PRE-QUALIFICATION OF SUPPLIERS FOR GOODS AND SERVICES FOR THE YEAR 2024

PRE-QUALIFCATION REFERENCE: WE/2024

PRE-QUALIFICATION NAME: REGISTRATION OF SUPPLIERS FOR

SUPPLY/PROVISION OF GOODS AND SERVICES 2024

We Effect is a development organization founded in 1958 by the corporative movement in Sweden. We work in more than 20 countries in Asia, Eastern Europe, Latin America, Africa and collaborate mainly with member-based organizations consisting of women and men who live in poverty.

We Effect intends to update its register for suppliers for various goods and services for the year 2024. Interested companies are invited to apply for pre-qualification, indicating the category of goods, services they wish to be considered.

We Effect wishes to invite applications from interested and eligible firms to submit their expression of interest for pre-qualification to supply goods and services by 26th January 2024.

Complete tender documents should be submitted by email to procurement.rosa@weeffect.org with the pre-qualification category reference number as subject of email. The subject should be in the format below: WE/2024 Prequalification: WE/(add number)/2024

Eg WE/2024 Prequalification: WE/01/2024

SECTION 1
1.0: CATEGORIES OF GOODS AND SERVICES

The table below shows the categories of goods and services with their reference codes.

Supply of Goods

WE/001/2024 -Supply of ICT equipment, computers, printers, and related IT accessories (Authorized dealers or partners where applicable)

WE/002/2024 -Supply of stationery and general office supplies including consumables, toners and cartridges

WE/003/2024 -Supply of office furniture, fixtures and fittings (including repair and maintenance)

WE/004/2024 -Supply of motor vehicle tyres, batteries, wipers, and related accessories including fitting, alignment, and wheel balancing services,

WE/005/2024 -Supply of promotional corporate materials, Tshirts, shirts, caps, umbrellas, mugs, banners and fliers & other printing services

WE/006/2024 -Provision of transport services such as taxi, car hire etc.

WE/007/2024 -Provision of air ticketing and travel agencies services – flight reservation and booking

WE/008/2024 -Provision of auction services

WE/009/2024 -Provision of motor vehicle repairs and maintenance, including parts replacement etc.

WE/010/2024 -Provision of catering services, Accommodation and conferencing

WE/011/2024 -Provision of repair and maintenance of offices equipment such as computers, servers, routers, and printers

WE/012/2024 -Provision of photography and videography Services

WE/013/2024 -Provision of office security services and guarding

WE/014/2024 -General office maintenance services such as electrical and plumbing repairs and maintenance

WE/015/2024 -Real estate agency

WE/016/2024 -Provision of internet services, Application software and BI

WE/017/2024 -Cleaning, sanitation and fumigation

WE/018/2024 -Audit services, financial monitory and compliance

WE/019/2024 -Supply of water (dispensable water)

WE/020/2024 -Servicing of fire extinguisher and fire related services

WE/021/2024 -Insurance and broker

WE/022/2024 -Borehole repairs, supply of genset and alternative energy solutions (solar, battery etc), supply of booster pumps

WE/023/2024 -Courier services

WE/024/2024 -Translation services
SECTION 2
2.0 PREQUALIFICATION INSTRUCTIONS
2.1        INTRODUCTION
We Effect intends to pre-qualify firms for the supply and delivery of goods and services. Prequalification is open to eligible firms/ Individuals as indicated in the instructions.

2.2         PRE-QUALIFICATION OBJECTIVE
The main objective of this part is to qualify firms to supply goods and services under the relevant tenders/quotations and Proposals as and when required for the year 2024.

2.3         LANGUAGE

All the information requested for pre-qualification shall be provided in the English language.

2.4          EXPERIENCE
Prospective firms must have carried out successful supply and delivery of similar goods/services to institutions of similar size and complexity for the last three years. Potential firms must demonstrate the willingness and commitment to meet the tender criteria.

2.5         TERMS AND CONDITION

Eligible and interested firms shall be required to read and be willing to abide to the terms and condition of the prequalification exercise.

2.6         ELIGIBLE FIRMS
All We Effect’s employees and their relatives are not eligible to participate in the prequalification process. Possible conflict of interest must be declared at application.

2.7          ADDITIONAL CHECK BY WE EFFECT
We Effect at its own discretion shall confirm further eligibility of prospective suppliers by carrying out restricted parties screening.

2.8           RESPONSIVENESS
In order to be considered for pre-qualification, prospective suppliers must submit all the information required.

2.9              SUBMISSION AND DEADLINE OF PRE-QUALIFICATION DOCUMENTS
A completed set of pre-qualification documents may be submitted by interested firms or individuals via the following email address: procurement.rosa@weeffect.org.

Deadline for submission is 26th January, 2024.

Any question regarding the pre-qualification should be sent to procurement.rosa@weeffect.org at least one week before submission deadline.

2.10        PRE-QUALIFICATION FEE
Interested firms will not be required to pay any fee for participating in the pre-qualification exercise.

2.11      ADDITIONAL INFORMATION
We Effect reserves the right to request the submission of additional information from prospective firms.

2.12      INVITATION TO TENDER/QUOTATION
Bidding documents (Tender/Quotation) will be made available only to those bidders whose pre-qualification documents are accepted by We Effect after the completion of the prequalification process.

2.13        INQUIRIES DURING EVALUATION OF PRE-QUALIFICATION PROCESS
Direct phone calls shall not be allowed during the evaluation of prequalification process.

2.14     NOTIFICATION OF SUCCESSFUL AND UNSUCCESSFUL FIRMS
Only successful pre-qualified firms will be notified by email due to volume of response.

SECTION 3
3.0 PRE-QUALIFICATION GUIDELINES/REGULATIONS AND CRITERIA

3.1           PRE-QUALIFICATION DATA
All documents must be in one PDF file. Company profile, bank details, compliance documents and reference letters.

3.2           INCOMPLETE APPLICATION
The applications which are not properly submitted in the prescribed manner, and submitted after deadline will not be considered.

3.3           THE PRE-QUALIFICATION DATA
It is understood and agreed that the pre-qualification data of the prospective firms is to be used by We Effect in determining, according to its sole judgment and discretion the qualifications of prospective firm to perform in respect categories as described by the client.

3.4           QUALIFICATION REQUIREMENTS
a.  Prospective firms will not be considered qualified unless in the judgment of We Effect they possess the capability, experience, qualified personnel, available and sustainable equipment sufficient to satisfactorily execute the contract for goods/services.

b.  The firm must have a business address and must be registered in Zambia, with certificate of Registration, Incorporation/Memorandum and Article of Association whichever applicable and copies of the same should be attached.

c.  The firm must show proof that it is registered with the appropriate regulatory tax body.

d.  The firm must submit their company profile.

We Effect may verify the submitted information as part of the evaluation.

3.5.1 ESSENTIAL CRITERIA FOR PRE-QUALIFICATION

3.5.1   EXPERIENCE
(a)     The prospective bidder shall have at least two years’ experience in the supply of goods, services, and allied items. Potential supplier/firm should show competence, willingness, and capacity to service the contract.

(b)     Prospective suppliers should have special experience and capability to organize, supply and deliver items or services at short notice.

3.5.2 PERSONNEL

The names and pertinent information and the title of the key personnel for individual or group to execute the contract.

3.5.3 PAST PERFORMANCE
Past performance will be given due consideration during the pre-qualification evaluation. Letters of reference from past customers.

3.5.4 WITHDRAWAL OF PRE-QUALIFICATION
We Effect reserve the right to reject the tender from a pre-qualified firm even though the firm was initially pre-qualified, should a condition arise between the time the firm has tendered and the bid opening date which in the opinion of the We Effect could substantially change the performance and qualification of the bidder or his ability to perform such as but not limited to bankruptcy, change in ownership or new commitment.