Procurement Manager

REQUEST FOR EXPRESSIONS OF INTEREST (REOI) FOR SUPPLY OF GOODS AND NON-CONSULTING SERVICES TO THE CLIMATE JUST COMMUNITIES PROJECT ZAMBIA.

NAME OF PROJECT: Climate Just Communities Project Zambia.

Procurement title: NIRAS Zambia Limited.

Publication Reference No. PUB/NCSERV/2024-011.

1. ABOUT CLIMATE JUST COMMUNITIES PROJECT ZAMBIA.

NIRAS has received financing from the Scottish Government for the Climate Just Communities Project Zambia and intends to apply some of the financing for the procurement of various goods and non-consulting services.

2. CONTEXT

We invite expressions of interest by companies/businesses/organisations and individuals for the provision of goods and services in the following categories:

No.
Category.
Good and Services.

1.) Logistics & Travel.

• Provision of Freight, Clearing and Forwarding Services.
• Provision of Courier and Mail Delivery Services.
• Relocation Services/ Household removals.
• Local taxis.
• Upcountry vehicle hires.
• Motorbike hires.
• Conference facilities venue hire.
• Provision of Immigration Clearance services, such as Immigration permits.
• Provision of International and regional flights tickets and other travel services. Provision of airline services and related costs such as permits.
• Other general goods and services related to this sector.

2.) Supply of IT and Office Equipment including Software, Maintenance of IT Equipment and Software.

• Supply of Computers, laptops, printers, scanners, photocopiers, Projectors, cameras & IT related accessories and equipment.
• Office stationery, toners & cartridges.
• Supply and installation of communication equipment.
• Security Equipment & Spares (CCTV & Access Control)
• Provision of Internet and Web Hosting Services.
• Computer Hardware & Maintenance.
• Supply & Maintenance of Servers.
• Mobile data, Airtime and SIMs.
• Office fittings and furnishings, Utilities, Internet services, Generators, Phone chargers.
• Office Equipment Repairs and Maintenance.
• Other general goods and services related to this sector.

3.) Marketing and Branding.

• Video/photography/ documentary Production Services.
• Printing services i.e., bulk printing, bulk photocopying, bulk binding, bulk scanning.
• Language Editing, Graphics Design and Lay-outing Services for Publications.
• Graphic Design & Branding of promotional materials; banners, brochures.
• Roadshow Management & Activation.
• Social Media Management Service.
• PR Services
• Other general goods and services related to this sector.

4.) General Supplies.

• Toiletries, Groceries.
• Supply of Bottled Water.
• General Refreshments.
• Bicycles and accessories.
• Fire extinguishers.
• Small tools and equipment for local artisans (crafts, fisheries etc.).
• Other general goods and services related to this sector.

5.) Works.

• Borehole Drilling, equipping (turn key borehole water system) and rehabilitation.
• Construction and rehabilitation of Water wells, weirs and other water points.
• Construction materials.
• Provision of turn-key irrigation systems.
• Irrigation reticulation and other accessories.
• Supply of general construction tools and construction consumables (cement, ring pipes, etc.).
• Rehabilitation/construction of feeder/link roads.
• Simple mechanized/manual water pumps.
• Gensets.
• Canvas tubing.
• Other general goods and services related to this sector.

6.) Livestock/fisheries

• Goats.
• Small stock housing units/construction materials.
• Chicken units (battery cages, housing, husbandry equipment such as feeders, drinkers, beddings etc.
• Day Old (DO)/Point of Lay (PoL) Chickens (improved breeds for layers, meat).
• Spray races.
• Handheld spraying equipment.
• Assorted disease remedies/ food supplements (acaricides, dewormers, vitamins, etc.).
• Other general goods and services related to this sector.

3. REQUIREMENTS.

The Applicant shall prepare the EOI and include all requirements mentioned below:

3.1.  Full Registered name of the Organization and Company Profile which should not exceed five (5) pages, including printed brochures.

3.2.  Copy of Valid VAT and Tax clearance certificate.

3.3.  Copy of Zambia Public Procurement Authority registration.

3.4.  Latest Business Registration Certificate, including Articles of Incorporation, or equivalent document if applicant is not a corporation.

3.5.  Copy of latest annual filing at PACRA.

3.6.  Postal, Physical and email addresses.

3.7.  Telephone and email.

3.8.  Three letters of reference from reputable clients.

3.9.  Names of Directors and as registered at PACRA.

3.10. Proof of Franchise – (Where applicable) e.g., for software suppliers.

3.11. Proven track record with at least 1 year of experience.

3.12. For Borehole Drilling and Rehabilitation of water points: Qualifications as required by PACRA, National Council for Construction (NCC), Water Resources Management Authority (WARMA), Zambia Environmental Management Authority (ZEMA) and any other relevant registrations.

3.13. For Livestock: All relevant certifications for supply and movement of Livestock.

4. SUBMISSION GUIDELINES.

Interested applicants should take note of the following submission guidelines:

4.1.  Any request for clarifications shall be submitted in writing by e-mail to NIRAS Zambia Limited (on behalf of Climate Just Communities Project Zambia) to the following email addresses:

[email protected]; [email protected];

4.2.  NIRAS (on behalf of Climate Just Communities Project Zambia) will provide responses to all clarification requests by 25th March 2024, Central African Time.

4.3.  Expression of Interests (EOI) submissions should be made ELECTRONICALLY ONLY and marked “Expression of Interest-Supply of Goods and Services” in the subject of the email. NIRAS (on behalf of Climate Just Communities Project Zambia) may reject any EOI which is not compliant the requirements stated in this request for EOI.

4.4.  NIRAS (on behalf of Climate Just Communities Project Zambia) will use a set of unified criteria to evaluate the qualifications of Applicants.

4.5.  Eligible Applicants will be assessed in one-stage process for compliance with the requirements set out in this request for expression of interest. Each Applicant will be assessed on a “Pass/Fail” basis as to whether each criterion is satisfactorily met.

4.6.  All Applicants that meet the eligibility and qualification criteria shall form the list of pre-qualified firms/individuals.

4.7.  NIRAS (on behalf of Climate Just Communities Project Zambia) may arrange site visits and personal interviews to examine the experience and capabilities of applicants.

4.8.  NIRAS (on behalf of Climate Just Communities Project Zambia) reserves the right to accept or reject any application, and to annul the prequalification process and reject all applications at any time, without thereby incurring any liability to Applicants.

4.9.  The costs of preparing business profiles are entirely on the account of the organisation/individuals preparing the profiles. NIRAS (on behalf of Climate Just Communities Project Zambia) will not pay for any such costs

4.10. Once NIRAS (on behalf of Climate Just Communities Project Zambia) has completed the evaluation of the applications it shall notify by email to all applicants about the outcome of evaluation.

4.11. Potential suppliers and service providers should submit their business profiles electronically to:

[email protected]; [email protected];

4.12. Deadline for submission 28th March 2024.

4.13. Any EOI received after the deadline of submission of EOI will not be considered eligible for this prequalification exercise.

4.14. All correspondence and documents relating to the EOI exchanged by the Applicant and NIRAS (on behalf of Climate Just Communities Project Zambia) shall be written in the English language only.

4.15. NIRAS (on behalf of Climate Just Communities Project Zambia) reserves the right to amend, extend or cancel this request for expression of interest at any stage.

4.16. The EOI does not entail any commitment on the part of NIRAS (on behalf of Climate Just Communities Project Zambia), either financial or otherwise. NIRAS (on behalf of Climate Just Communities Project Zambia) reserves the right to accept or reject any or all EOIs without incurring any obligations to inform the affected applicants of the grounds.

4.17. The attention of interested Applicants is drawn to NIRAS’s Anti-Money Laundering and Countering the Financing of Terrorism Policy and the NIRAS Policy on Preventing Fraud and Corruption in its Activities and Operations. The latter sets forth NIRAS’s provisions on prohibited practices. NIRAS further strives to ensure a safe working environment free of harassment, including sexual harassment, and free of sexual exploitation and abuse (SEA) in its activities and operations as detailed in its NIRAS Policy to Preventing and Responding to Sexual Harassment, Sexual Exploitation and Abuse.

The Applicant shall not have any actual, potential or reasonably perceived conflict of interest. An Applicant with an actual, potential or reasonably perceived conflict of interest shall be disqualified unless otherwise explicitly approved by the NIRAS. An Applicant including their respective personnel and affiliates are considered to have a conflict of interest if they a) have a relationship that provides them with undue or undisclosed information about or influence over the selection process and the execution of the contract, b) participate in more than one EOI under this procurement action, c) have a business or family relationship with a member of the Purchaser’s board of directors or its personnel, or any other individual that was, has been or might reasonably be directly or indirectly involved in any part of (i) the preparation of this REOI, (ii) the shortlisting or selection process for this procurement, or (iii) execution of the contract. The Applicant has an ongoing obligation to disclose any situation of actual, potential or reasonably perceived conflict of interest during preparation of the EOI, the selection process or the contract execution. Failure to properly disclose any of said situations may lead to appropriate actions, including the disqualification of the Applicant, the termination of the contract and any other as appropriate under the NIRAS Policy on Preventing Fraud and Corruption in its Projects and Operations.