Descriptions
INVITATION FOR
(IFB) NO. : 2024/PI-TZ/RFQ/G/001
TO PROCURE : PRINTING OF PROMOTIONAL MATERIALS
ISSUANCE
DATE : 20.06.2024
LAST DATE FOR RECEIPT OF
FURTHER
INFORMATION : 01.07.2024
LAST
TABLE OF CONTENTS
IFB No. 2024/PI-TZ/RFQ/G/001
Number Title
COVER
PAGE
TABLE
OF CONTENTS
PART
I. BIDDING
INSTRUCTIONS AND PROCEDURES
1.0 Introduction
1.1 Transaction/Financing.
1.2 Guidelines.
1.3 Part I.
1.4 Definitions and
Headings.
1.5 Bidding Costs.
1.6 Review of IFB.
1.7 Language.
1.8 Inquiries.
2.0 Procurement
Procedure: Competitive Bidding
2.1 IFB.
2.2 Notification of
Intention.
2.3 Form and Content of Bids.
2.4 Submission and Handling of Bids.
2.5 Evaluation of Bids.
2.6 Amendments.
2.7 Post-Tender or
Iterative Negotiation.
2.8 Extension of Bid
Validity Dates.
2.9 Rejection or
Award.
ANNEX
A. BID FORM
ANNEX B. SCOPE OF WORK SPECIFICATION
ANNEX C. VALID BUSINESS REGISTRATION DOCUMENTS
ANNEX D. CERTIFICATION
PART
I: BIDDING INSTRUCTIONS AND PROCEDURES
1.0 Introduction
1.1 Transaction/Financing. Pathfinder International (PI) invites prospective
Suppliers to compete for a fixed-price quantity contract for the Printing of Promotional materials for
m-mama project:
Please
submit bids for the items specified to our office premises at our Dar es Salaam
office in Masaki as described in Part II of this Invitation for Bids (IFB) No. 2024/PI-TZ/RFQ/G/001
1.2 Donor
Guidelines and Policies.
(a) The procedures followed by PI in
making any award(s) and contract(s) resulting from this IFB, as well as the
terms and conditions of such award(s) and contracts, will be based on the
procedures set forth by our donor.
(b) Prospective Suppliers are reminded
that in preparing their bids they should take into account that funding by our
donor carries a low risk of late or non payment. They should also note that a
primary requisite of PI, and our donor is that maximum value for money is
obtained. Whenever possible, bids are sought on a competitive basis, and all
prices offered will be subject to detailed scrutiny and, possibly, negotiation,
to ensure value for money is obtained.
1.3 Part I.
This Part I, Bidding Instructions and Procedures, will not form part of
any resulting award or contract. It is
intended solely for the information of prospective Suppliers.
1.4 Definitions and Headings.
Terms used in this Part shall have the meanings specified in the Definitions
clause of Part III, Terms and Conditions of Contract. Except as otherwise specifically provided
herein, all time periods specified shall be consecutive calendar days. The term IFB is used throughout this IFB to
refer to the entire document, including all attachments thereto. Any headings contained in the text of the IFB
are for reference only, and do not alter, limit, or waive the content of the
full provisions.
1.5 Bidding Costs.
Prospective Suppliers are under no obligation to prepare or submit bids
in response to this IFB and do so solely at their own risk and expense. PI or
the indentor, do not undertake to reimburse any costs incurred therefore.
1.6 Review of IFB.
Prospective Suppliers are solely responsible to examine carefully all of
the terms and conditions of this IFB -- including, but not limited to, this
Part I, Bidding Instructions and Procedures, and to comply fully
therewith. Failure to do so will be at
the prospective Supplier’s risk and expense.
Any patent ambiguities in the specifications or inconsistencies between
or among the various provisions of the IFB shall be resolved against the
Supplier if it fails to seek clarification of same prior to award.
1.7
Language. All documents submitted in response to
this IFB, as well as all correspondence in connection with the IFB, shall be in
the English language.
1.8 Inquiries.
Inquiries concerning this IFB and any return bid(s) must be submitted in
writing, to be received sufficiently in advance of the Last Bid Receipt Date to
permit a thorough and accurate response by PI.
Such inquiries shall be sent by email, directed to Attention:
Procurement Manager, Email: [email protected]
no later than 01st July 2024. PI is under no obligation to
consider or respond to questions that are not received in a timely manner.
2.0 Procurement
Procedure: Competitive Bidding
2.1 IFB. This
IFB constitutes an invitation to prospective Suppliers to submit bids for the
goods and services described herein. It
consists of (1) Cover Page, (2) Table of Contents, (3) Part I, Bidding
Instructions and Procedures, (4) Annex A, Bid Form, (5) Annex B, Scope of Work
and specification, (6) Annex C, List of valid business registration documents,
(7) Annex D, Certification. All of the foregoing are fully incorporated herein
and form an integral part of this IFB.
2.2 Notification of Intention.
Where possible, each prospective Supplier that receives a copy of this
IFB must, as soon as possible, email its intention to bid or not to bid to PI,
Attention: Procurement Manager, Email: [email protected]
2.3 Form and Content of Bids.
(a) All bids must be in writing, in the
English language, and signed and dated by an authorized employee of the bidder
(the original must be manually signed). Bidders
must use the Bid Form provided in Annex A of this IFB. The Bid Form should be fully completed, with all the information required
therein (Note: in case of a discrepancy between unit and total prices, the
unit price shall govern, and the total will be corrected by multiplying the
unit price by the specified quantity).
The Bid Form combines technical and price bids in a single
document. For mailed and hand delivered
bids, the Bid Form, along with all other accompanying documents, must be
presented as one original.
(b)
The bid validity period should be at least ninety (90) days following the Last
Bid Receipt Date.
2.4 Submission
and Handling of Bids.
(a) Bids are to be delivered by hand
delivery or courier. Please note that bids delivered via email
will not be accepted. Hand delivered
or couriered bids must be addressed and delivered to:
Pathfinder International
Plot No. 577A, House No. 02, Chole Road, Msasani Peninsula, Masaki,
P.O BOX 77991, DAR ES SALAAM, TANZANIA
Attention: Procurement Manager
IFB No.:
No. 2024/PI-TZ/RFQ/G/001
Last Bid Receipt Date: 04th
July 2024
(b) In order to be considered, the
original bid must be received at the above physical or email address no later
than the Last Bid Receipt Date, which is defined as 04th July 2024 at 10.00am, (East African Daylight) time. Bidders are solely responsible to ensure the
timely receipt of their bids. Bids
received after the date and time required will generally not be considered
unless no other bids are received.
(c)
Bids need to be sealed (bids should be placed in a sealed envelope); they will be opened in public on 04th July
2024 at 11.00am, (East African Daylight) time at Pathfinder International Plot
No. 577A, House No. 02, Chole Road, Msasani Peninsula, Masaki. Once received, they will be held secure and
intact. Reasonable efforts will be made to protect them from loss or
alteration.
(d) Bids may not be altered, corrected, or
withdrawn after the Last Bid Receipt Date, except that PI, at its sole
discretion, may permit correction of arithmetic errors, transposition errors,
or other clerical or minor mistakes, in cases in which PI deems that both the
mistake and the intended bid can be established conclusively on the face of the
bid. Other than the mistakes listed in
the previous sentence, no mistakes alleged by a bidder after the Last Bid
Receipt Date will be permitted to be corrected.
2.5 Evaluation
of Bids.
(a) Evaluation of bids submitted pursuant
to this IFB will be carried out by PI.
(b) In evaluating bids PI will seek
the best value for money.
(c) Subject to
paragraph (b) above, bids will be initially evaluated as follows
Criterion | Weight |
Price | 60 |
Delivery | 20 |
Quality | 15 |
Submission | 5 |
Total | 100 |
Submission
of valid business registration documents indicated in the Annex C is
mandatory, failure to submit either of the documents will automatically lead to
a disqualification.
For
bidders with a delivery timeline of the consignment from 14-21 days will obtain
full weight of 20 marks. All other bidders scores will decrease by 1%.
Samples
with the best quality during evaluation with the committee will also obtain
full weight of 15 marks. All other bidders scores will decrease by 1%.
(d) Multiple awards may be made based upon
the above evaluation.
(e) PI may reject any bid that is not
substantially responsive to the terms and conditions of the IFB. After initial
evaluation in accordance with paragraph (b) and (c) above, PI will make an
award decision based on a comprehensive judgment as to all factors deemed
relevant to the standard specified in paragraph (b) above. Such factors may
include, but are not limited to, proposal risk, quality standards assessments,
and prospective Supplier past performance.
PI reserves the right to make tradeoffs between or among pertinent
factors and to balance strengths and weaknesses. The Supplier selected on the basis of
comprehensive evaluation may or may not be the one receiving the highest score
on the initial evaluation.
2.6 Amendments. If
at any time prior to award PI deems there to be a need for a significant
modification to the terms and conditions of this IFB, PI will issue such a
modification as a written IFB amendment to all competing bidders. No oral statement of any person shall in any
manner be deemed to modify or otherwise affect any IFB term or condition, and
no bidder shall rely on any such statement.
2.7 Post-Tender and Iterative Negotiation. PI
reserves the right, in its sole discretion, to conduct post tender and/or
iterative negotiations to the extent permitted or required by the applicable
donor rules.
2.8 Extension of Bid Validity Dates. When
necessary and appropriate under the circumstances, PI may request bidders, in
writing, to extend the validity period of their bids. Subject to Section 2.6 above, a bidder
agreeing to extend will not generally be permitted or required to modify its
bid in any manner other than to extend it.
2.9 Rejection or Award.
(a) PI is not bound to accept the lowest or any tender and reserves the
right to accept any tender in whole or in part and to reject any or all tenders
without assigning any reason therefore and to Contract on any of the terms
offered or on different terms.
Circumstances in which rejection of all bids may occur include, without
limitation, the following: (1) none of the bids is adequately responsive to the
specifications, (2) there is evidence of insufficient competition, (3) the
lowest bid exceeds the estimated value or funds available by a significant
amount and cannot be reduced by negotiation, or (4) the specific donor funding
designated for the award is not approved or received from the donor.
(b) PI will send a Notice of Award to the
winning bidder(s).
BID
FORM
I. BASIC INFORMATION
DATE OF
BIDDER’S FULL LEGAL NAME:
BIDDER’S ADDRESS:
Contact Person:
TIN No.:
VRN No.:
Phone No.: ____________
E-mail Address: ______
II.
BIDDER’S UNDERTAKINGS
The above-mentioned bidder hereby
undertakes as follows:
A. to hold
this bid valid through (insert bid
validity date)
;
B. upon receipt of a Notice of Award, to
proceed promptly to execute a fixed-price quantity contract; and
C. to supply Printed promotional
materials per IFB number 2024/PI-TZ/RFQ/G/001
D. to supply Printed promotional
materials only, according to its highest production, and quality control
standards.
ANNEX
B TO IFB NO. 2024/PI-TZ/RFQ/G/001
SCOPE OF
WORK AND SPECIFICATION
SN | ITEM DESCRIPTION | SPECIFICATIONS | UOM | QUANTITY |
1 | Posters | - - | Pcs | 18,494 |
2 | Posters | - - | Pcs | 27,741 |
3 | Roll | - | Pcs | 24 |
4 | Tear | - - | Pcs | 16 |
5 | Wheel | - - - - - | Pcs | 800 |
6 | Wheel | - - - - - | Pcs | 500 |
7 | Vehicle | - - | Pcs | 40 |
8 | Vehicle | - - | Pcs | 4,500 |
9 | Caps | - - | Pcs | 4,500 |
10 | T/shirts (Sizes | - - - | Pcs | 1,185 |
11 | T/shirts (Sizes | - - - | Pcs | 1,185 |
ANNEX
C TO IFB NO. 2024/PI-TZ/RFQ/G/001
VALID BUSINESS REGISTRATION
DOCUMENTS TO BE SUBMITTED
1.
Certificate of Incorporation or certificate of
compliance if a foreign company
2.
Copy of of Memorandum and Articles of Association.
3.
Valid Business License
4.
TIN registration certificate
5.
VAT registration certificate
6.
Tax Clearance Certificate
7.
Audited financial report for the past 3 years or
financial statement.
8.
Electronic Fiscal Device User Identification Number
registration certificate (EFD)
9.
Certified Copy of Certificate of Title or Lease
Agreements (to determine physical location)
10. Client list and,
11. Any other
relevant document.
ANNEX
D TO IFB NO. IFB 2024/PI-TZ/RFQ/G/001
BID
FORM - CERTIFICATION
VII. SIGNATURE AND CERTIFICATION
I, the natural
person signing below, being fully authorized to bind the Company, hereby
certify that all information provided in the submitted Bid Form or otherwise
pursuant to the subject IFB is true, accurate, current and complete.
SIGNATURE:
___________________________ DATE: ______________
NAME
AND TITLE (PRINT): ____________________________________
**Please
initial each page of the submitted bid form at the bottom of each page**
