Request to Submit Expressions of Interest for pre-qualification of Vendors for the Supply of Goods and Services for 2024-2026.

Introduction

IHM (www.ihmafrica.org) is a strategic information (SI) solutions organization that has implemented US$60 million worth of contracts across four Southern African countries over the last 10 years. Originally established as part of a broader Southern Africa region-focused group, the Institute for Health Measurement Southern Africa is a locally registered and owned organization working primarily to strengthen health systems for public health programs in Southern Africa. We provide high-quality health informatics technical assistance, analytical insights, program design and management expertise, and develop innovative solutions for public health programs. The IHM team in Zambia and Swaziland comprises experienced and recognized health experts from across the Southern Africa region, who have built strong working relationships and networks with key organizations and institutions in the region.

Our Work

We offer high-quality health informatics technical assistance, analytical insights, program design and management expertise, and innovative solutions for public health programs. Our ethos is based on leveraging local competencies to apply simple yet empowering technical solutions to Africa’s public health systems.

Scope of Work
IHM invites applications from eligible, competent vendors and service providers to pre-qualify for the supply of goods and services anticipated to be required over the next two years (August 2024 – September 2026). Interested bidders must pay a non-refundable fee of K750. The receipt is part of the preliminary criteria.

EOI Objective

An EOI is a preliminary step to screen and shortlist vendors with the necessary qualifications, experience, and capabilities. It ensures only qualified vendors are invited to subsequent procurement stages, such as Requests for Proposal (RFP) or Requests for Quotation (RFQ). The objective is to help vendors understand the project’s scope, requirements, and expectations early on, enabling them to prepare accurate and relevant proposals. Pre-qualification through an EOI mitigates risks by ensuring vendors have a proven track record and the financial and technical capacity to fulfill contract requirements, reducing the likelihood of project delays or failures. Additionally, an EOI for pre-qualification of vendors is a strategic tool that helps IHM identify, evaluate, and select the best-suited vendors, ensuring successful procurement outcomes.

Section 1: Instructions to Bidders

To be considered for this opportunity, bidders must provide the following documentation:

1. Proof of Payment: Bidders must provide proof of payment for a non-refundable fee of K750. This fee must be deposited into the account specified below. Ensure that the payment reference includes your company name for identification purposes.

Account Details:

• Account Name: Institute for Health Measurement Limited
• Account Number: 62693299234
• Bank Name: First National Bank
• Branch Name: Arcades
• Branch Code: 260014

Section 2: Preliminary Criteria: Eligibility: Interested bidders must meet the eligibility criteria stated in the EOI- Prequalification of vendors: The following documents must be submitted along with your bid:

• Company Profile, including a list of similar projects completed in the past 2 years.
• Copies of relevant certifications and licenses.
• Detailed technical proposal outlining how you intend to meet the requirements of the tender.
• Price Schedule, clearly indicating the cost breakdown.
• Delivery Schedule, detailing the timeline for the provision of goods/services.
• Any other documentation deemed necessary to support your bid.
• Each LOT should have its own quotation
• Proof of payment for non-refundable participation fee (Scanned copy of receipt copy from the bank
• References such as purchase orders, contracts, or written references.
• Quotation to include LOT/LOT quoted for
• Clear brand name of items quoted for.
• Warranty where applicable.
• After-sales services were applicable.
• Application submitted by the stated deadline to the email address provided in this RFQ.
• Quotation corresponds to specifications above.
• Quotation submitted in Zambian Kwacha.
• Provision of company registration and tax clearance certificate.
• For IT-related items, certifications (e.g., Microsoft, Cisco, AWS) and experience with specific technologies or platforms.

Section 3: Submission Guidelines:

• All documents must be submitted in electronic format.
  Electronic copies must be sent to
  https://docs.google.com/forms/d/e/1FAIpQLScRE6OMNUDqzzoB3Kip1OSDRcDmGf9Qb4DmezScEvCcfJ5vmA/viewform?usp=sf_link
• with the subject line “EOI-PRE-QUALIFICATION OF VENDORS” – [LOT reference number].
• The deadline for submission is 5th August 2024 before 17:00 PM. Late submissions will not be considered.

Section 4: Evaluation Criteria: Bids will be evaluated based on the following criteria:

• Compliance with submission requirements.
• Technical capability and experience.
• Cost competitiveness.
• Delivery timelines.
• Overall responsiveness to the tender requirements.

Section 5: Contact Information: For any enquiries or further information, please contact:

• Name: Procurement Unit
• Email Address: Procurement@ihmafrica.org

Section 6: Essential Criteria for Pre-Qualification

The qualifications for the pre-qualification of vendors will include the following criteria:

• Experience: Vendors must demonstrate a proven track record in delivering similar products or services, including the number of years in business, past projects, and relevant industry experience.
• Financial Stability: Vendors should provide evidence of their financial health, such as credit ratings, statements or bank references.
• Technical Capability: Vendors need to showcase their technical expertise, including certifications and licenses where applicable.
• Compliance and Legal Standing: Vendors must comply with all relevant laws and regulations and provide documentation such as business licenses and tax compliance certificates.
• Quality Assurance: Vendors should have a robust quality management system in place, evidenced by certifications like ISO or other relevant standards where applicable.
• References and Past Performance: Positive references and past performance evaluations from previous clients or projects e.g. contracts, PO, contracts.
• Capacity and Resources: Vendors must have the necessary capacity, infrastructure, and human resources to handle the project size and scope.
• Innovation and Technology: The ability to innovate and utilize advanced technologies.
• Supply Chain Management: Effective supply chain management practices.
• Risk Management: A risk management plan to identify, assess, and mitigate potential risks.

Section 7: Evaluation Method and Criteria

Bids shall be evaluated to determine the most technically acceptable offer, as follows:

• Preliminary assessment of the bids: During this evaluation, the following shall be considered:
• The bidder is eligible in accordance with the instructions provided under Sections 2,4 and 6.
• Mandatory documents are provided. All the key portions of the bid are signed and dated by the authorized company representative.
  a) The bidder will be evaluated against the preliminary criteria and technical specifications in Schedule section 4 and 6.
• Technical expertise and experience of the bidder (30 points)
• Conformance to Specification (30 Points)
• Delivery lead time and warranty (20 points)
• Price Competitiveness (20 Points)
  Bidders are required to score at least 60 points to proceed to the next stage.
  b) financial evaluation stage.
  The evaluation will be based on the following criteria:
• Price Competitiveness
• Any additional criteria deemed relevant by the organization.
  All applications received will undergo a three-tier evaluation process. All applications which pass the above compliance check will then be reviewed purely on cost and delivery period.

Section 8: Tender LOT’s

LOT 1: Computers and Peripherals:

• Desktops
• Laptops
• Tablets
• Monitors
• Keyboards and mice
• Docking stations

LOT 2: Networking Equipment:

• Routers
• Switches
• 3 core cable
• Firewalls
• Indoor access points
• Outdoor access points
• Network cables (Ethernet, fiber optic)
• Modems

LOT 3: Servers and Storage:

• Blade servers
• Tower servers
• NAS (Network Attached Storage)
• SAN (Storage Area Network)
• External hard drives
• SSDs (Solid State Drives)
• Backup solutions

LOT 4: Racks and Cabinets:

• 9U Cabinets
• 6U Cabinets
• Rack shelves
• Rack mount kits
• Cooling fans for cabinets
• Cable management accessories for racks

LOT 5: Printers and Scanners:

• Laser printers
• Inkjet printers
• Multifunction printers
• Document scanners
• Barcode printers

LOT 6: Audio and Video Equipment:

• Camera and Camera Equipment (Lighting, Lens, Tripods etc)
• Sound boxes
• Recording equipment
• Speakers and microphones
• Headsets

LOT 7: Software and Licenses:

• Operating systems (Windows, Linux, macOS)
• Office productivity suites
• Antivirus and security software
• Database management systems
• Virtualization software
• Backup and recovery software

LOT 8: Power Solutions:

• Uninterruptible Power Supplies (UPS)
• Power distribution units (PDU)
• Surge protectors
• Solar Solutions

LOT 9: Miscellaneous:

• IT toolkits
• Drilling Machine
• Screwdriver
• Multi-Purpose Folding Ladder
• Laptop bags and cases
• Cooling solutions (fans, air conditioners for server rooms)
• Ergonomic accessories (stands, wrist rests)

LOT 10: Security and Surveillance:

• CCTV cameras
• Access control systems
• Biometric scanners

LOT 11: Cabling and Accessories:

• Patch panels
• Brush Panel
• Conduit Pipes
• Saddles
• PVC Truncking
• Cable management systems
• Adapters and converters

LOT 12: Billboards:

• Outdoor, Indoor, Digital billboards
• Signage (Outdoor signage, Indoor signage, LED signs, Directional)

LOT 13: Branded items:

• Banners (pop-up banners, vinyl, fabric, mesh, backdrops etc)
• Branded clothing
• Branded promotional material (Pens, notebooks, Keychains, Mugs and bottles etc)

LOT 14: Posters and Flyers:

• Large format posters
• Custom flyers

LOT 15: Event and Trade Show Displays:

• Exhibition stands
• Table covers and runners

LOT 16: Branded Promotional Items:

• Pens and notebooks
• Keychains
• Mugs and drinkware
• USB drives

LOT 17: Banners:

• Vinyl banners
• Mesh banners
• Fabric banners

LOT 18: Car Hire Services
LOT 19: Conferencing, Events, Catering, and Lodging
LOT20: Supply of Stationery and Other Supplies
LOT 21: Media Production (Filming, Photography, Production, and Streaming)
LOT 22: Cleaning Services, Pest Control, and Garbage Collection
LOT 23: ICT Maintenance (Printers and Computers)
LOT 24: Motor Vehicle Fleet Maintenance (Garages)
LOT 25: Supply and Maintenance of Firefighting Equipment (e.g., Fire Extinguishers)
LOT 26: Provision of Travel and Ticketing Services
LOT 27: Clearing and Forwarding
LOT 28: Smart Track -Vehicle tracking services
LOT 29: General Trading

Please note that even if you are a current service provider to IHM, you still need to apply.

All submissions must be made to
https://docs.google.com/forms/d/e/1FAIpQLScRE6OMNUDqzzoB3Kip1OSDRcDmGf9Qb4DmezScEvCcfJ5vmA/viewform?usp=sf_link

The deadline for submission of applications is Monday 5th August 2024 at 17:00. Only electronic applications will be accepted.

By participating in this EOI, vendors are taking a preliminary step toward potentially being invited to subsequent procurement stages. This process aims to identify, evaluate, and select the best-suited vendors, ensuring successful procurement outcomes for IHM.

Note: Pre-qualification does not guarantee business with IHM.