PROCURING ENTITY:      UMBRELLA OF ORGANISATIONS OF PERSON WITH DISABILITIES IN THE FIGHT AGAINST HIV&AIDS AND FOR HEALTH PROMOTION (UPHLS)

TENDER DOCUMENT NO:  002/UPHLS/2023  

TENDER TITLE

TENDER FOR THE SUPPLIES OF ASSISTIVE DEVICES TO PERSONS WITH DISABILITIES WITH DIFFERENT CATEGORY OF DISABILITIES

TENDER REFERENCE:  002/UPHLS/2023

Procurement Procedure: Open Competitive bidding

Publication date: September 29^th, 2023 

SERVICE PROCUREMENT NOTICE

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Umbrella of organisations of persons with disabilities in the fight against HIV&AIDS and for health promotion (UPHLS)

1. Publication reference

N^o 002/UPHLS/2023

The umbrella of Organizations of Persons with disabilities in the fight against HIV/AIDs and for health promotion (UPHLS)

2. Contracting Authority

Umbrella of Organisations of Persons with disabilities in the fight against HIV&AIDS and for health promotion (UPHLS)         

CONTRACT SPECIFICATIONS  

3. Nature of contract:  Supply services

4. Contract description 

The purpose of the contract is to: “TENDER FOR THE SUPPLIES OF ASSISTIVE DEVICES TO PERSONS WITH DISABILITIES WITH DIFFERENT CATEGORY OF DISABILITIES

     The table that shows the needed assistive devices and technical specifications

5. CONDITIONS OF PARTICIPATION

5.1. Eligibility

Participation in tendering is open on equal terms to natural and legal person.

NB: The blacklist companies from Rwanda public procurement authority (RPPA) will be verified in tender process.

The participation of an ineligible natural or legal person will result in the automatic exclusion of that person. In particular, if that ineligible person belongs to a consortium, the whole consortium will be excluded.

5.2. Sub-contracting

Sub-contracting is not allowed 

PROVISIONAL TIMETABLE

6. The date of invitation to tender:

September, 30^th, 2023

7. Deadline for submission of tender:
   October, 30^th, 2023 at 10:00 AM 

AWARD CRITERIA

8. Award criteria

Here the method to be used is the quality and Cost based Selection.

TENDERING

9. Deadline for receipt of tender

The deadline for receipt of tender is October, 30^th, 2023 at 10:00 AM

10. Tender format and details provided

The bid may be constituted of:

1. 1. 1. Submission of  tender document that reflects the following details:
      2. Date ( day, month, year)
      3. No of tender
      4. The name of Client

Content:

• The bidder may clarify whether she/he included the technical specifications and that the supply will be based on the time frame included in the bid
• The bidder may clarify whether he/she is individual or submitted in consortium
• The bidder may clarify whether he/she is not in conflict of interest to execute the tender
• Financial offer
• Tax clearance delivered by RRA
• Trading license (RDB)
• VAT certificate
• Social security funds clearance
• Detailed description of the materials to be supplied
• Three (3) References of similar tenders executed (3 certificates of good completion) 

11. How tenders may be submitted

Well printed bids written in English or French bound and sealed, presented in 4 copies one of which marked original and three copies, should be sent to the UPHLS Administration office against acknowledgement of receipt to the address below on or before   October 30^th , 2023 at 10:00 AM, local time. Bids will be opened in the presence of the bidder’s representatives who choose to attend in person.

12. Alteration or withdrawal of applications

Tenders may alter or withdraw their applications by written notification prior to the deadline for submission of tenders.  No application may be altered after this deadline.

13. Operational language

The offers, all correspondences and documents related to the tender exchanged by the tenderer and the Contracting Authority must be written in English. Supporting documents and printed literature furnished by the tenderer may be in English, French or Kinyarwanda. 

INSTRUCTIONS TO TENDERERS

PUBLICATION REF:  N^o02/UPHLS/2023

In submitting their tenders, tenderers must respect all instructions and specifications contained in this tender document. Failure to submit a tender containing all the required information and documentation within the deadline specified may lead to the rejection of the tender.  These instructions set out the rules for the submission, award and implementation of contracts financed under this call for tenders.

14. Content of tenders

14.1.    Financial offer

The Financial offer must be presented as an amount in Rwandan Francs.

The global price must be broken down in many details as possible on how the offer to assess the rationality of the offer. In addition to this, the financial proposal has to show the price without taxes and the total amount with taxes showing the rate of the taxes used to obtain the whole amount. If this is not clearly respected the financial proposal will be rejected. 

14.2. Additional information before the deadline for submission of tenders

The tender dossier should be clear enough to avoid having to request additional information during the procedure. 

Any tenderer seeking to arrange individual meetings with the Contracting Authority concerning this contract during the tender period may be excluded from the tender procedure. No information meeting will be conducted. 

14.3. Submission of tenders

Tenders must be submitted in such a way that they are received not later than October 30^th, 2023 at 10:00 AM. Any tender received after this deadline will not be considered. 

Tenders must include the requested documents and be submitted exclusively to the Contracting Authority on the address specified below.

Umbrella of Organisation of persons with disabilities fighting against HIV/AIDS and for health promotion (UPHLS)

P.O BOX 1493 KIGALI

Email: infos@uphls.org

Website: uphls.org                     

Tel. 0788344553 (Office)     

15. Evaluation of offers

The quality of offer will be evaluated after checking the accordance with criteria set above or any additional information set before the evaluation by internal tendering committee.

Proposals will be evaluated under the QCBS (Quality, Cost Based Selection).

16. Choice of selected tenderer

The most advantageous tender is established after the cost based evaluation.

17. Confidentiality

The entire evaluation procedure is confidential, subject to the Contracting Authority’s policy on access to documents. The Evaluation Committee's decisions are collective and its deliberations are held in closed session. The members of the Evaluation Committee are bound to secrecy.

The evaluation reports and written records, in particular, are for official use only and may be communicated neither to the tenderers nor to any party other than the Contracting Authority. 

18. Signature of contract(s)

18 .1.   Notification of award

The successful tenderer will be informed in writing that its tender has been accepted. The information concerns will be displayed as well as for those who won’t win the tender. 

19. Cancellation of the tender procedure

In the event of cancellation of the tender procedure, tenderers will be notified in writing of the cancellation by the Contracting Authority and informed of the reasons for cancellation. If the tender procedure is cancelled before the outer envelope of any tender has been opened, the unopened and sealed envelopes will be returned to the tenderers.

Cancellation may occur where:

• The tender procedure has been unsuccessful, i.e., no qualitatively or financially worthwhile tender has been received or there is no response at all;

The economic or technical data of the project have been fundamentally altered;

• Exceptional circumstances or force majeure render normal performance of the contract impossible;
• All technically compliant tenders exceed the financial resources available;
• There have been irregularities in the procedure, in particular where these have prevented fair competition. In no event shall the Contracting Authority be liable for any damages whatsoever including, without limitation, damages for loss of profits, in any way connected with the cancellation of a tender procedure even if the Contracting Authority has been advised of the possibility of damages. The launching of a procurement procedure does not commit the Contracting Authority to implement the programme or project announced.

19.1. Appeals

Tenderers believing that they have been harmed by an error or irregularity during the award process may petition the Contracting Authority directly. 

Done at Kigali, on September 29^th, 2023 

KARANGWA Francois Xavier

Executive Director

UPHLS