Tender No: Adp/Achieve/2022/01

Terms Of Reference: Supply Of Art Calendar

Introduction

ADP-Mbozi is a registered national NGO on 10th October 2005 under section 11(3) Act No. 24 of 2002. Originally registered under the Trustees Incorporation Ordinance Cap. 375 on 29th November 1995 with registration number 1639. Since then, the Organization has grown in terms of interventions and coverage. 

ADP Mbozi aims to be a leader in facilitating socio-economic empowerment of marginalized rural and urban communities in Tanzania through community empowerment on HIV prevention, impact mitigation, gender and good governance; promotion of improved agriculture production and food utilization, entrepreneurship and market development, and addressing challenges of environment. 

The Adolescents and Children HIV Incidence Reduction, Empowerment and Virus Elimination project, or ACHIEVE, is a five-year global effort to reach and sustain HIV epidemic control among pregnant and breastfeeding women, adolescents, infants, and children. The project is funded by the President's Emergency Plan for AIDS Relief (PEPFAR) through the United States Agency for International Development (USAID) and implemented by a Pact-led consortium of top global HIV/AIDS partners, including Palladium, No Means No Worldwide, and WI-HER. 

ADP Mbozi through ACHIEVE project will provide 7265 ART Calendar to CLHIV for ART adherence in Mbozi DC, Momba DC, Tunduma TC Mbarali DC, Mbeya CC and Kyela DC. 

Objective of the Assignment 

The overall objective of this assignment is to procure ART Calendar for ART adherence to 7265 CLHIV in Mbozi DC, Momba DC, Tunduma TC Mbarali DC, Mbeya CC and Kyela DC 

Items specification and requirements

Distribution Information: 

All items will be distributed to ADP Mbozi head office located at Vwawa –Songwe region.

Scope of Work 

The specific scope of work includes but should not be limited to the following: 

1.         Interested vendors will visit ADP MBozi head office to see samples of the backpacks before submitting quotes. Shortlisted vendors will be required to submit at least two samples of backpacks and provide assurance that the samples provided will meet the quantity of bags needed by ADP Mbozi.

2.         ADP Mbozi will review the samples submitted by the vendors regarding the samples ADP Mbozi shared with the vendors and select the best vendor.

3.         Selected vendors will print ART Calendar and procure education subsides a kit (containing: School bag, Mathematical set, Pens, Pencils, Eraser, and A4 Exercise books).

4.         The vendor will distribute educational subsidies to ADP Mbozi HQ Office.

5.         The vendor will submit supporting documents proving delivery of education subsides to ADP Mbozi. 

Timeframe 

This assignment is expected to be conducted in the period of two weeks.

Reporting 

The Supplier will report to Program Manager and technical adviser (CMO and M&E).

Submission Instructions.

Interested dealers must submit the following information to ADP Mbozi.: 

• Draft inception report detailing the methodology for supplying and distributing education subsidies kits, including tentative work plan, for review and approval by ADP Mbozi.
• Quote, valid for at least 90 days
• Current company profile.
• Copies of their registered office's registration certificate and address, valid business license, VAT, TIN certificates, and Tax clearance certificate.
• Items specifications are fully addressed in the quotation.
• Original bank statement for the past 12 months.
• Delivery time must be specified.
• Payment terms 100% after delivery
• Evidence of similar assignments and at least two (2) names and addresses of clients served.
• Interested vendors should visit ADP Mbozi Head office –Vwawa Songwe to see a backpack sample before submitting a quote.

Shortlisted vendors will be required to submit samples similar to or close to the sample provided by ADP Mbozi. 

Eligibility

• Vendors must be currently legally operating in Tanzania, and the quotation must include all the following information.
• Ability to meet or exceed the Requirements/ Specifications outlined above.
• Ability to deliver the items/services not later than the date(s) required.

Evaluation Criteria: 

• Price
• Financial capability
• Experience
• Quality of items to be supplied (vendors are required to submit samples along with their bids).
• Delivery terms.

Interested, eligible dealers/vendors should deliver their bids and samples in closed and sealed envelopes to:

The Tender Committee,  ADP Mbozi, 

P.O. Box 204,  Mbozi, Songwe.

All quotes must be in Tanzanian Shillings and enclosed in a plain sealed envelope.

The deadline for proposal submission will be 14 December 2022, 10:10 AM  , and ADP Mbozi will open  the bids on 14 December 2022  11:00 AM in the presence of bidder's representatives who choose to attend. The present Bidders' representatives shall sign a register evidencing their attendance. 

Please Note

• Late or incomplete bids will not be accepted.
• Electronic bids will not be accepted.
• The quote that complies with all the specifications/requirements and offers the lowest price and other evaluation criteria indicated here shall be selected.
• ADP Mbozi may cancel the solicitation and not award.
• ADP Mbozi may reject any or all responses received.
• Issuance of requests for quotes does not constitute a contractual commitment by ADP Mbozi.
• ADP Mbozi reserves the right to disqualify any offer based on the offeror's failure to follow the solicitation instructions.
• ADP Mbozit reserves the right to waive minor proposal deficiencies that can be corrected before award determination to promote competition.
• ADP Mbozi will contact all offerors to confirm the contact person, address, and the proposal submitted for this solicitation.
• ADP Mbozi will not compensate Vendors for their response to the solicitation.
• ADP Mbozi may choose to award only part of the scope of work in the solicitation or to issue multiple awards for the scope of work.
• Information pertaining to and obtained from the Vendor as a result of participation in this solicitation is confidential.
• The Vendor consents to the disclosure of the documents submitted by the Vendor to the reviewers involved in the selection process. Please note that non-disclosure agreements bind all reviewers.

Appendix 

 Detailed Technical and Financial Evaluation The technical and financial parts will be evaluated on a merit point/scores system Format of Technical Bid (Weight = 60%) 

All Vendors who will score equal to or above the total average score will be selected for the next stage. The Bidder's Bid should be organized to follow this format of the Technical Bid. When the bidder is presented with a requirement or asked to use a specific approach, it must state its acceptance and describe how it intends to comply with the requirements. Where a descriptive response is requested, failure to provide the same will be viewed as nonresponsive.

SECTION 1.  Bidder's qualification, capacity, and expertise

1.1 General organizational capability likely to affect implementation: management structure, project management controls, and the extent to which any work would be subcontracted (if so, provide details). 

Support Document Needed: 

• Updated Organizational Structure,
• Proof of having a print house or printing machineries.
• Vendor should provide the physical address and location of the printing house or machineries to be used to implement the assignment.

1.2 Relevance of specialized knowledge and experience on similar engagements done in the region/country. 

Support Document Needed: 

• A clear methodology of how the vendor will successfully deliver the required quantities per the specifications.
• The lead time MUST be indicated.

SECTION 2: Scope of Supply, Technical Specifications, and Related Services 

This section should demonstrate the Bidder's responsiveness to the specification by identifying the specific components proposed, addressing` the requirements, as specified, point by point, providing a detailed description of the essential performance characteristics proposed, and demonstrating how the proposed bid meets or exceeds the requirements/specifications. All important aspects should be addressed in sufficient detail. 

2.1 Conformity of goods to be supplied if they meet technical specifications provided. Support Document:  List of items to be supplied with their full technical specifications. 

SECTION 3: Financial Capacity Evaluation (Weight = 40%) 

Bidders must attach original bank statement for the past 12 months complying with the following condition: 

• Must reflect the financial situation of the Bidder or party to a JV, and not a sister or parent company.
• Historical financial stability for the past twelve months(November 2021 to October 2022
• Cash inflow in relation to cash outflows.

Quotation Cover Sheet 

Support Document: A quotation cover sheet in Tanzania Shillings. Price comparison shall be based on the landed price, including applicable taxes, transportation, insurance, and the total cost of ownership (including spare parts, insurance, and the total cost of ownership (including spare parts, consumption, installation, commissioning, training, special packaging, etc., where applicable.