PREQUALIFICATION DOCUMENT OF SUPPLIERS FOR SUPPLY AND PROVISION OF GOODS/SERVICES FOR THE PERIOD BETWEEN MAY 2021 AND JUNE 2022 - qaran jobs
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PREQUALIFICATION DOCUMENT OF SUPPLIERS FOR SUPPLY AND PROVISION OF GOODS/SERVICES FOR THE PERIOD BETWEEN MAY 2021 AND JUNE 2022
Contents
1. Introduction ............................................................................................................................................. 3
1.1. Background ........................................................................................................................................ 3
1.2. Our Mission and Vision; .................................................................................................................... 3
2. Categories of Goods and Services .......................................................................................................... 3
3. Prequalification Instructions ................................................................................................................. 4
3.1. Introduction ........................................................................................................................................ 4
3.2. Pre-Qualification Objective ............................................................................................................... 5
3.3. Language ............................................................................................................................................ 5
3.4. Experience.......................................................................................................................................... 5
3.5. Eligible Firms..................................................................................................................................... 5
3.6. Submission and Deadline of Pre-Qualification Documents............................................................... 5
3.7. Questions Arising From Pre-Qualification Documents ..................................................................... 5
3.8. Additional Information ...................................................................................................................... 5
3.9. Invitation to Tender/Quotation........................................................................................................... 5
3.10. Notification of Successful and Unsuccessful Firms ......................................................................... 5
4.0 Pre-Qualification Guidelines/Regulations and Criteria .................................................................... 6
4.1 Incomplete Application ....................................................................................................................... 6
4.2 The Pre-Qualification Data ................................................................................................................. 6
4.3 Qualification Requirements ................................................................................................................ 6
4.4 Essential Criteria for Pre-Qualification............................................................................................... 6
4.4.1 Experience.................................................................................................................................... 6
4.4.2 Financial Condition ..................................................................................................................... 6
4.4.3 Declaration – Appendix 1 ............................................................................................................ 6
4.4.4 Withdrawal of Pre-Qualification ................................................................................................. 6
5. Submission Instructions ......................................................................................................................... 7
I. ANNEX 1 .................................................................................................................................................. 8
PREQUALIFICATION APPLICATION FORM ..................................................................................... 8
II. ANNEX II.............................................................................................................................................. 13
PREQUALIFICATION CRITERIA ....................................................................................................... 13
EVALUATION MATRIX ...................................................................................................................... 13
III. ANNEX III ........................................................................................................................................... 15
FILE SUBMISSSION CHECKLIST ...................................................................................................... 15
APPENDIX 1 - Declaration...................................................................................................................... 161. Introduction
1.1. Background
Ujamaa Africa, formally registered as by NGO board in 2018 is a non-profit organization that
works to prevent violence against women and children.
The core of our work is the Empowerment Defense and Transformation Training offered to
children and youths as well as microloans services offered to victims of intimate partner violence.
1.2. Our Mission and Vision;
Ujamaa envisions an empowered society free from violence against women and children and it is
our mission to Promote Health, Personal Security and Economic Empowerment for vulnerable
women and children.
Ujamaa Africa purchases goods and services to support goals and priorities for vulnerable women
and children. We commit to the highest levels of integrity, transparency and accountability in our
procurement activities, and we work with suppliers that comply with the highest ethical standards
of conduct.
2. Categories of Goods and Services
The category of goods and services to be pre-qualified are as indicated below:
Ref No. Item Description
UJ / 01/2021 Supply & Provision of office Printing Materials and Stationery
• Printing, General Office Stationery, Brochures and fliers
• Provision of Design Artworks & Printing of Promotional material e.g. pens,
notebooks and other promotional items, T‐ Shirts, banners, ID Cards, visitor
cards, stamp etc. Supply of Newspapers
• Printer cartridges and computer cleaning materials
•
UJ/ 02/2021 Supply, Repair and Maintenance of Computers and Computer Accessories
• Supply of Computer Accessories and Computer related Consumables
(Scanner, Photocopy, Printer, tablet and cameras etc)
• Supply of Computer Hardware & Software
• Mobile phones and other communication equipment
UJ/ 03/2021 Provision of Training Specific Materials and Services
• Provision of Refreshments(a drink and snack) during training• Venue Equipped projector, internet service a day and meals
UJ/ 04/2021 Provision of General office renovation and / repair
• Electric equipment E.g. Power Generator Machines, Cables, Solar
Panels, Mounting Racks and Accessories, Solar Equipment Systems with
Inverters, Switches and Maintenance Services, Fan (Standing, Ceiling
and Wall)
UJ/ 05/2021 Car Rental Services
• Transport Hire firms must attach evidence of having taken all the
Insurance covers
UJ/ 06/2021 Provision of Internet Services
UJ/ 07/2021 Provision of Air Travel, Reservations and Ticketing Services
UJ/08/2021 Provision of General Office Supplies
• Office materials - Garden materials, Cleaning Supplies
(detergents/hygiene items (Soap, Shampoos,) Disinfectants,
handwashing, hand sanitizers air fresher and liquids
• Office utilities such as water, snacks, refreshments, milk, e.t.c
• Plumbing materials (Steel/PVC pipe, water tap, flexible
• Electrical materials (Lamp, sockets, switch offs e.t.c)
• Office Utensils ( Thermos, cups, spoons, cooking kitchen , plates e.t.c)
UJ/09/2021 Provision of advertisement services for Recruitment of staff
UJ/10/2021 Supply and Maintenance of Office Furniture (Swivel chairs, office desks,
cabinets e.t.c)
The pre-qualification document should be duly completed as per the instructions and submitted to
the Ujamaa Africa through the Procurement email;
3. Pre-Qualification Instructions
3.1. Introduction
Ujamaa Africa hereinafter referred to as “Procuring entity” intends to pre-qualify firms for the
supply and delivery of goods and services.
Prequalification is open to eligible firms/ Individuals as indicated in the instructions.3.2. Pre-Qualification Objective
The main objectives of this part are to qualify firms to supply goods and services under the relevant
tenders/quotations and Proposals as and when required during the period ending 31st May 2022
3.3. Language
All the information requested for pre- qualification shall be provided in the English language.
3.4. Experience
Prospective firms must have carried out successful supply and delivery of similar goods/services
to Institutions and other INGOs of similar size and complexity.
3.5. Eligible Firms
The procuring entity’s employees and their relative (spouse and children) are not eligible to
participate in the pre-qualification process.
3.6. Submission and Deadline of Pre-Qualification Documents
A copy of application for prequalification containing all the requirements shall be submitted to
procurement@ujamaa-africa.org clearly marked with the category reference.
3.7. Questions Arising From Pre-Qualification Documents
Questions and clarification that may arise from the Pre-qualification documents should be sent to
the email address below on or before 25th June 2021.Responses to the questions and Clarifications
shall be sent by 28th June 2021.
procurement@ujamaa-africa.org
3.8. Additional Information
Ujamaa Africa reserves the right to request the submission of additional information from
prospective firms.
3.9. Invitation to Tender/Quotation
Bidding documents (Tender/Quotation) will be made available only to those bidders whose
prequalification documents are accepted by Ujamaa Africa after the completion of the pre-
qualification process.
3.10. Notification of Successful and Unsuccessful Firms
All bidders shall be notified of pre-qualification outcome in writing.4.0 Pre-Qualification Guidelines/Regulations and Criteria
4.1 Incomplete Application
Application forms which are not filled and Duly Stamped and Submitted in the Prescribed Manner
WILL NOT be considered.
4.2 The Pre-Qualification Data
It is understood and agreed that the pre-qualification data of the prospective firms is to be used by
Ujamaa Africa in selection of prospective firm to perform in respect categories as described by the
client.
4.3 Qualification Requirements
Prospective firms will not be considered qualified unless in the judgment of Ujamaa Africa they
possess the capability, experience, qualified personnel, available and sustainable equipment and
net current assets or working capital enough to satisfactorily execute the contract for
goods/services.
4.4 Essential Criteria for Pre-Qualification
4.4.1 Experience
(a) The prospective bidder shall have at least 3 years’ experience in the supply of goods, services
and allied items. Past performance will be shown by way of attaching relevant LPO, Completion
certificates and letters of references. Firms should further specify the area of specializations
(b) Prospective suppliers should have special experience and capability to organize, supply and
deliver items or services on short notice.
4.4.2 Financial Condition
The supplier’s financial condition will be determined by latest audited financial statements
submitted with the pre-qualification documents as well as bank statement for the last three months.
Reference letters from the bank should also be provided. Potential suppliers/firms will be pre-
qualified on the satisfactory information given.
4.4.3 Declaration – Appendix 1
Application MUST include a declaration Appendix 1 certifying the accuracy for the information
given.
4.4.4 Withdrawal of Pre-Qualification
Ujamaa Africa has the right to reject the tender from a pre-qualified firm, should a condition arise
between the time the firm has tendered and the bid opening date which in the opinion of the Ujamaa
Africa could compromise the performance and but not limited to bankruptcy, change in ownership
or new commitment.5. Submission Instructions All interested and eligible suppliers' / service providers are invited to apply for prequalification by submitting the duly filled Application Form (Annex I), indicating the Reference code: '' TENDER No: UJ / PQOS / 1 / 2021-2022 '' and sub -category of goods or services the supplier wish to supply. Ujamaa Africa DOES NOT charge any fees for this process. Eligible and capable suppliers, manufacturers, vendors are invited to apply and submit an up-to- date information as requested for consideration and registration as Ujamaa Africa suppliers for goods and services. This prequalification will be valid until 31st May 2022. The bidders MUST comply with all the instructions, terms and conditions, and submit the following mandatory requirements in the prequalification exercise: 1. Filled, Signed and Stamped Application Form (Appendix 1) 2. Valid registration Certificate(s) 3. Valid License from Ministry of commerce and Industry or Ministry of public work 4. Tax Compliance Certificate 5. Evidence of Business Volume and Financial soundness 6. Presentation of evidence of vendor existence 7. Declaration form (Appendix 1)
I. ANNEX 1 PREQUALIFICATION APPLICATION FORM Category: ………………………………………………… (Select from table 1 above) I/We…………………………………… Hereby apply for registration as suppliers A. (Name of Company) ……………………………………………….. Of …………………………………………………………………………… (Item Description) Post Office Address: …………………………………………………………… Town…………………………………………………………………………… Street………………………………………………………………………….. Name Of Building…………………………………………………………….. Room/Office……………………………………………………Floor No.……………………….. Telephone Nos………………………………………Email………………… Full name of Applicant……………………………………………………………….. Other Branches Location………………………………………………………………..
A. Organization and Business Information
Chief Executive /Managing Director ………………………………………………………..
Marketing Manager…………………………………………………………………………..
Accountant……………………………………………………………………………………
Net Worth Equivalent in USD………………………………………………………………
Bank Reference and Address………………………………………………………………..
B. Vendor Profile
1. Company Profile (please provide a description of the company and its achievements)
2. Legal status (sole proprietor/ LTD Co. /Partnership)
3. a) Company registration certificate No._______________________ Mogadishu regional
Administration registration certificate and if Company is willing to work with us in
Kismayu state of Somalia, please add No. of valid Kismayu registration certificate (attach
copy).
4. Certification by Authorities {(a). Ministry of commerce and industrial Minister of
Commerce and Industry Federal Government of Somalia, (b). Ministry of public works of
federal government of Somalia (Note Construction companies should submit for both
certificates)} and if Company is willing to work with us in Mogadishu state of Somalia,
please add valid Kismayu registration certificate of Ministry of commerce and industrial
and Ministry of public works of Kismayu State of Somalia (Note Construction companies
should submit for both certificates) (Attach copies)
5. Tax Compliance Certificate (Valid) for the last 6 Month (Attach copies)
6. Business Volume and Financial soundness (Bank Statement for the last one year &
Financial Statement) (Attach copies)7. Presentation of:
Evidence of Physical Address and Premises (Attach copies)
Electricity bills (Attach copies)
Water bills (Attach copies)
Tenancy Agreement (Attach copies)
C. Past Experience (Names of Clients Served in the Last Two Years And Value Of Orders)
1. Name of 1st Client (Organization)
a) Name of Client (Organization……………………………… ………………….
b) Address……………………………………………………………………………
c) Contact Person…………………………………………………………………
d) Tel Number ………………………………………………………………………
e) Value of Contract………………………………………………………… (Attach copies)
f) Description of contract ……………………………………………………………
2. Name of 2nd Client (Organization)
a) Name of Client (Organization……………………………… ………………….
b) Address……………………………………………………………………………
c) Contact Person…………………………………………………………………
d) Tel Number ………………………………………………………………………
e) Value of Contract………………………………………………………… (Attach copies)
f) Description of contract ……………………………………………………………
g)3. Name of 3rd Client Name (Organization)
a) Name of Client (Organization……………………………… ………………….
b) Address……………………………………………………………………………
c) Contact Person…………………………………………………………………
d) Tel Number ………………………………………………………………………
e) Value of Contract………………………………………………………… (Attach copies)
f) Description of contract ……………………………………………………………
Additional Information:
Ujamaa Africa reserves the right to request submission of additional information from
prospective supplier/service providers without offering any explanation for such request.
Request for quotations: Ujamaa Africa will request for quotations only from those
suppliers’/service providers who have been successful at the Pre-qualification stage and
have been notified in writing as being successful prequalified suppliers/service providers
for Ujamaa Africa for the period specified in this prequalification document.
A supplier/service provider will be deemed to have been successful for this pre-qualification
after scoring more than 60 points after the completion of the pre – qualification process.
Ujamaa Africa reserves the right to accept or reject any tender in whole or in part and is not
bound to give reasons for the decision taken.
Sworn Statement On Your Company’s Letterhead
Having Studied the Prequalification Information, We/ I hereby state:
i. The Information furnished in our Application form is accurate to the best of our knowledge.
ii. That incase of being prequalified, we acknowledge that this grant us the right to participate
in due time in the submission of a tender or Quotation based on provisions in the tender or
Quotation Documents to Follow.
iii. We are not Employees of Ujamaa Africa or related to any employee of Ujamaa Africa.iv. When our legal, Technical or financial conditions or the contractual capacity of the firm
changes, we volunteer to inform you of the status and acknowledge your right to review the
prequalification made.
v. We are not insolvent, in receivership, Bankrupt or in the process of being wound up and is
not subject of legal proceedings related to the foregoing.
vi. That we will not engage in corrupt practices with the members of staff.
Date:……………………………………………………………..
Applicant’s Name…………………………………………….
Represented By: ……………………………………………….
Signature: …………………………………………………………….
(Full names and Designation of the person signing and stamp or Seal)
NB: Failure to sign this statement will lead to an automatic disqualification of the supplier/service
provider from any further pre-qualification considerations
N.B: THE BID DOCUMENT MUST BE BOUND TOGETHER.
The completed prequalification Application Form and attached documents to be submitted in a
sealed envelope from interested and eligible vendors to be deposited in the ‘’PRE-
QUALIFICATION BOX’’ clearly marked’’TENDER No: UJ/PQOS/1/2021-2022’’ for goods
and services’’ on or before deadline date at Ujamaa Africa Mogadishu Office located at
Almustaqiim Building, Israac Road. Near Port Road, Mogadishu Somalia.
Please note the following:
i. Any Tender document received after the deadline shall be disqualified.
ii. To be eligible, suppliers must prove that they qualify to participate in this Pre-qualification
by providing the documents requested.
For any enquiries, please contact following email: procurement@ujamaa-africa.orgII. ANNEX II
PREQUALIFICATION CRITERIA
EVALUATION MATRIX
All Bids Submitted shall be subjected to a technical Evaluation based on the requirements listed
below. The evaluation will be out of 100% with a pass mark of 60% and above.
Evaluation Parameters Scoring range Weighted %
1. Mandatory Requirements Full 1-7pts (Incomplete filled 14
Duly Completed Submission application form, code of conduct
Prequalification Application and submission of incomplete
Form and signing code of documents)
conduct
8-14pts (Completely filled
application form, code of conduct
and submission of complete
documents)
2. Profile Mandatory 1-5pts 15
Less than 3 years’ experience, less
than 10,000 USD contracts, type of
clients.
Without experience support
documents.
6-10pts
3-6 years of experience, 10,000 to
20,000 USD contracts, type of
clients.
With experience supporting
documents
11-15pts
Detailed profile with more than 6
year experience, contract above
20,000 USD, type of client and
support documents3. Mogadishu regional Mandatory a). 3pts Registration certificate 14
Administration registration expiry date less than 2 month
certificate /Kismayu
registration certificate (7) 7pts Registration certificate expiry
Ministry of Commerce and dates above 2 months.
Industry Federal
Government of Somalia b). 3pts Ministry registration
Ministry of public works of certificate expiry date less than 2
federal government of month
Somalia (Note Construction
companies should submit c). 7pts Ministry registration
for both certificates)/ certificate expiry dates above 2
Mogadishu regional months.
Administration registration
certificate /Kismayu
registration certificate (7)
4. Tax Compliance Certificate Mandatory 5pts-Tax compliance certificate 6
for the last 6 months update is older than 2 months
(Ministry of finance for
Federal gov’t. and regional 10pts- Tax compliance certificate
administration). update not older than 2 months
10
5. Business Volume and Mandatory A). Company financial statement 13
Financial soundness (Bank amount 1-20,000 USD (1-3pts)
Statement for the last one
year) (5)and Financial Company financial statement
Statement (5) amount 20,000- 50,000 USD (3-
6pts)
B). Bank statement for the last six
months (7pts)
6. Presentations of Documents Mandatory 1(PO=4pts, Contract=7pts, 18
(Contracts, PO & Reference Reference letter/Recommendation
letters from Current Clients letter=7pts)
duly signed and Stamped)
7. Evidence of Physical Mandatory 16 16
Address and Premises (4)
b. Electricity bills (4)
c. Water bills (4)d. Tenancy Agreement (4)
III. ANNEX III
FILE SUBMISSSION CHECKLIST
FILE SUBMISSION CHECKLIST Yes or No
1. Mandatory Requirements and Prequalification Application Form
2. Valid registrations Certificate for local or regional Administrations or
Federal Government of Somalia
3. Valid License from Ministry of commerce and Industry or Ministry of
public work (Regional States and Federal Government of Somalia)
4. Tax Compliance Certificate for the last 6 months
5. Business Volume and Financial soundness
Bank Statement for the last one year and
Financial Statement
6.Paste Experience of works of a similar nature (attach proof for evidence)
7.Evidence of vendor existence
Physical Address and Premises
Electricity bills
Water bills
Tenancy Agreement(5)
8. Declaration form (Code of Conduct)APPENDIX 1 - Declaration
(Failure to provide this information shall lead to disqualification from the exercise)
Having studied the tender information for the above pre-qualification we/I hereby state that I/We:
i. Have read and understood the terms and condition set forth by Ujamaa Africa
ii. Have not been debarred from participating in procurement by anybody, institution or
person.
iii. That incase of being qualified, we acknowledge that this grants me/us the right to
participate in due time in the submission of a tender or quotation on the basis of
provisions in the tender or quotation documents to follow.
iv. If the legal, technical, financial conditions or the contractual capacity of the firm
changes when the call for Tenders/Quotations is issued, we commit ourselves to inform
you and acknowledge your right to review the tender made.
v. We enclose all the required documents and information required for the
prequalification evaluation.
vi. That I/ We have not been involved in and will not be involved in corrupt and fraudulent
practices regarding procurement anywhere.
vii. Are not insolvent, in receivership, bankrupt or in the process of being wound up and is
not the subject of legal proceedings relating to the foregoing.
viii. Are not associated with any other tenderer participating in this Tender.
ix. Do hereby confirm that all the information given in this tender is accurate, factual and
true to the best of our knowledge.
Date ……………………………………………………………………………
Applicant’s Name ………………………………………………………….
Represented by ……………………………………………………………
Signature …………………………………………………………………….
Designation ………………………………………………………………….
(Full name and designation of the person signing and stamp or seal.).You can also read
