Request for Proposals for: The Provision, Installation and Training of a Chlorine Prouction Unit at On Call Africa

RFP No: OCA/2022/RFP/001-KZ

Issue Date:  7nd November 2022

Due Date: 14th November 2022 at 16:00HRS

Description: On Call Africa (OCA) are requesting proposals for the provision, installation, and operations training of a chlorine-production unit.

Requesting Unit/Department: Programmes

Type of Award: Contract

Point of Contact: rachel@oncallafrica.org

1. Purpose

On Call Africa work in partnership with the Ministry of Health in Zambia to improve access to quality healthcare for marginalised rural communities. We do this by piloting innovative programmes at community level, that meet national objectives, and sharing learning to influence policy and practice. We also support the Ministry of Health to scale programmes that have built evidence of impact.

On the Solar for Improved Rural Health Systems (SIRHES) project we will also pilot a Productive Use of Energy (PUE) technology to produce a low-cost chlorine that can be provided to the facilities and sold to community members for disinfectant and water purification. By providing this low-cost solution we aim to improve hygiene at facility and community level, while providing a means of generating income to support operations and maintenance costs of the solar installations. This element of the project will be delivered by the Kazungula District Health Office (DHO) team and existing Health Centre Committees (HCCs).

As such OCA is inviting proposals from vendors with experience in installing such units with high quality as well as capacity build district staff on usage.

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2. Scope of Work

On Call Africa is now inviting sealed bids from eligible and qualified Bidders to provide, install and train on the chlorine-production unit that will produce 120 liters of low-cost chlorine per day, with minimal inputs. Assuming the machine works on every working day (20 days per month), the machine can make 2,400 liters of chlorine per month.

OCA requests the procurement and installation of the unit as well as on-site training. We will request that contractors assess electrification needs of the unit and its structure to produce a Bill of Quantities (BoQs) for an associated solar-powered system to power the unit. Installation of the solar power will be included in a separate contract. The contractor will require the vendor to provide and install the unit and conduct training as a once off order for the project. The vendor will need to propose their initial pricing for each of the items listed below, as well as an activity schedule for installation and training.

Furthermore, OCA requests for a comprehensive training on the use of chlorine-production unit, including operations and maintenance of the unit and health and safety protocols. Below are the items required, as well as the quantities expected. The quantities below should be used for quoting, to enable comparison across applicants.

REQUIREMENTS:

Contractor Requirements: A local representative/company of the production unit to be based in Zambia is required. This representative should be the focal point for the supplies of the equipment and provide the following services:

• Oversee of the installation of Chlorine Production Unit.
• Provide on-site operation and maintenance training
• Provide a 1-year warranty
• Offer long term after sales services (Including provision of spare parts, technical knowledge & services, and training)

Chlorine Production Unit Requirements:

• Quantity: 1
• Production time per day: average of 8 hours to produce 120L
• Production volume: 120 L of sodium hypochlorite concentrated at 5g/L
• Quantity of chlorine produced: 300 g of active chlorine
• Ability to connect into grid mains electricity with transformer and voltage regulator in case of unstable power (outages/surges)
• Overheat auto switch off
• User manual, simplified SOPs, operation and maintenance, logbook, health and safety guide
• Warranty (repair/spare parts): 1-year

Requirements for Additional Supplies:

• Provision of timer system for easy operation (QUANTITY: 1)
• Provision for testing kits for quality check (QUANTITY: 1)
• Provision of production tank 120 litres, tap and stand: (QUANTITY: 2)
• Provision of refined salt 90Kg (QUANTITY: 1)
• Kitchen scale 5Kg (QUANTITY: 1)
• Measuring jar/cup (QUANTITY: 2)
• Set of 20litres storage non transparent resistant plastic bottles/jerry cans + funnel: (QUANTITY: 12)
• Provision and installation of wooden storage cupboard (80cm high, 30cm deep) – 2doors, 2 shelves (QUANTITY: 1)
• Provision and installation of air extractors 200mm with minimum 60litre or cubic feet per minute
• Personal Protective Equipment set; rubber apron, googles, heavy duty gloves, gum boots (QUANTITY: 1)
• Sulfuric acid/ (H2SO4)/Battery acid for unit blades cleaning: 2.5litres (QUANTITY: 1)
• Extension cable + adaptors set (QUANTITY: 1)

Specifications of goods provided should be exact with no deviations.  On Call Africa is seeking the lowest cost possible, while meeting the specifications above.

Warranty period of at least 1 year for the equipment supplied.  The warranty should become effective from when installations are done.

3. Proposal Submission Guidelines

The following documents must be provided to be considered for this opportunity:

• Proposalfollowing the section lay-out below:

o             General Company background, including:

             Proof of business for at least 5 years

             Evidence of supplying and delivering similar products in Zambia

             Statement on warranty of each product

             Certificate of incorporation

             Valid Tax Clearance Certificate

o             Official Quotationon an official Company Letterhead. Quote must contain the following key elements:

             Detailed pricing and activity schedule showing a clear outline of quantities and unit costs as outlined above

             Quote should be valid for 30 days minimum.

o             Training Materials

             Operations and maintenance training materials

             Health and safety training materials

             Proposed training schedule

4. Proposal Submission Process

All proposals must be submitted via email to rachel@oncallafrica.org or delivered in person to the On Call Africa Offices at 80S Chipembi Road, Off Tanzania Road, Livingstone no later than 16.00hrs on 14th November 2022.

Late proposals will not be accepted.

5. Proposal Evaluation Process

We will conduct an open procurement process following our procurement policy. A procurement committee will be formed to evaluate bid documents and make recommendations. The recommended contractors will then be evaluated for the best value-for-money and complete a due diligence process. Only the successful contractor will be contacted.

6. Standard Terms and Conditions

The following terms and conditions apply to this RFP and any resulting award:

Pricing must remain valid for not less than thirty (30) calendar days after the application submission deadline.