Request for Proposals for the Installation of Shelves for Storage of Physical Records in the Archive Room and Converted Storage and Container at Kwacha Pension Trust Fund Head Office

  • Full Time
  • RFP / Tender
  • Lusaka, Zambia
  • Applications have closed

Website Kwacha Pension Trust Fund

Kwacha Pension Trust Fund (KPTF) is a single employer pension Trust Fund and is regulated by the Pensions and Insurance Authority (PIA).

The Fund invites proposals from reputable and experienced firms for the design and installation of shelves in the archive room and the converted storage container to aid safe and secure storage of documents.

The objectives and scope of work are as follows:

2.1       To prepare detailed designs of the layout and arrangement of the shelves in a manner that maximises space for the archive room and the converted storage container, taking into consideration the risks of fire, floods and moisture;

2.2       To prepare a detailed plan on the installation of shelves for storage and easy access, labelling and retrieval of records;

2.3       To prepare a layout of firefighting equipment suitable for an archive room and converted storage container;

2.4       To prepare a detailed finishes schedule indicating the type of material to be used, the dimensions and spacing between the shelves;

2.5       To prepare 3D drawings of the proposed shelving designs;

2.6       To provide a detailed workplan, clearly indicating the delivery timeframe;


2.7       To provide estimates (Bill of Quantities) for the proposed shelves.

The   following shall constitute the expected deliverables, and shall be presented in the format and manner outlined:

3.1       The selected Bidder (herein after referred to as the Contractor) will be expected to submit preliminary designs for Kwacha Pension Trust Fund (herein after referred to as the Client) to review;

3.2       After the Client’s review, the Contractor will be expected to submit Two (2) copies of the final design drawings in hard copy on A2 paper and in soft copy;

3.3       Following the submission of the final designs, the Contractor will be required to prepare a BOQ and submit both blank and priced copies;

3.4       The Contractor shall be required to undertake the installation of the shelves in line with the agreed designs, specifications, Bill of Quantities and timelines; and

3.5       The Contractor shall provide a list of services to be subcontracted and the list of subcontractors (if applicable) they intend to use during the project.

Bidders are expected to provide the following requirements:

4.1       Company profile, complete with a traceable physical address and contact details;

4.2       Certificate of Incorporation/Registration;

4.3       CVs/ profiles of the lead team including copies of professional certifications;

4.4       Copies of identification documents for the Partners/ Shareholders/ Director(s);

4.5       Copies of identification documents for the Management team;

4.6       Valid Registration Certificate from Zambia Institute of Architects;

4.7       Valid Zambia Revenue Authority Tax Clearance Certificate for 2024;

4.8       PACRA stamped form II (with details of directors/shareholders);

4.9       Recent reference letters (within the last three years) from at least three reputable institutions the firm has rendered similar services to;

4.10     A minimum of three (3) years’ experience in the provision of similar projects with provision of details of similar work undertaken indicating at minimum; name of institution, nature of assignment; year in which the works were done, contract sum and a reference contact person;

4.11     Bid validity period of at least 90 days from the date of quotation; and

4.12     Fee Quotation for the design and installation of the shelves. The fee should include Value Added Tax (VAT) at 16%.

Clearly labelled and sealed Technical and Financial Proposals must be deposited in the tender box situated at the Kwacha Pension Trust Fund Plot No. 5534 Libala Road Kalundu on or before Wednesday, 10th July 2024 at 16:00 hours local time and shall be addressed to the Director at the following address:

The Director

Kwacha Pension Trust Fund

Plot No. 5534, Corner of Kakola/Libala Roads, Kalundu


 Electronic, late and unlabeled submissions will be rejected.

The project shall be expected to be completed within 30 days after engagement. The successful bidder shall submit milestone reports at the end of every week to the Fund Director in hard and soft copies using the address indicated under (4) above:

Questions or comments regarding this Expression of Interest should be forwarded before Friday, 28th June 2024 through email to [email protected].

Interested firms are permitted to visit the site location before submitting proposals. These visits can be done between 08:30 hours and 13:00 hours and 14:00 hours to 16:30 hours on working days. Appointments shall be arranged through the Pensions department by calling +260 (211) 291 985 or +260 (764) 241 692.

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