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Monthly Archives: September 2023

Bid Advert – USAID TB LON Grant – Production of Data Collection Tools

BackgroundThe Institute of Human Virology, Nigeria (IHVN) was established in 2004 as a local organization to address the HIV/AIDS crisis in Nigeria through the development of infrastructure for treatment, care, prevention, and support for people living with and are affected by HIV/AIDS but has now expanded its services to other infectious diseases of TB and malaria, including cancer.  IHVN is structured to develop and maintain linkages with local and international organizations in collaborative ways that support the Government of Nigeria’s health sector strategic plans. IHVN’s key technical and funding partners are the Centers for Disease Control and Prevention (CDC) and the Global Fund to Fight AIDS, Tuberculosis and Malaria.
BID Title:Production of Data Collection Tools under USAID TB LON grant.
Scope of BidBidders are invited to submit a Bid for the goods and/or services specified above: Schedule of Requirements, in accordance with this bid.
Interpretation of the BidThis RFB is an invitation to treat and shall not be construed as an offer capable of being accepted or as creating any contractual, other legal or restitutionary rights. This RFB is conducted in accordance with the applicable provisions of IHVN Procurement Manual (latest version of which can be accessed at: www.ihvnigeria.org and other relevant Organizational Directives and Administrative Instructions that are referred to in the Procurement Manual.
LanguageThe Bid, as well as all correspondence and documents relating to the Bid shall be written in the English language, unless specified otherwise in the bid advert. Supporting documents and printed literature furnished by the Bidder may be in another language provided they are accompanied by an accurate translation of the relevant passages into the English language, in which case, for purposes of interpretation of the Bid, such translation shall govern. The Bidder shall bear all costs of translation to the governing language and all risks of the accuracy of such translation.
Bid EligibilityBidders may be a private, public, or government-owned legal entity or any association with legal capacity to enter into a binding Contract with IHVN.   A Bidder, and all parties constituting the bidder, may have the nationality of any country with the exception of the nationalities, if any, listed in United State Government Debarment List. A Bidder shall be deemed to have the nationality of a country if the Bidder is a citizen or is constituted, incorporated, or registered and operates in conformity with the provisions of the laws of that country. A Bidder shall not have a conflict of interest. A bidder shall be considered to have a conflict of interest if: A Bidder has a close business or family relationship with a IHVN personnel who: (i) are directly or indirectly involved in the preparation of the bidding documents or specifications of the contract, and/or the bid evaluation process of such contract; or (ii) would be involved in the implementation or supervision of such contract.A Bidder is associated, or has been associated in the past, directly or indirectly, with a firm or any of its affiliates which have been engaged by IHVN to provide consulting services for the preparation of the design, specifications, and other documents to be used for the procurement of the goods, services or works required in the present procurement process.A Bidder has an interest in other bidders, including when they have common ownership and/or management. Bidders shall not submit more than one bid, except for alternative offers, if permitted. This will result in the disqualification of all bids in which the Bidder is involved. This includes situations where a firm is the Bidder in one bid and a sub-contractor on another; however, this does not limit the inclusion of a firm as a sub-contractor in more than one bid. Bidders must disclose any actual or potential conflict of interest in the Bid Submission, and they shall be deemed ineligible for this procurement process unless such conflict of interest is resolved in a manner acceptable to IHVN. Failure to disclose any actual or potential conflict of interest may lead to the Bidder being sanctioned. A Bidder shall not be eligible to submit a quotation if and when at the time of quotation submission, the Bidder: Is included in any other Ineligibility List from a IHVN partner and if so listed in United State Government Debarment List.Is currently suspended from doing business with IHVN and removed from its vendor database(s), for reasons other than engaging in proscribed practices as defined in the IHVN Procurement Policy.  
Fraud & Corruption, Gifts and HospitalityIHVN strictly enforces a policy of zero tolerance on proscribed practices, including fraud, corruption, collusion, unethical or unprofessional practices, and obstruction of IHVN vendors and requires all bidders/vendors to observe the highest standard of ethics during the procurement process and contract implementation. IHVN’s Anti-Fraud email: [email protected] can be reached at all times to report any foul play at any level. Bidders/vendors shall not offer gifts or hospitality of any kind to IHVN staff members including recreational trips to sporting or cultural events, theme parks or offers of holidays, transportation, or invitations to extravagant lunches or dinners. In pursuance of this policy, IHVN: Shall reject a bid if it determines that the selected bidder has engaged in any corrupt or fraudulent practices in competing for the contract in question.Shall declare a vendor ineligible, either indefinitely or for a stated period, to be awarded a contract if at any time it determines that the vendor has engaged in any corrupt or fraudulent practices in competing for, or in executing an IHVN contract.
  Clarification of the BidBidders may request clarification in relation to the RFB by submitting a written request to the contact stated in the Bid advert, until the time stated as deadline on the RFB. Explanations or interpretations provided by personnel other than the named contact person will not be considered binding or official.
Bid CurrencyThe bid shall be made in Naira. If applicable, for comparison and evaluation purposes, IHVN will convert the quotations into USD at the official IHVN rate of exchange in force at the time of the deadline for Bid Submission. IHVN reserves the right not to reject any bid submitted in a currency other than the mandatory bidding currency. IHVN may accept bid submitted in another currency than stated above if the Bidder confirms during clarification of quotations in writing that it will accept a Contract issued in the mandatory bid currency and that for conversion the official IHVN operational rate of exchange of the day of RFB deadline as stated in Section I: RFB Particulars shall apply. Regardless of the currency of quotations received, the Contract will always be issued, and subsequent payments will be made in the mandatory bidding currency above. Rates in bids shall be fixed. Bids with adjustable rates shall be disqualified.
TaxesContract sum shall be subjected to deduction of 5% withholding tax
Payment TermsIHVN will ordinarily effect payment within 2 to 3 weeks after receipt of the goods/services and on submission of payment documentation.
AuditIHVN may conduct an audit of the contract awarded to determine its completeness, efficacy as well as the performance of the supplier which will be used as a basis for the engagement of the vendors for future procurements.
RequirementsAbility to meet delivery targets within IHVN’s specified time period.
Bid ProtestAny Bidder that believes to have been unjustly treated in connection with this RFB process or any Contract that may be awarded as a result of such RFB process may submit a complaint to IHVN Management through postal service using the address provided on IHVN website www.ihvnigeria.org
Responsiveness of BidIHVN’s determination of a Bid’s responsiveness will be based on the contents of the Bid itself. A substantially responsive Bid is one that conforms to all the terms, conditions, and specifications of the bid advert without material deviation, reservation, or omission. If a Bid is not substantially responsive, it shall be rejected by IHVN and may not subsequently be made responsive by the Bidder by correction of the material deviation, reservation, or omission.
Evaluation of BidThe evaluation team shall review and evaluate the Bids on the basis of their responsiveness to the Schedule of Requirements and Technical Specifications and other documentation provided, applying the procedure indicated in the bid advert. Absolutely no changes may be made by IHVN in the criteria after all Bids have been received. IHVN reserves the right to undertake a post-qualification exercise, aimed at determining, to its satisfaction, the validity of the information provided by the Bidder. Such post-qualification shall be fully documented and, among those that may be listed in the bid advert, may include, but need not be limited to, all or any combination of the following : (a)Verification of accuracy, correctness and authenticity of the information provided by the bidder on the legal, technical and financial documents submitted; (b)Validation of extent of compliance to the IHVN requirements and evaluation criteria based on what has so far been found by the evaluation team; (c)Inquiry and reference checking with Government entities with jurisdiction on the bidder, or any other entity that may have done business with the bidder; (d)Inquiry and reference checking with other previous clients on the quality of performance on on-going or previous contracts completed; (e)Physical inspection of the bidder’s plant, factory, branches or other places where business transpires, with or without notice to the bidder; (f)Testing and sampling of completed goods similar to the requirements of IHVN, where available; and (g)Other means that IHVN may deem appropriate, at any stage within the selection process, prior to awarding the contract.
Qualification CriteriaGeneral Criteria: The Bidder shall possess the necessary professional and technical qualifications and competence, financial resources, production capability with equipment and other physical facilities, including after-sales service where appropriate, managerial capability, specific experience, reputation, and the personnel to perform the contract. To qualify for a multiple number of lots in a package for which Bids are invited in the Invitation for Bids, The Bidder shall demonstrate having resources and experience sufficient to meet the aggregate of the qualifying criteria for the individual lots. Experience Criteria:   a minimum number of years of overall experience in the supply of goods and related services.a minimum production capacity or availability of equipment; and in case of a Bidder offering to supply goods which the Bidder did not manufacture or otherwise produce, the Bidder has been duly authorized by the goods’ Manufacturer or producer to supply the goods. Financial Criteria: Evidence of satisfactory completion of supply of similar goods of value
Award CriteriaPrior to expiration of the period of Bid validity, IHVN shall award the contract to the qualified and eligible Bidder that is found to be responsive to the requirements of the Schedule of Requirements and Technical Specification and has offered the lowest price or the most reasonable price.
Bank Guarantee for Advanced PaymentAll contractors shall produce a banker’s guarantee or insurance bond prior to request for advance payment from the sum of N2.5m and above. Advance payment request below N2.5m will not be honored by the Institute.
Supplier Code of Conduct  IHVN is committed to working in partnership with our suppliers to realize the full value of our relationships and to positively contribute to our stakeholder communities and the environment. Therefore, the following conducts are expected from our suppliers: In keeping with our commitment to exercising appropriate standards of professionalism and ethical conduct in all business activities, IHVN will not tolerate bribery or corruption in any form, or any breach of its Anti-Bribery Policy.Fraud & Corruption, Gift and Hospitality: IHVN strictly enforces a policy of zero tolerance on proscribed practices, including fraud, corruption, collusion, unethical or unprofessional practices, and obstruction of IHVN vendors and requires all bidders/vendors to observe the highest standard of ethics during the procurement process and contract implementation. IHVN’s Anti-Fraud email: [email protected] can be reached at all times to report any foul play at any level.Suppliers are expected to maintain accurate records of their activities and performance that clearly demonstrate compliance with all applicable standards, regulations and IHVN requirements.Suppliers must disclose any personal relationships, economic interest or other ties to their business held by an employee or contractor with IHVN.Suppliers shall provide IHVN with high-quality products and services that meet all applicable quality and demonstrate that they have robust Standard Organization of Nigeria requirements in place. We expect suppliers to immediately report to IHVN of any concerns about product safety.Suppliers shall take appropriate measures to secure and protect all confidential information related to its relationship with IHVN and use it only for the purpose authorized under the contractual agreement. This obligation shall remain in force regardless of the status of the business relationship.Suppliers to IHVN shall carry out operations with care for the environment and at a minimum will comply with all applicable environmental laws and regulations.Suppliers shall also comply with any additional category specific requirements regarding the goods or services provided to IHVN, for example our requirements in respect of specification.
  Instructions to Bidding/Requirements  All bids must be in ink or type written, submission in pencil will not be accepted.

All enquiries regarding the proposed application for the above should be addressed to the Deputy Director Procurement/HOD SCM of IHV-Nigeria.

Bids must be properly sealed.All bidders not registered with IHVN must include their company profile.All bidders must include copies of tax clearance certificates for the past three years.All bids must provide evidence of at least two similar Jobs made in the past for IHVN/other organizations etc.The bidders must specialize in printing services with proof. Bidders not registered with IHVN must provide proof of registration with the Corporate Affairs Commission (CAC).Bidders not registered with IHVN must show proof of DUNS certification.Bidders not registered with IHVN must provide proof of an audited financial statement in the last three years.Bids should be submitted to the head office on or before the date specified below as deadline.Bids will be opened at the expiration of the bid advert. Any quote with percentage/calculation error will be disqualified at the tender meeting.All bidders must indicate their bid validity period as 90 days from the date of this bid’s expiration.As time is of the essence, delivery of service shall be within 6 to 8 weeks from the date of receipt of L.P.O by contractor.  
Note*Bids which must reach us within ten (10) working days from the date of this publication should have the title of the BID written on the “Top Left-Hand Corner” of the envelope.   Please find the Detailed Specifications under annex 1 below.  
Funding AgencyASPIRE Grant
Bid Start Date/ Time19/09/2023        
Bid Deadline Date/ Time02/10/2023         10:00 am
  Contact
The Deputy Director Procurement/HOD SCM SCM Department Supply Chain Management Department
Institute of Human Virology, Nigeria
Cadastral Zone COO Plot 62, after BAZE University, off CITEC Road, Abuja-NIGERIA
Tel: +234 (0) 9 4610342, 4610341, Fax: +234 Ext. 4025 Email: [email protected]

Annex 1

S/NData Collection ToolsTool DescriptionQuantity
1Community/Facility Referral Form in duplicatesDuplicate, Bond Paper, A4, Soft Bond, Soft Cover             870
2Sputum and Examination Request FormBond Paper, A4, Soft Bond, Soft Cover, Printed Front and Back         4,505
3Community/Facility Referral RegistersBond Paper, A3, Hard Bond, Soft Cover             284
4Tuberculosis Patient treatment cardA4, Card Printed Front and Back         3,914
5TB Patient treatment support cardA5, Card Printed Front and Back         3,400
6Community Screening RegisterBond Paper, A3, Hard Bond, Soft Cover             700
7Laboratory RegisterBond Paper, A3, Hard Bond, Hard Cover               50
8Sample Shipment FormDuplicate, Bond Paper, A4, Soft Bond, Soft Cover             750
9CI TPT TX CardA4 ,Card Printed in the Front         7,878
10C.I Log cardA6, Card Printed in the Front             740
11TB Index Case Interview and Contact Investigation FormsDuplicate, Bond Paper, A4, Hard Bond, Soft Cover             710
12Contact Management RegistersBond Paper, A3, Hard Bond, Hard Cover               50
13Facility Screening Register (front and back)Bond Paper, A3, Hard Bond, Hard Cover, Printed Front and Back         2,220
14CQI Form (for SSV) in DuplicatesTriplicate, Bond Paper, Soft Bond, Soft Cover             100
15Runs Performance ChartA1 , Card Printed in the Front             300
16DR TB Treatment RegisterBond Paper, A3, Hard Bond, Hard Cover             980
17Presumptive register for DSTB and DRTBBond Paper, A3, Hard Bond, Hard Cover         1,741

IHVN Trains on Quality Management System

The Institute of Human Virology, Nigeria (IHVN) has organized a training of trainers on Strengthening Laboratory Management Toward Accreditation (SLMTA) 3 curriculum in Nigeria for laboratory personnel from the Ministry of Health.

The training, which took place in Nasarawa State Nigeria, was aimed at improving the implementation and use of the SLMTA curriculum for continuous quality improvement of laboratory systems in the country.

IHVN Head, Quality Improvement/Assurance Unit, Mrs. Oyebimpe Balogun, said “Laboratories are expected to implement a quality management system to ensure that results generated are accurate, reliable and timely for either diagnosis, treatment management and surveillance for public health purposes.  The participants’ capacities are being built to support this across the states.”

She added that “as the participants complete the training, they are added to the pool of National Resource for Laboratory Quality Management System implementation in Nigeria, where their responsibility will include; conducting training audits and mentorship at national, sub-national levels, and in health facilities across the country.”

Deputy Director of Public Health Initiative, Dr. Eke Ofuche, who facilitated sessions during the training, said that the training has virtual and physical components as well as practical sessions to certify the competence of the participants.

“Participants who are certified ought to also train people in their various communities,” he said.

 A participant at the training from Imo State Public Health Laboratory, Chukwuemeka Victor, described the training as useful in developing laboratory processes, quality indicators, and prioritization of tasks in the laboratory. “It really opened my eyes to the application of Quality Management Systems. I have had a lot of residual knowledge on Quality Management Systems, but this gave me guidance regarding its implementation.”

The training was funded by the US Centers for Disease Control and Prevention with Technical Assistance by SLMTA Nigeria Team.”

IHVN Kicks Off Project to Reduce Still-Births in Nigeria

According to UNICEF’s January 2022 data report, Nigeria ranks second among countries with high stillbirth rates globally at 42.9%, as of 2021. To address one of the root causes of this challenge, the Institute of Human Virology Nigeria (IHVN) has begun implementing the Improving Nigeria’s Capacity to Use Data on Registered Stillbirths for Decision-making & Planning (SPEED Project).

The project, which will run from September 2023 to December 2024, is aimed at making data on stillbirths more visible and accessible for evidence-based decision-making.

At a meeting with stakeholders to kick off the project, the SPEED Project Principal Investigator at the IHVN International Research Center of Excellence (IRCE), Mrs. Oghome Emembo, said that the project will collaborate with stakeholders to, “publish a stillbirths Data Analytics and Visualization Tool (DAVT) on the FMOH website, showing stillbirth trends in Nigeria, and other indicators useful for policymaking.”

She added that the project will advocate for policy, system, and process changes to reduce stillbirths in the country. “We will also develop a comprehensive data report, using findings from analysis of FMOH DHIS 2 (District Health Information Software) stillbirth data, and conduct a health economic assessment to examine the feasibility of proposed policy options based on findings,” she said.  

IHVN Assistant Director, Dr. Evaesi Okpokoro said that IRCE can support data analysis for the project’s success. “We have a strong data unit that will support data analysis from this project to encourage evidence-based decision-making.”

Stakeholders from the government, health facilities, women and faith-based organizations, and the media at the meeting, committed to support project objectives.

Head of Department Newborn Branch, Family Health Child Division at the Federal Ministry of Health, Mr. Abdullahi Jatau, who represented the Director of Family Health, said that the project will greatly impact policy change.

The project is being implemented with funding from Bloomberg Philanthropies Data for Health & Vital Strategies Program