INVITATION FOR PRE-QUALIFICATION OF VENDORS FOR SUPPLY …

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INVITATION FOR PRE-QUALIFICATION OF VENDORS FOR SUPPLY

OF GOODS AND SERVICES FOR THE YEAR 2021-2023

TENDER NO: IH/RW/2021

______________________________________________________________________________

IntraHealth International Inc. believes in a world where all people have an equal opportunity for

health and wellbeing. We support health workers to succeed, improve policies and systems for a

strong workforce that delivers health services to meet communities’ needs.

IntraHealth International hereby invites qualified and experienced vendors who meet the set

criteria as provided in this pre-qualification document to be included in the vendor database and

be considered for the supply of goods and services to the organization for a period of two (2)

years.

The pre-qualification documents must be received no later than Thursday September 30,

2021 and should be forwarded to the following email

address:[email protected] with the subject reference: VENDOR PRE-

QUALIFICATION/IH/RW/2021-2023.

Sincerely;

Samson Radeny, Ph.D

Chief of Party

USAID Ingobyi Activity

IntraHealth International Inc., Rwanda

USAID INGOBYI ACTIVITY

GOLDEN PLAZA, 3rd Floor

KG 546 Street 1

P.O.Box 6639-Kigali

Tel.: + (250) 738795924

Kacyiru, Kigali

www.intrahealth.org

DocuSign Envelope ID: 8093303E-4F0B-4646-850C-545E126F7DAF

9/16/2021

https://portal.intrahealth.org/Departments/Communications/Image%20Library/IntraHealth%20logo/IntraHealth%20Logo%20for%20Documents%20in%20Word%20and%20PPT.jpg

mailto:[email protected]

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TABLE OF CONTENTS

Contents Page

1. Pre-qualification Instructions 3

2. Pre-qualification Data Instructions 5

3. Form PQ-1 Registration Documentation 7

4. Form PQ-2 Pre-qualification Data 8

5. Form PQ-3 Confidential Questionnaire 9

6. Form PQ-4 Past Experience 11

7. Form PQ-5 Sworn Statement 12


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1.0 PRE-QUALIFICATION INSTRUCTIONS

1.1 Introduction

IntraHealth International Rwanda Office invites interested vendors who meet the criteria below

to be included in the pre-qualified vendor database and be considered for the supply of goods and

services to the organization for a period of one year.

Pre-qualification process is not a guarantee for business; rather, it is a process that ensures

companies that are prequalified become eligible to be called upon to provide quotations for the

provision of goods and services, when such services or goods are required by the organization.

1.2 Pre-qualification Objective

The main objective of this process is to maintain a register of interested vendors in relevant

categories for provision of goods and services to IntraHealth Rwanda Office through quotations

as and when required

1.3 Pre-qualification Categories

The following are the goods and services to be considered for Pre-qualification.

Category Code Category of the Goods/Services

IH/RW/01/2021 Provision of printing services (general printing, photocopying, binding services;

designing services and supply of promotional materials)

IH/RW/02/2021 Supply of office stationery

IH/RW/03/2021 Supply of IT equipment, supplies and related accessories

IH/RW/04/2021 Supply of office consumables, kitchen materials and cleaning supplies

IH/RW/05/2021 Supply of office furniture

IH/RW/06/2021 Provision of IT equipment maintenance services

IH/RW/07/2021 Provision of Maintenance and repair of vehicles services

IH/RW/08/2021 Supply of vehicle tires, carpet and seat covers

IH/RW/09/2021 Provision of customs clearing and forwarding services

IH/RW/10/2021 Provision of travel agency services (air ticketing) IH/RW/11/2021 Supply of medical equipment and supplies

IH/RW/12/2021 Provision of TV and radio Advertizing services

IH/RW/13/2021 Provision of advertising services through online platforms


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1.4 Invitation for Pre-qualification

Vendors registered with Registrar of Companies under the Laws of Rwanda in respective

merchandise or services are invited to submit their Pre-Qualification documents to IntraHealth

International so that they may be pre-qualified for submission of quotations whenever needed.

The prospective vendors are required to supply mandatory information for pre-qualification.

IntraHealth International will only register vendors who meet the required criteria as spelt out in

this document. Pre-qualification process is not a guarantee for business; rather, it is a process that

ensures companies that are prequalified become eligible to be called upon to provide quotations

for the provision of goods and services when such services or goods are required by the

organization.

1.5 Experience

Prospective vendors must have carried out successful supply and delivery of similar

items/services to NGOs/UN agencies/Government corporations/ institutions of similar size and

complexity for not less than two years. Potential vendors must demonstrate the willingness and

commitment to meet the pre-qualification criteria.

1.6 Pre-qualification Document

This document includes questionnaires/forms and documents required from prospective vendors.

To be considered for pre-qualification, prospective vendors must submit all the information

herein requested. Failure to supply any of the required mandatory documents will lead to an

automatic disqualification of the bidder.

1.7 Expression of interest

The pre-qualification documents must be received no later than Thursday September 30,

2021 and should be forwarded to the following email address

[email protected] with the subject reference: VENDOR PRE-

QUALIFICATION/IH/RW/2021-2023.

The tenderers are required to submit pre-qualification request per tender category in separate

emails if the tenderer is interested in more than one category. No tenderer will be considered for

more than two categories. Any tender document received after the deadline will be disqualified.

IntraHealth International reserves the right to accept or reject any application and is not bound to

give reasons for its decision.


mailto:[email protected]

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1.8 Verification

IntraHealth International shall have the right to visit the vendors’ premises to verify the

information provided in the document and ascertain, as part of the prequalification process, that

the supplier indeed has the capability to provide the stated goods and or services.

1.9 Notification of pre-qualification

ONLY successful bidders shall be notified formally of the outcome after completion of the pre-

qualification process.

1.10 Additional Information

IntraHealth International reserves the right to request submission of additional information from

prospective supplier/service providers without offering any explanation for such request. Request

for quotations will be made available only to those supplier/service providers who have been

successful at the pre-qualification stage and have been notified in writing as being successful

pre-qualified vendors/service providers for IntraHealth International for the period specified in

this pre-qualification document. A supplier/service provider will be deemed to have been

successful for this pre-qualification after scoring a minimum of 70 points on assessed pre –

qualification parameters.

2.0: PRE-QUALIFICATION DATA INSTRUCTIONS

2.1 Pre-qualification data forms

The attached questionnaires/forms - PQ-1, PQ-2, PQ-3, PQ-4, and PQ-5 are to be completed by

prospective vendors/service providers who wish to be pre-qualified for submission of tender for

the Specified Category. The pre-qualified application forms which are not filled out completely

and submitted in the prescribed manner will not be considered. All the documents that form part

of the proposal must be written in English and in blue Pen. Failure to adhere to this shall lead to

disqualification.

2.2 Qualification

It is understood and agreed that the pre-qualification data on prospective vendors/service

providers is to be used by IntraHealth International in determining, according to its sole

judgment and discretion, the qualifications of prospective vendors/services providers in respect

to the Tender Category as described by the client. Prospective supplier/service provider will not

be considered qualified unless, in the judgment of IntraHealth International and based on the set

criteria, they possess capability, experience, qualified personnel, and suitable equipment, and net

current assets or working capital sufficient to satisfactorily execute contracts for supply or

provision goods/services.


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2.3 Essential Criteria for Pre-qualification

(a) Experience: Prospective supplier/service provider shall have at least two (2) years’

experience in the supply of goods, services and allied items and must show competence,

willingness and capacity to service the contract. The supplier must be at least a retailer or

wholesaler supplier to be considered for prep-qualification.

(b) Past Experience: Vendors written reference from the companies they have supplied goods

and services to must be attached to the bid documents. Vendors with references coming from

recognized companies or organizations shall have an added advantage. The reference letter shall

only be acceptable if it is on the referencing company letter head and a company stamp and

signed by the director of the referee company. Past performance will be given due consideration

in pre-qualifying bidders.

(d) Sworn Statement: Application must include a sworn statement - Form PQ-5 - by the

Tenderer ensuring the accuracy of the information given. The statement must bear the signature

and stamp of the company director for it to be admissible.

2.4 Withdrawal of Prequalification

Should a condition arise between the time the firm applied for pre-qualification and the bid

opening date or between the time a supplier is pre-qualified and the time the supplier is required

to supply the goods or services, which could substantially change the performance and

qualification of the bidder or the ability to perform, such as but not limited to bankruptcy, change

in ownership or new commitments, IntraHealth International reserves the right to disqualify such

supplier from further pre-qualification or even reject the tender from such a supplier even though

they have been initially pre-qualified.

2.5 Valid registration

The firm must have a fixed Business Premise and must be registered in Rwanda, with certificate

of Registration. A valid business registration certificate must be attached to the bid document.

2.6 Proof of Tax compliance

The firm must show proof that it has paid all its statutory obligations and have a valid and

current Tax Compliance Certificate and a VAT certificate from the Rwanda Revenue Authority.

Tax compliance must be valid, as verification of its validity shall be independently done by

IntraHealth International.


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2.7 Prequalification Criteria

Required Information Form Type Points Score

Registration Documentation PQ-1 Mandatory

Prequalification Data PQ-2 20

Confidential Questionnaire PQ-3 30

Past Experience PQ-4 45

Sworn Statement PQ-5 5

TOTAL 100 Points

3.0 FORM PQ 1: REGISTRATION DOCUMENTS

All firms must provide copies of the following:

1. Certificate of Registration or Incorporation

2. VAT Registration Certificate

3. Valid Tax Clearance Certificate

4. Valid clearance certificate issued by RSSB

5. Proof of using Electronic Billing Machine

6. Certificate of valid operating license issued by Rwanda-FDA (for medical equipment and

supplies).

NOTE: The above documents are mandatory and failure to attach any of them as applicable will

lead to an automatic disqualification. Expired documents will not be considered.


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4.0 FORM PQ 2: PRE-QUALIFICATION DATA

Name of company/firm……………………………………………………………………………..

Category applied for:……………………….………Category code….……………………………

Location of the Business/Office:……...........................................................................................

Telephone No…..…………...…Mobile No………………....…Email Contacts. …………………

Full Name of applicant ………………….………………………………………………………….

Other branches location if any…………………...………………………………………………

Date of registration of Business …………………….......Registration Ref No……….……………

Company profile ……………………………………………….…………………………………..

State any technological innovations or specific attributes which distinguish you from your

competitors …………………………………………………………………………

(20 Points)


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5.0 FORM PQ 3: CONFIDENTIAL BUSINESS QUESTIONNAIRE

You are requested to give the particulars indicated in Part I and either Part II (a), 2 (b) or 2 (c),

whichever applies to your type of business. You are advised that it is a serious offence to give

false information or fail to provide accurate information on this form

Part I- General:

Business Name …………………………………………………………………………………

Location of business premises……………………………………………………….…………

Plot No. ………………………………….……… Street/Road…………………………..….…..

Postal Address…………………………………………..………….Tel. No………………...…...

Nature of business………………………………………………………………………………

Current Trade License No………………………………….………Expiring date………..……..

Maximum value of business which you can handle at any one time: Rwf.………………………

Name of your bankers…………………………………………………Branch

1.

2.

If Pre-qualified, will you require advance from IntraHealth International to supply goods

or services? -----------------Yes/No

What will be your preferred payment terms?

What will be your preferred mode of payment?


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Part 2 (a) – Sole Proprietors

Your name in full……………………………………….……………. Age………….…….

Nationality………………………………Country of origin……………………………….

*Citizenship details…………………………………………………….……………….….

Part 2 (b) Partnership

Given details of partners as follows:

Name, Nationality, Citizenship Details and Shares

1………………………………………………………………………………………

2………………………………………………………………………………………

Part 2 (c) – Registered Company:

Private or Public…………………………………………………………………………….

State the nominal and issued capital of company-

Nominal Rwf and Issued Rwf…

Give details of all directors as follows: -

Name, Nationality, Citizenship Details and Shares

1. …………………………………………………………………………………………

2. …………………………………………………………………………………………

Date…………………………………………..….Signature of Applicant……………………….

(30 Points)


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6.0 FORM PQ 4: PAST EXPERIENCE

1. Name of the 1st Client (Organization)

i) Name of Client (organization) ………………………………………………………...…………

ii) Address of Client (organization) ………………………………………………..………………

iii) Name of Contact Person at the client (organization) …………………………………………..

iv) Telephone No. of Client ………………………………………………..………………………

v) Value of Contract ……………………………………………………………..…………………

vi) Duration of Contract (date) …………………………………………………...………………..

vii. What goods/services did you supply/offer……………………………………………………..

(Attach documental evidence of existence of contract/ or Recommendation/certificate of

completion for the recent years not before 2018).

2. Name of 2nd Client (organization)










3. Name of 3rd Client (organization)










The references should come from INGO or reputable Government Institutions.

(45 points)


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7.0 FORM PQ 5: SWORN STATEMENT

Having studied the pre-qualification information presented above, we/I hereby state:

a. That the information furnished in my/our application is accurate to the best of my/our

knowledge.

b. That in case of being pre-qualified I/we acknowledge that this grants 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.

c. I/We enclose all the documents and information required for the pre-qualification evaluation.

d. That IntraHealth International reserves the rights to accept or reject my pre-qualification

documents without necessary providing a reason for such a decision.

e. That pre-qualification does not mean automatic contract award for the goods or services

my/our company have been pre-qualified for. Business award will be based on availability of

resources, needs and competitive quotations and/or bids and if not competitive, I/we will not be

awarded the contract.

f. That in case during the period of the pre-qualification, I/we are not able to do business with

IntraHealth International for whatever reason, I/We will not hold IntraHealth International

responsible and I/we absolve IntraHealth International of any blame for lack of business

engagement.

Date …………………………………………………………………...……………………………

Applicant’s Name …………………………………………………………….……………………

Represented by …………………………….……Designation……………………………………

Signature ………………………………………………...…………………………………………

Stamp or seal…………….………………………………………………………………………….

(5 Points)


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