kits 12 IRS/PREQ/012/ Supply of Live Animals (Sheep, Goats, Caws & Camels) and
2 Packaged Meats: Qurbani, Aqeeqa & Restocking and for other animal needs 13 IRS/PREQ/013/ Supply of Food items: E.g. Dry Food, Fresh Food and Vegetables 14 IRS/PREQ/014/ Supply of Power Generation Equipment s:, E.g. Power Generation Machines, Wires, Solar Panels, Racking Mounts and accessories, Solar Equipment System with Inverters, Inverter, Switches 15 IRS/PREQ/015/ Supply of Medical Equipment s and Tools: (i.e Laboratory Supplies, First Aid Kit, Delivery Kit, emergency Kits, Dressing and Surgery Sets, Dignity Sets, MCH Kits et.c) CATEGORY NUMBER 16 ITEM CODE IRS/PREQ/016/ B: PROVISION OF SERVICES/WORKS DESCRIPTION Provision of Repairs & Maintenance for Vehicles, Machines and Equipment s 17 IRS/PREQ/017/ Provision of Land Transport and Carriage Services:, E.g. Vehicle Rental and Leasing Services, Lory hiring for goods transport 18 IRS/PREQ/018/ Provision of Media and Advertisement Services: (i.e Publication, Live reporting, broadcasting e.t.c) 19 IRS/PREQ/019/ Provision of Construction/Rehabilitation Services: (i.e Schools, Hospitals, water Berkads, Earth, Sand & subsurface dams irrigation canals, Latrines etc) 20 IRS/PREQ/020/ Provision of Borehole Survey, Drilling/Equipping Services: with Inclusion Casing, Sensors & Pipes installation and Pumps & Generators 21 IRS/PREQ/021/ Provision of Health Insurance Services 22 IRS/PREQ/022/ Provision of Air Travel and Ticketing: (Local and International) 23 IRS/PREQ/023/ Provision of Accommodation & Conference/Venue Services 24 IRS/PREQ/024/ Provision of Consultancy Services:(i.e Training Facilitation, Assessments and Studies, Translation, Policy and Strategies Development and other relevant aspects Interested Suppliers and Contractors to the above Pre-qualifications are advised to collect Prequalification questionnaires from the Logistics Unit Office from Sunday 05 th November 2017 to Thursday 30 th November pm at IRS Baidoa Office located at Baidoa district, Adada Via Mogadishu Road, Somalia For any enquire please contact Saaid.omar@islamic-relief.or.ke Complete set of Pre-qualification document to be submitted in a marked and sealed envelope clearly marked Prequalification of Suppliers 2018/2019 and CODE of the item you applied as appeared under ITEM CODE should be addressed to: - IRS Baidoa Office located at above addresses Islamic Relief Somalia Procurement Department *NB: - Please indicate on the envelope the categories you have applied for. No need to go to anywhere to get the Docs to be filled you can download from this site and fill it submit as with labeled envelop to IRS office located at above address The deadline for submission is by 30 th November 2017.
3 ISLAMIC RELIEF SOMALIA BAIDOA OFFICE Baidoa district, Adada Via Mogadishu Road, Somalia. PRE QUALIFICATION OF SUPPLIER/CONTRACTOR/ FOR PROVISION OF GOODS, WORKS AND SERVICES FOR THE PERIOD -JANUARY 2018 TO DECEMBER 2019 Islamic Relief Somalia is an International Humanitarian Organization that has been working in Somalia since Islamic Relief Somalia is committed to achieving its core vision of caring World where basic requirements of the needy are met. Islamic Relief s goal is to provide an increased access to water, sanitation, education and health facilities to IDPs and other vulnerable groups. Islamic Relief Somalia intends to prequalify eligible Supplier/Contractor to provide various goods, works and services required for the implementation of the humanitarian interventions during the years of INVITATION FOR PREQUALIFICATION FOR SUPPLY OF GOODS, WORKS AND SERVICES Islamic Relief Somalia invites you to submit sealed application for prequalification for supply of good, Works and services for the financial year To be eligible, the candidate must prove that they qualify to participate procurement by providing the following as part of the mandatory documents:- The bidders must comply with all the instructions, terms and conditions and ensure that all the forms required are properly completed and submitted to Islamic Relief Somalia and addressed to IRS Office located at Baidoa district, Adada Via Mogadishu Road, Somalia Submissions of Hard Copies should be deposited into the tender box situated at the Islamic relief Somalia Baidoa office at above address. On or before November 30, 2017 at 5.00pm. submission will not be considered The tenders will be opened thereafter by the Procurement Committee. This prequalification does not amount to any contractual obligation on the part of Islamic Relief Somalia and Islamic Relief Somalia is not obliged to invite any quotations from any or all candidates who have expressed their interest by responding to this invitation. Islamic Relief Somalia have the right to invite quotations for goods, works and services in any of the categories as and when required. Islamic Relief Somalia reserves the right to accept or reject any application without giving a reason. SECTION 1: 1.1-GENERAL INSTRUCTIONS
4 1. Carefully read the instructions before completing the questionnaire. Note that submission of false information will lead to automatic disqualification. 2. Responses to the prequalification questionnaire must be in accordance with the requirements for information in the documents. 3. Answers to the questionnaire should be relevant to the goods, services or works applied for and should be as clear and concise as possible. 4. If any company is wishing to apply for more than one category its mandatory that the company should put the necessary document in a different sealed envelope with different reference number 5. Submission of Tenders: The application for prequalification should be submitted in a single sealed envelope properly labeled with the category number and the category description, 6. The documents should be signed by authorized representative of the company, stamped and submitted with relevant supporting documents that the applicant wish to be considered as per article Applications may be modified or withdrawn in writing, prior to the closing time specified in this Document. Applications shall not be modified or withdrawn after the deadline. 8. Applicants are responsible for requesting any clarification of the prequalification documents. A request for clarification shall be made in writing or in electronic forms that provide record of the content of communication to Saaid.omar@islamic-relief.or.ke 9. The contractor shall bear all costs associated with the preparation and submission of the Application and IRS will not in any case be responsible and liable for the costs incurred. 10. All information given in writing to or verbally shared with the contractor in connection with this prequalification is to be treated as strictly confidential. The contractor shall not share or invoke such information to any third party without the prior written approval of IRS This obligation shall continue after the procurement process has been completed whether or not the contractor is successful. 11. Sub contracting is not permitted unless there is prior communication with IRS on the intention to sub contract. 1.2 MADETORY PRE-QUALIFICATION REQUIREMENTS
5 1. Detailed Company Profile, showing Company Name, Vision and Mission of the Company, Organogram, Area of Business and contact details.(attach Copy) 2. Certificate Business License/ Commercial License.(Attach Copy) 3. Valid Tax Compliance Certificate, Tax payment Voucher or any other Document certifying that your company is tax payer..(attach Copy) 4. Registration Certificate from local authority (issued Local Municipality, Region or district administration)...(attach Copy) 5. Technical Specialized Certificate for the specific business in which the company involving in issued by relevant authority. (Attach Copy) 6. Evidence of Relevant experience, signed Purchase Orders (POs )/ Contracts/Completion Certificates any evidence of successful delivery. (Attach Copy) 7. Financial Statement for the last two years....(attach Copy) 8. Employees CVs & Certifications.(Attach Copy) 9. List of company capital Asset..(Attach Copy)
6 Subj ect SECTION 2: PARTICULAR INSTRUCTIONS TO APPLICANTS These particular instructions intended to provide instructions to the suppliers/contractions to submit their application for pre-qualifications appropriately The Pr-qualifying Entity Islamic Relief Somalia Baidoa Office Address: Baidoa district, Adada Via Mogadishu Road, Somalia Subject Matter of the Pre-Qualification Goods, Works and Services Pre-Qualification Invitation Expected date and duration of Invitation for Tenders 05, To 30 November, 2017 Explanation of such Requirements Technical Specialized Certificate for the specific business in which the company involving in issued by relevant authority If your company is involving with Construction/Rehabilitation this will be issued by the Ministry of Public Works, If you are involving with Security the Ministry of Security will issue your certification and if drilling of boreholes the Ministry of Water will certify your company Financial Statement for the last two years: It should appear the name of the Company not the name of the owner, and must be stamped the by the bank and should printed recently Request for clarification is: Any request of clarification should be addressed on or before November 28, 2017 to the bellow address: Preparation of Applications Read carefully the instructions provided and fulfill all the requirements Attach all required Documents in serially organized manner (1-9) Submission of Applications Complete set of Pre-qualification document to be submitted in a sealed envelope clearly marked Pre-qualification of Suppliers/Contractors 2018/2019 and CODE of the item you applied as appeared under ITEM CODE should be addressed to: - IRS Baidoa Office located at Baidoa district, Adada Via Mogadishu Road, Somalia Delivery will not be accepted Language: the language to be used shall be English Notification of Prequalification results The prequalification result will only be notified to the winners within 45 days from the deadline of the submission of applications:
7 SECTION 3: GENERAL REQUIREMENTS AND FORMS SUPPLIER/CONTRACTOR REGISTRATION FORM Section 1: Company Details and General Information Category Applying for: 1. Name of Company: 2. Physical Address: 1. Address: City/Town: Street/Road village: 4. Tel: 5.Web Address if any : 6. Cell phone: 7. Address of Contact Person: 8. Contact Persons Name and Title: 9. Parent Company (Full legal Name (If any) 10. Subsidiaries, Associates and/or Overseas Representative(s) - (attach a List if necessary): 11. Type of Business (Mark one only): Sole proprietor: Partnership: Other (specify): 12. Nature of Business: Limited Company: Partnership Company: Sole Trader: Consulting Company: Other (specify): 13. Year Established: 14. Number of Full-time Employees:
8 4 - Grounds for Mandatory Rejection Important Notice: In some circumstances the IRS is required by law to exclude you from participating further in a procurement. If you cannot answer no to every question in this section it is very unlikely that your application will be accepted, and you should contact us for advice before completing this form if your understanding is not clear. Please state Yes or No to each question. Has your organization or any directors or partner or any other person who Answer has powers of representation, decision or control been convicted of any of the following offences? (a) A crime (b) (c) (d) (e) (f) Corruption The offence of bribery; Fraud within the meaning of: Money laundering Any other offence 5 - Grounds for Discretionary Rejection 5.1 Important Notice: IRS is entitled to exclude you from consideration if any of the following apply but may decide to allow you to proceed further. If you cannot answer no to every question it is possible that your application might not be accepted. In the event that any of the following do apply, please set out (in a separate Annex) full details of the relevant incident and any remedial action taken subsequently. The information provided will be taken into account by the Authority in considering whether or not you will be able to proceed any further in respect of this procurement exercise. Please state Yes or No to each question. Is any of the following true of your Organization? (a) Is bankrupt or under receivership or bankruptcy restrictions order made against the organization (b) Is insolvent, (c) Is the subject of an order by the court winding up otherwise than for the purpose of bona fide reconstruction or amalgamation, or had a receiver, manager or administrator on behalf of a creditor appointed in respect of the company s business or any part thereof or is the subject of similar procedures under the law of any other state? Has your organization (a) been convicted of a criminal offence relating to the conduct of your business or profession; (b) committed an act of grave misconduct in the course of your business or profession; (c) failed to fulfil obligations relating to the payment of social security contributions (d) failed to fulfil obligations relating to the payment of taxes under the e) been guilty of serious misrepresentation in providing any information required
9 SECTION 6: EXPERIENCE 6.1. Ongoing Contracts/framework agreements if any: only three Organization: Value: Year: Goods/Services Supplied: Contact Person: 6.2 Names of Directors of your Company and their Details: Names of partners/shareholders Gender Age Telephone Nationality Financial 1 FINANCIAL INFORMATION 1.1 Please indicate which One of the following you would be willing to provide:- (Indicate by ticking the relevant box) A copy of audited accounts for the most recent two years A statement of your turnover, profit & loss account and cash flow for the most recent year of trading A bank statement for the last three months
10 8 BANK INFORMATION 3.1 Bank Branch Account Name Account Number Swift Code Letter From Bank 9 CAPABILITY AND COMPITENCE TO DELIVER GOODS, WORKS OR SERVICES What products/services do you want to be considered to supply (Specify the Category)? How many employees do you have?.. How many are permanent... How many are temporary.. 2. Which quality standards certification have you attained in the last two years?... (Attach copies if any) 3. Provide details of your key personnel and attach their CVS (Use a separate sheet of paper) 4. Who were your major clients in the past three yrs. State clients name, product or service provided, value of goods, works or service and contact person (respond in the Reference table) 5. What is the maximum value of business that you can handle at any one time? If your Supplier/Contractor is pre-qualified to supply goods or services, will you abide by the agreed delivery period, quality and price as per specifications by Islamic Relief Somalia?...
11 10-REFERENCE REFERENCES (EXPERIENCE & CONTRACT EXAMPLES) Please provide details of up to three contracts (that were your Company served), that are relevant to Islamic Relief s requirement specially the Category you are applying for. Contracts for the supply of goods or services should have been performed during the past three years. Works contracts may be from the past five years. (The customer contact should be prepared to speak to the purchasing organization to confirm the accuracy of the information provided below if we wish to contact them). Names of Organization/Clien ts Goods/ service Works provided Value of Contract Contact person Telephone NB: Attach Completion Certificates or purchase orders from them 11 - Declaration 5. I declare that to the best of my knowledge the answers submitted in this PQQ are correct. I understand that the information will be used in the process to assess my organization s suitability to be invited to tender for Islamic Relief s requirement and I am signing on behalf of my organization. I understand that the Contracting Authority may reject this PQQ if there is a failure to answer all relevant questions fully or if I provide false/misleading information. By signing the PQQ I certify that all of the above statements are accurate and factual. FORM COMPLETED BY 5.1 Name: 5.2 Position: 5.3 Signature: 5.4 Date: 5.5 Stamp:
12 Annex 1: EVALUATION CRITERIA Pre-Qualification Evaluation Criteria DOCUMENT (100%) Pass mark 70% Points per section 1. Detailed Company Profile, showing Company Name, Vision and Mission of the Company, Organogram, Area of Business and contact details 10% 2. Certificate Business License/ Commercial License 15% 3. Valid Tax Compliance Certificate, Tax payment Voucher or any other Document certifying that your company is tax payer 4. Registration Certificate from local authority (issued Local Municipality, Region or district administration) 10% 10% 5. Technical Specialized Certificate for the specific business in which the 5% company involving in issued by relevant authority Evidence of Relevant experience, signed Purchase Orders (POs )/ Contracts 20% 6. Financial Statement for the last two years 20% Employees CV & Certificates 5% 9. List of company capital Assets 5% % Signature & Stamp Date
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