Invitation to bid for the Procurement of Data Collection Tools

• Procurement of Data Collection Tools

• High priority

• This RFB is an invitation to treat and shall not be construed as an offer capable of being accepted or as creating any contractual, other legal or restitutionary rights.
• This RFB is conducted in accordance with the applicable provisions of IHVN Procurement Manual (latest version of which can be accessed at: www.ihvnigeria.org and other relevant Organizational Directives and Administrative Instructions that are referred to in the Procurement Manual.

• The Bid, as well as all correspondence and documents relating to the Bid shall be written in the English language, unless specified otherwise in the bid advert. Supporting documents and printed literature furnished by the Bidder may be in another language provided they are accompanied by an accurate translation of the relevant passages into the English language, in which case, for purposes of interpretation of the Bid, such translation shall govern.
• The Bidder shall bear all costs of translation to the governing language and all risks of the accuracy of such translation.

A Bidder, and all parties constituting the bidder, may have the nationality of any country with the exception of the nationalities, if any, listed in United State Government Debarment List. A Bidder shall be deemed to have the nationality of a country if the Bidder is a citizen or is constituted, incorporated, or registered and operates in conformity with the provisions of the laws of that country.

A Bidder shall not have a conflict of interest. A bidder shall be considered to have a conflict of interest if:

• A Bidder has a close business or family relationship with a IHVN personnel who: (i) are directly or indirectly involved in the preparation of the bidding documents or specifications of the contract, and/or the bid evaluation process of such contract; or (ii) would be involved in the implementation or supervision of such contract;
• A Bidder is associated, or has been associated in the past, directly or indirectly, with a firm or any of its affiliates which have been engaged by IHVN to provide consulting services for the preparation of the design, specifications, and other documents to be used for the procurement of the goods, services or works required in the present procurement process;
• A Bidder has an interest in other bidders, including when they have common ownership and/or management. Bidders shall not submit more than one bid, except for alternative offers, if permitted. This will result in the disqualification of all bids in which the Bidder is involved. This includes situations where a firm is the Bidder in one bid and a sub-contractor on another; however, this does not limit the inclusion of a firm as a sub-contractor in more than one bid.

Bidders must disclose any actual or potential conflict of interest in the Bid Submission and they shall be deemed ineligible for this procurement process unless such conflict of interest is resolved in a manner acceptable to IHVN. Failure to disclose any actual or potential conflict of interest may lead to the Bidder being sanctioned.

A Bidder shall not be eligible to submit a quotation if and when at the time of quotation submission, the Bidder:

• Is included in any other Ineligibility List from a IHVN partner and if so listed in United State Government Debarment List.
• Is currently suspended from doing business with IHVN and removed from its vendor database(s), for reasons other than engaging in proscribed practices as defined in the IHVN Procurement Policy.

Clarification of the Bid

IHVN reserves the right not to reject any bid submitted in a currency other than the mandatory bidding currency. IHVN may accept bid submitted in another currency than stated above if the Bidder confirms during clarification of quotations in writing that it will accept a Contract issued in the mandatory bid currency and that for conversion the official IHVN operational rate of exchange of the day of RFB deadline as stated in Section I: RFB Particulars shall apply. Regardless of the currency of quotations received, the Contract will always be issued and subsequent payments will be made in the mandatory bidding currency above.

Rates in bids shall be fixed. Bids with adjustable rates shall be disqualified.

A substantially responsive Bid is one that conforms to all the terms, conditions, and specifications of the bid advert without material deviation, reservation, or omission.

If a Bid is not substantially responsive, it shall be rejected by IHVN and may not subsequently be made responsive by the Bidder by correction of the material deviation, reservation, or omission.

IHVN reserves the right to undertake a post-qualification exercise, aimed at determining, to its satisfaction the validity of the information provided by the Bidder. Such post-qualification shall be fully documented and, among those that may be listed in the bid advert, may include, but need not be limited to, all or any combination of the following : (a)Verification of accuracy, correctness and authenticity of the information provided by the bidder on the legal, technical and financial documents submitted; (b)Validation of extent of compliance to the IHVN requirements and evaluation criteria based on what has so far been found by the evaluation team; (c)Inquiry and reference checking with Government entities with jurisdiction on the bidder, or any other entity that may have done business with the bidder; (d)Inquiry and reference checking with other previous clients on the quality of performance on on-going or previous contracts completed; (e)Physical inspection of the bidder’s plant, factory, branches or other places where business transpires, with or without notice to the bidder; (f)Testing and sampling of completed goods similar to the requirements of IHVN, where available; and (g)Other means that IHVN may deem appropriate, at any stage within the selection process, prior to awarding the contract.

• In keeping with our commitment to exercising appropriate standards of professionalism and ethical conduct in all business activities, IHVN will not tolerate bribery or corruption in any form, or any breach of its Anti-Bribery Policy.
• Suppliers are expected to maintain accurate records of their activities and performance that clearly demonstrate compliance with all applicable standards, regulations and IHVN requirements.
• Suppliers must disclose any personal relationships, economic interest or other ties to their business held by an employee or contractor with IHVN.
• Suppliers shall provide IHVN with high-quality products and services that meet all applicable quality and demonstrate that they have robust Standard Organization of Nigeria requirements in place. We expect suppliers to immediately report to IHVN of any concerns about product safety.
• Suppliers shall take appropriate measures to secure and protect all confidential information related to its relationship with IHVN and use it only for the purpose authorized under contractual agreement. This obligation shall remain in force regardless of the status of the business relationship.
• Suppliers to IHVN shall carry out operations with care for the environment and at a minimum will comply with all applicable environmental laws and regulations.
• Suppliers shall also comply with any additional category specific requirements regarding the goods or services provided to IHVN, for example our requirements in respect of specification.

Instructions to Bidding/Requirements

• All bids must be in ink or type written; submission in pencil will not be accepted.
• All enquiries regarding the proposed application for the above should be addressed to the Deputy Director Procurement/HOD SCM of IHV-Nigeria.
• Bids must be properly sealed.
• Bidders not registered with IHVN must include company profile.
• Bidders not registered with IHVN must include copies of tax clearance certificates for the past three years.
• All bids must provide evidence of at least two similar Jobs made in the past for IHVN/other organizations etc.
• Bidders not registered with IHVN must provide proof of registration with the Corporate Affairs Commission (CAC).
• Bidders must show proof of DUNS certification or the bid will be disqualified
• Bids should be submitted to the head office on or before the date below specified as deadline.
• Bids will be opened at the expiration of the bid advert.
• Any quote with percentage/calculation error will be disqualified at the tender meeting.
• All bidders must indicate their bid validity period.

As time is of the essence, delivery of goods shall be within 6 to 8 weeks from the date of receipt of L.P.O by contractor.

• Bids which must reach us within Fifteen (15) working days from the date of this publication should have the title of the BID written on the “Top Left Hand Corner” of the envelope.
• All interested vendors can pick up the BID detailed Specifications at the Security Post on the ground floor at Maina Court.

• ACHIEVE Grant

SCM Department

Supply Chain Management Department
Institute of Human Virology, Nigeria
Pent House, Maina Court
Plot 252, Herbert Macaulay Way
Central Business District
P.O. Box 9396, Garki, Abuja-NIGERIA
Tel: +234 (0) 8069085656

Email: [email protected]