Framework Agreement for the Procurement of IT equipment for GIZ Rwanda

Reference number: 91171292

1. Context

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a federally owned international cooperation enterprise for sustainable development with worldwide operations. GIZ has worked in Rwanda for over 30 years. The primary objectives agreed to between the Government of Rwanda and the Federal Republic of Germany are poverty reduction and promotion of sustainable development. To achieve these objectives, GIZ Rwanda is active in the sectors of Good Governance, Sustainable Economic Development, Climate and Energy, Digitalisation and Extractive Governance.

The GIZ office in Kigali, Rwanda is responsible for financial, administrative, and human resource management functions covering the GIZ activities in Rwanda and Burundi.

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GIZ intends to hire the services of a reputed and experienced company to supply different categories of IT Equipment (e.g. laptops, monitors, docking stations and accessories) as and when need arises.

 Scope of services

The selected supplier is expected to perform the following scope of works:

2.1 Supply of IT Equipment and Supply Procedure

The contractor is responsible for the supply of IT equipment as per the demand received from GIZ Rwanda. The purchase orders may be combined or for even single unit as and when requirement arises for any category of IT equipment, under our framework agreement and only through valid purchase order issued by GIZ Rwanda’s Contracts and Procurement Team.

GIZ will issue a purchase order indicating the type of IT equipment and the respective quantities. The format of the purchase order will be agreed upon after the tender procedure has been finalized.

Once a purchase order is issued, the company must accept the same on duplicate copy within 3 working days and place the order internally. It is the responsibility of the company to deliver the respective items after accepting the confirmed purchase order within 10 working days.

All items delivered shall be checked and verified for quality and quantity before handing over to the respective project in full working conditions.

2.2 Warranty and Maintenance

After the initial warranty period, the company shall be able to provide annual maintenance contract (AMC). This AMC shall be included not only for the replacement of spare parts etc. but also accidental damage protection (excluding theft). The AMC shall apply as follows:

• • Laptops: at least 2 years.
  • Monitors and docking stations: at least 1 year.
  • Other accessories: at least 1 year.

2.3 Quality Inspection

GIZ has the right to inspect the quality of the unit before receiving. The quality inspection shall be conducted when the items will be delivered.

Any defects shall be remedied by the supplier without delay at his/her/its own expense within 5 working days after delivery schedule.

The quality inspection shall not in any way prejudice GIZ's warranty claims.

2.4 Reporting

The Supplier shall provide GIZ with six monthly management information reports consisting, of sales activity showing detailed analysis of the number of IT equipment ordered differentiated by the type of good (total bookings) and the value in RWF. The reports shall be submitted to GIZ’s Head of Finance and Administration as well as other authorized personnel. Based on GIZ’s feedback, the format or content of the report must be adjusted for subsequent reports.

The report is due within 10 working days after the respective reporting period. The supplier shall submit the statistics without being requested to do so.

The Supplier shall hold meetings with GIZ’s authorized personnel at regular intervals to address any issues which may arise and to discuss opportunities for improved cooperation. These meetings shall take place at a minimum every 4 months.

2.5 Goods Packaging and Shipment

The Seller is responsible for the proper and secure packing with consideration being given to the respective mode of shipment and bears the burden of evidence for this. GIZ will not assume packing costs and other incidental costs (e.g. delivery costs). It shall be responsibility of the successful bidder to deliver the IT equipment to any of the office location throughout Rwanda. However, GIZ’s offices in Kigali will remain the major delivery points as indicated in each order.

The type of packing must be suitable for the goods being transported, taking into account the mode of shipment used; it must be as environmentally-friendly as possible and appropriate for the climatic conditions.

Hazardous goods must be packed and marked in accordance with the laws and regulations applicable to the means of transport in question.

The Supplier is liable for damage attributable to inadequate or defective packing or marking.

2.6 Price and performance adjustment for configuration changes

A successor model offered during the term of the contract must be at least technically equivalent to or better than the predecessor model used. The price of the successor model may not be higher than that of the predecessor model. 

2.7 Contract Period

The service provision shall commence as soon as possible, latest on September 1^st, 2023. The framework agreement will be concluded for an initial one (1) year, with the option to extend the contract for a further one (1) year.

The contract can be terminated by GIZ by giving a three (3) months’ notice at any time without providing any justification. However, any purchase commitment or payment shall be fulfilled by both parties placed/or in pipeline prior to the issuance of termination notice.

In case of gross misconduct/unfair trade practices the GIZ will have the right to cancel the contract with immediate effect.

Modifications or supplements to order sheet are only valid when made in writing. Verbal communications / amendments in this regard are not valid.

2.8 Payment procedure

The supplier may submit invoices on a monthly basis. The invoice shall include all orders that were delivered (not ordered!) during the respective month. In addition to the EBM invoice, the supplier must submit the respective purchase orders and the signed delivery note as supporting documents.

GIZ will not issue any advance payments at any time throughout the contract period.

2. 9 Bid procedure

The assessment is divided into three stages: Eligibility check, technical assessment, and financial evaluation:

3.1 Eligibility criteria

Participating companies must meet the following eligibility criteria:

• The company must have a minimum experience of 3 years in Rwanda supplying different brand/categories of IT equipment to international organizations, embassies and medium to large multi-national corporations. 2 Letters of Reference from the past four years (2019 onwards) from such companies must be provided. The company must have the capacity to maintain and take care of operational activities for longer duration. 

• The company must possess a valid registration certificate (issued by RDB), VAT certificate (issued by RRA) and tax clearance certificate (issued by RRA). 

• The company must have an annual turnover of at least 80,000,000.00 RWF over the last 03 years. 

• The company must have an average number of employees of at least 5 persons over the past three calendar years. 

• The company must have thorough supply chain production of related machine accessories including laptop parts for future repairs/maintenance or new spare parts to replace damaged parts. It is desirable that company shall follow sustainable supply chain functions with emphasis on Global Sustainable Emissions, standards and norms.
• The company must confirm in writing that the bid is valid until at least 10 weeks after the submission period has ended. 

• The company must confirm in writing that the terms and conditions of service provision and delivery (see chapter 2) will be accepted and adhered to in case of contract award.

Please submit the documentary evidence for the above criteria. Non-submission/Partial submission of commercial/technical documents mentioned above by any supplier will lead to a rejection of the entire bid.

3.2 Technical Assessment

A technical proposal or personnel concept where individual staff members are evaluated is not foreseen under this tender. However, bidders are encouraged to include a company profile (incl. team composition) and additional relevant information that displays they fulfil the eligibility requirements (see chapter 3) as well as the technical requirements for each item (see chapter 7, Annex 1).

As part of the technical evaluation process, GIZ will request eligible bidders to provide a sample of products based on the technical specification. This sample must be delivered to GIZ Rwanda’s Country Office in Kiyovu, 17 KN 41 St, Kigali within 3 working days upon instructions by GIZ’s Procurement Department.

The cost of the sample is borne by the bidder. By submitting a bid, the bidder agrees that there is no additional charge for a sample of product to GIZ as a buyer. Upon completion of the tender procedure, GIZ will inform all bidders when and where to pick up the samples. The samples must be in good condition and will be returned similarly after finalization of the tender.

Lastly, the Supplier shall nominate a focal point (incl. CV) who shall be available for overarching queries by GIZ, resolve issues as they arise as well as participate in regular exchanges with GIZ as and when necessary. Furthermore, GIZ shall be informed of the focal points absence and an alternate nominee shall always be accessible.

3.3 Financial Evaluation

The financial bids will be opened only in respect of those firms, which meet the eligibility criteria and the technical requirements as per the requirements in chapter 3 and 7.

The estimated scope of goods needed during the next 24 months is as follows:

GIZ does not guarantee any minimum number of commitments during the contract period in case of any deviation due to internal or external reasons.

However, these figures are the basis for the financial evaluation. Bidders must submit their financial bid in the given format “Annex 2 – Form of Price Sheet and List of Equipment”. Only the information in column D – “Price per Unit” must be entered by the bidder. The remaining values in the table must not be adjusted.

Any deviation from the bid format or the quantities can lead to an exclusion of the entire bid.

The bidder has to strictly adhere/maintain to the quality of brands and specifications that GIZ is maintaining in its offices.

3.4 Overall Evaluation

GIZ will award the framework agreement to the company who fulfils all eligibility and technical requirements with the lowest overall price.

4.  Requirements on the format of the bid

The structure of the bid must correspond to the structure of the ToRs. The bid is drawn up in English (language).

The CVs shall not exceed 4 pages. The CVs must clearly show the position and job the proposed person held in the reference project and for how long. The CVs must be submitted in English (language).

Please calculate your price bid based exactly on the aforementioned costing requirements. In the contract, the supplier has no claim to fully exhaust the specified quantities. The specifications for pricing are defined in the price sheet.

To summarize, the following documents must be submitted:

• Eligibility documents
• Overview of technical requirements
• Financial Proposal

Failure to submit the required documents can lead to an exclusion of the entire bid.

5.  Option

After the tasks put out to tender have been completed, important elements of these tasks can be continued or extended within the framework of a follow-on assignment. Individual points:

1. Type and scope: The Supplier shall be required to perform the same services as stated in chapter 2 for one (1) more year. The extension will not be issued automatically but only on the condition that GIZ issues a letter expressively requesting this. 

The option is exercised in the form of an extension to the contract based on the already offered individual rates.

6. Submission of offer

Please deposit your Expression of Interest in sealed envelop (1 original and 1 copy) until latest July 21^th, 2023, at 4:00PM, at the front desk of GIZ Country Office Rwanda / KN 41 St. / Nr.17, Kiyovu, P.O. Box 59, Kigali 

Please you must write on each Envelop the following:

“91171292 - Procurement of IT equipment” 

GIZ reserves all rights.  

List of abbreviations

AVB                     General Terms and Conditions of Contract (AVB) for supplying services and work 2022

AMC                    Annual Maintenance Contract

GIZ                      Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH

ToRs                Terms of reference