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RFP FOR THIRD PARTY LOGISTIC SERVICES

  1. Introduction

The Institute of Human Virology, Nigeria (IHVN) is a leading local non-governmental organization implementing HIV/AIDS, Tuberculosis, Malaria, Research and non-communicable disease projects in Nigeria through the development of infrastructure for treatment, care, prevention, and support for people living with and those affected by these diseases.

  • Background        

The Institute of Human Virology-Nigeria (IHVN) has received grants from Global Fund to implement the Public Private Mix (PPM) grant in Nigeria and intend to apply part of the grant to engage  third party logistics service providers for the purpose of (1) Warehousing and (2)Distribution of Health and Non-Health Commodities for the Institute.

IHVN is an Organization that is dependent on the budgetary and extra-budgetary contributions it receives from it funders for the implementation of its activities. Bidders are, therefore, requested to propose the best and most cost-effective solution to meet IHVN requirements, while ensuring a high level of service.

  • Purpose of RFB

The purpose of this request is to solicit for bids to facilitate the implementation and ensuring that all IHVN commodities are warehoused and distributed on a timely basis and safely to identified destinations.

  • Invitations for Expression of Interests and Bidding

IHVN is soliciting for interests from reputable service providers and organizations with relevant experience in carrying out services listed on our RFP during the project implementation period.

To be eligible to participate in the bidding process, interested organization are required to provide the following information:

  • Signed Cover Letter indicating Lot Number (check Bid BOQ on our website for more information)
  • Company’s profile with organogram detailing the structure of the organization.
  • Evidence of company registration (certificate of incorporation of the company – CAC)
  • All Bidders must include copies of tax clearance certificates for the past three years.
  • Verifiable evidence of completing similar jobs successfully in the last 3 years, hands-on experience in warehousing management or distribution of health commodities. 
  • Bank Reference Letter
  • Letters of commendation from at least two companies confirming your track records in meeting up with agreed KPIs in your contract with them.  Copies of such contract should be attached as part of your experience on similar assignments. 
  • Submission Requirements
  • All bids must be in ink or type written; submission in pencil will not be accepted.
  • Cost Proposal:IHVN desires that bidders provide bid formatted in the templates in Annex 7. Bids must be in Nigerian Naira.
  • Bid must be in Company’s Letter head, duly signed and stamped by an authorized company representative
  • Apart from hard copies, all quotations must also be submitted in Excel Format (Tables) and Word format (proposals) on a separate flash drives. Any quotation without soft copies (for technical and financial proposals) will not be evaluated. The flash drive should be passworded and the password shall be contained in the sealed financial bid envelope.
  • Financial evaluation for warehouse will be based on least cost selection. .
  • Financial evaluation for distribution services will be based on least cost per state
  • Copies of the complete hard copies of technical and financial proposal to be submitted and marked separately in sealed envelopes must be sent via courier or hand delivered, in a sealed envelope or parcel to below address.

Notice:

  • Bids which must reach us within three (3) weeks from the date of this publication should have the title of the BID written on the “Top Left Hand Corner” of the envelope.

All interested bidders can download the BID here;

RFP Document 3PL Services
Annex 7 BOQ Warehousing and Distribution

7. The Institute’s Contacts/Question about the Bid and Bid Deadline:

  • Funding Agency: GF PPM Grant
  • Bid Start Date/Time: 7th May, 2021
  • Bid Deadline Date/Time: 27th May, 2021
  • IHVN contact person: Head of Supply Chain Management Department

Institute of Human Virology, Nigeria
Pent House, Maina Court
Plot 252, Herbert Macaulay Way
Central Business District
P.O. Box 9396, Garki, Abuja-NIGERIA
Tel: +234 (0) 9 4610342, 4610341, Fax: +234 Ext. 4025 Email: bids@ihvnigeria.org

Invitation to bid for the Supply of Laboratory Items

  1. Introduction

The Institute of Human Virology, Nigeria (IHVN) is a leading local non-governmental organization implementing HIV/AIDS, Tuberculosis, Malaria, Research and non-communicable disease projects in Nigeria through the development of infrastructure for treatment, care, prevention, and support for people living with and those affected by these diseases.

  1. Background

The 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 that affected by HIV/AIDS but has now expanded its services to other infectious diseases of TB and malaria, including cancers.  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 key technical and funding partners are the Centers for Disease Control and Prevention (CDC) and the Global Fund to Fight AIDS, Tuberculosis and Malaria.

  1. Scope of Bid

Bidders are invited to submit a Bid for the goods and/or services specified above: Schedule of Requirements, in accordance with this bid.

  1. Invitations to Bidding

IHVN is soliciting for interests from reputable bidders and organizations with relevant experience in carrying out services listed on our ITB during the project implementation period.

To be eligible to participate in the bidding process, interested organization are required to provide the following information:

  • Bids must be properly sealed;
  • Availability of a Company profile;
  • All Bidders must include copies of tax clearance certificates for the past three years i.e. 2017,2018, 2019 & 2020 if readily available;
  • Availability of audited financial statements for the last 3 years
  • All bidders must provide evidence of at least two similar Jobs made in the past for IHVN or any other organizations;
  • All bidders must provide proof of registration with the Corporate Affairs Commission (CAC);
  • All bidders must provide proof of DUNS certification;
  • Bank Reference Letter;
  • All bidders must indicate their bid validity period. The bid validity period will be 90 days, starting from the date of deadline for submission of the bids.
  1. Submission Requirements
  • All bids must be in ink or type written; submission in pencil will not be accepted;
  • Copies of the complete hard copies of technical and financial bids are to be submitted and marked separately in sealed envelopes must be sent via courier or hand delivered, in a sealed envelope or parcel to the following address:INSTITUTE OF HUMAN VIROLOGY, NIGERIA Pent House, Maina Courts, Plot 252,Herbert Macaulay Way, Central Business District, Abuja, Nigeria. Attn: Procurement Unit;
  • Apart from hard copies, all quotations must also be submitted in Excel Format (Tables) and Word format (proposals) on a separate flash drives. Any quotation without soft copies (for technical and financial proposals) will not be evaluated. The flash drive should be passworded and the password shall be contained in the sealed financial bid envelope;
  • All quotations are inclusive of all associated cost for deliveries (loading and offloading, payment of levies etc);
  • Financial evaluation will be based on least cost selection;
  • Bidders must indicate their bids in the bid register before dropping it in our bid box;
  • All bidders must tender to the detail specification as these are sensitive commodities;
  • The corrected price is what will be considered as the bid price;
  • As time is of the essence, delivery of goods shall be within 6 to 8 weeks from the date of receipt of L.P.O by contractor.
  • Bidders must attach a copy of the products catalogue of the bided items or get a sample ready for verification at the time of bid evaluation;
  • Bid must be in Company’s Letter head, duly signed and stamped by an authorized company representative;
  • All enquiries regarding the proposed application for the above should be addressed to the Deputy Director Procurement/HOD SCM of IHV-Nigeria;
  • All Bids are to be submitted in the bid box at our head office on or before 22/04/2021 @10:00 am.

Notice:

  • Bids which must reach us within fifteen (15) 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.
  • We can only achieve our aims of long term success if you provide an outstanding service and quality products. To this end, IHVN shall reserve the right to terminate any contract midway or after delivery of services/goods either for non-performance or non-compliance with specification, delivery time and any other terms of the contract.
  • All interested bidders can download the BID document
  1. The Bid and Bid Deadline:
  • Funding Agency :GF PPM Grant
  • Bid Start Date/Time: 31st March, 2021
  • Bid Deadline Date/Time: 22nd April, 2021
  1. Communications during the BID Period
  • A prospective bidder requiring any clarification on technical, contractual or commercial matters may notify IHVN via email at the following address no later than 8 working days prior to the closing date for the submission of offers:

Email for submissions of all queries:  bids@ihvnigeria.org 

(Use subject: RE-SUPPLY OF LABORATORY ITEMS UNDER GF PPM GRANT).

  • The Procurement Team at IHVN will respond in writing (via email only) to any request for clarification of the BID that it receives by the deadline indicated above. A consolidated document of IHVN’s response to all questions (including an explanation of the query but without identifying the source of enquiry) will be sent to all prospective bidders who have acknowledged the BID.
  • There shall be no individual presentation by or meeting with bidders until after the closing date. From the date of issue of this bid to the final selection, contact with IHVN officials concerning the bidding process shall not be permitted, other than through the submission of queries and/or through a possible presentation or meeting called for by IHVN, in accordance with the terms of this bid.

Invitation to bid for the Supply of Laboratory Items under ACHIEVE grant

Background The 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 that affected by HIV/AIDS but has now expanded its services to other infectious diseases of TB and malaria, including cancers.  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 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: ·        Supply of Laboratory Items under ACHIEVE grant.
Scope of Bid
  • Bidders 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 Bid
  • This 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.
Language
  • The 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 Eligibility Bidders 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 Hospitality Ø  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: speakout@ihvnigeria.org can be reached at all times to report any foul play at any level.

Ø  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:

a.      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.

b.      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 Bid

Bidders 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 Currency The 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.

Taxes Contract sum shall be subjected to deduction of 5% withholding tax
Payment Terms IHVN will ordinarily effect payment within 2 to 3 weeks after receipt of the goods/services and on submission of payment documentation.
Audit IHVN 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.
Requirements Ability to meet delivery targets within IHVN’s specified time period.
Bid Protest Any 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 Bid IHVN’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 Bid The 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 Criteria General 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)      a minimum number of years of overall experience in the supply of goods and related services;

(b)      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.

FFinancial Criteria:

  • Evidence of satisfactory completion of supply of similar goods of value
Award Criteria Prior 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 Payment All contractor shall produce a banker’s guarantee or insurance bond prior to request for advance payment from the sum of N2.5m and above
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: speakout@ihvnigeria.org 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 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.

·        Bidders not registered with IHVN must include company profile.

·        Bidders not registered with IHVN 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 the supply of health commodities 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 or the bid will be disqualified

·        Bids should be submitted to the head office on or before the date below specified as deadline.

·        Bids will be opened at the expiration of the bid advert.

·        Bidders must attach a copy of the products catalogue of the bided items or get a sample ready for verification at the time of bid opening

·        All bidders must tender to the detail specification as these are sensitive commodities

·        Any quote with percentage/calculation error will be disqualified at the tender meeting.

·        All bidders must indicate their bid validity period.

·        As time is of the essence, delivery of goods shall be within 6 to 8 weeks from the date of receipt of L.P.O by contractor.

Note* Ø  Bids which must reach us within fifteen (15) 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.

Ø  Please find the Detailed Specifications/Quantities Required on Annex 1 below.

Funding Agency Ø  ACHIEVE Grant
Bid Start Date/ Time 24/03/2021         8:00 am
Bid Deadline Date/ Time 15/04/2021         10:00 am
 

Contact

The Deputy Director Procurement/HOD SCM

SCM Department

Supply Chain Management Department
Institute of Human Virology, Nigeria
Pent House, Maina Court
Plot 252, Herbert Macaulay Way
Central Business District
P.O. Box 9396, Garki, Abuja-NIGERIA
Tel: +234 (0) 9 4610342, 4610341, Fax: +234 Ext. 4025

Email: bids@ihvnigeria.org

Annex 1

Detailed Specification/Quantity Required:

S/N ITEMS UNIT QTY
1 Vacutainer tube, EDTA (K2) 4ml 1000/CS Cs               28
2 Vacutainer tube, EDTA (K2) 10ml 1000/CS CS               56
3 Vacutainer, needles (21 guage) (100/pk) PK         1,391
4 Gloves, nitrile exam  -(Large) 100pcs/Pk Pk         3,466
5 Gloves, nitrile exam  -(Medium) 100/pk Pk         1,733
6 Gloves, nitrile exam  -(X-Large) 100/pk Pk         1,733
7 Pipet, transfer, plastic disposable 500/pk Pk            446
8 Cryotags/microlabels for 2mls microtubes (Red) 1700/pk PK               23
9 Cryotags/microlabels for 2mls microtubes (White) 1,700/pk PK               23
10 Universal Container (30mls) pcs         2,361
11 Methylated spirit (2L) bottle            428
12 Ziplock Bag (100pcs/pk) pks               63
13 Phosphate Buffer Saline/Tween 20 (Powder) sachet               17
14 A4 Brown envelope (25/pk) PK               25
15 Cotton wool (500g) Roll            857
16 Whatman Filter paper (100/PK) pk               74
17 Vacutainer needles (23G) 100/pk Pks               50
18 Biohazard Autoclave Bags, large red or clear with biohazard symbol (size 25×35) 200/PK Pks               50
19 Vacutainer needle holder (1000/cs) case                 7
20 Absorbent bench pads (50/PK) Pks            153
21 Surgical Face mask (50/pk) pks            169
22  N95 Respirator, NIOSH 3M, (10/pk) pks               76
23 Lab coats 30pcs/pk (Large) pks            104
24 Lab coats 30pcs/pk (medium) pks               52
25 Lab coats (30pcs/pk) (X-Large) pks               52
26 Clorox (3.5l) Bottles                 5
27 Rose Carla 3 Ply Kitchen Paper towel (110 sheets per roll, sheet size 230*240mm, roll length 26.4m, white) Roll                 4
28 Liquid Hand wash (500ml) Bottles               10
29 Hand Sanitizer (500ml) Bottles                 5
30 Kim Wipe  (280g) (12pks/carton) Carton                 3
31 Falcon Tubes (15 mls) Pcs      12,500
32 Falcon Tubes (50 mls) Pcs      12,500
33 Methanol (2.5L) Bottles                 3
34 Labmate Pipette tip (1000ul) 4800 tips/carton Packs               33
35 Pipette tip (1000ul) 100/pks Packs                 1
36 Lab Sharpie fine tip marker (10/pk) PK 91
37 Carton Safety box (5L) PC 750

RFP For Third Party Logistic Services

Introduction

The Institute of Human Virology, Nigeria (IHVN) is a leading local non-governmental organization implementing HIV/AIDS, Tuberculosis, Malaria, Research and non-communicable disease projects in Nigeria through the development of infrastructure for treatment, care, prevention, and support for people living with and those affected by these diseases.

Background        

The Institute of Human Virology-Nigeria (IHVN) has received grants from Global Fund to implement the Public Private Mix (PPM) grant in Nigeria and intend to apply part of the grant to engage  third party logistics service providers for the purpose of (1) Warehousing and (2)Distribution of Health and Non-Health Commodities for the Institute.

IHVN is an Organization that is dependent on the budgetary and extra-budgetary contributions it receives from it funders for the implementation of its activities. Bidders are, therefore, requested to propose the best and most cost-effective solution to meet IHVN requirements, while ensuring a high level of service.

Purpose of RFB

The purpose of this request is to solicit for bids to facilitate the implementation and ensuring that all IHVN commodities are warehoused and distributed on a timely basis and safely to identified destinations.

Invitations for Expression of Interests and Bidding

IHVN is soliciting for interests from reputable service providers and organizations with relevant experience in carrying out services listed on our RFP during the project implementation period.

To be eligible to participate in the bidding process, interested organization are required to provide the following information:

  • Signed Cover Letter indicating Lot Number (check Bid BOQ on our website for more information)
  • Company’s profile with organogram detailing the structure of the organization. Evidence of company registration (certificate of incorporation of the company – CAC)
  • All Bidders must include copies of tax clearance certificates for the past three years.
  • Verifiable evidence of completing similar jobs successfully in the last 3 years, hands-on experience in warehousing management or distribution of health commodities.
  • Bank Reference Letter
  • All Bidders must include copies of DUNS certification or the bid will be disqualified
  • Letters of commendation from at least two companies confirming your track records in meeting up with agreed KPIs in your contract with them.  Copies of such contract should be attached as part of your experience on similar assignments.
  1. Submission Requirements
  • All bids must be in ink or type written; submission in pencil will not be accepted.
  • Cost Proposal: IHVN desires that bidders provide bid formatted in the templates in Annex 7. Bids must be in Nigerian Naira.
  • Bid must be in Company’s Letter head, duly signed and stamped by an authorized company representative
  • Apart from hard copies, all quotations must also be submitted in Excel Format (Tables) and Word format (proposals) on a separate flash drives. Any quotation without soft copies (for technical and financial proposals) will not be evaluated. The flash drive should be passworded and the password shall be contained in the sealed financial bid envelope.
  • Financial evaluation for warehouse will be based on least cost selection.
  • Financial evaluation for distribution services will be based on least cost per state
  • Copies of the complete hard copies of technical and financial proposal to be submitted and marked separately in sealed envelopes must be sent via courier or hand delivered, in a sealed envelope or parcel to below address.

Notice:

  1. Bids which must reach us within three (3) weeks from the date of this publication should have the title of the BID written on the “Top Left Hand Corner” of the envelope.

All interested bidders can download the BID document at www.ihvnigeria.org

The Institute’s Contacts/Question about the Bid and Bid Deadline:

  • Funding Agency                                         :GF PPM Grant
  • Bid Start Date/Time                                 :8th March, 2021
  • Bid Deadline Date/Time                          :26th March, 2021
  • IHVN contact person                               : Head of Supply Chain Management Department

Institute of Human Virology, Nigeria
Pent House, Maina Court
Plot 252, Herbert Macaulay Way
Central Business District
P.O. Box 9396, Garki, Abuja-NIGERIA
Tel: +234 (0) 9 4610342, 4610341, 0806 908 5656 Fax: +234 Ext. 4025 Email: bids@ihvnigeria.org

Find attached RFP Documents

RFP Document_ 3PL Services
Annex 7_ BOQ _ Warehousing and Distribution

Invitation to bid for the • Supply of Laboratory Items under USAID TB LON grant

Background The 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 that affected by HIV/AIDS but has now expanded its services to other infectious diseases of TB and malaria, including cancers.  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 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: Supply of Laboratory Items under USAID TB LON grant.
Scope of Bid
  • Bidders 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 Bid
  • This 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.
Language
  • The 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 Eligibility Bidders 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.

 

 

Clarification of the Bid

Bidders 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 Currency The 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.

Taxes Contract sum shall be subjected to deduction of 5% withholding tax
Payment Terms IHVN will ordinarily effect payment within 2 to 3 weeks after receipt of the goods/services and on submission of payment documentation.
Audit IHVN 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.
Requirements Ability to meet delivery targets within IHVN’s specified time period.
Bid Protest Any 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 Bid IHVN’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 Bid The 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 Criteria General 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)      a minimum number of years of overall experience in the supply of goods and related services;

(b)      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 Criteria Prior 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 Payment All contractor shall produce a banker’s guarantee or insurance bond prior to request for advance payment from the sum of N2.5m and above
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.
  • 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 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.
  • Bidders not registered with IHVN must include company profile.
  • Bidders not registered with IHVN 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 the supply of health commodities 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 or the bid will be disqualified
  • Bids should be submitted to the head office on or before the date below specified as deadline.
  • Bids will be opened at the expiration of the bid advert.
  • Bidders must attach a copy of the products catalogue of the bided items or get a sample ready for verification at the time of bid opening
  • ·        All bidders must tender to the detail specification as these are sensitive commodities
  • ·        Any quote with percentage/calculation error will be disqualified at the tender meeting.
  • ·        All bidders must indicate their bid validity period.
  • ·        As time is of the essence, delivery of goods shall be within 6 to 8 weeks from the date of receipt of L.P.O by contractor.
Note* Ø  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.

Ø  Please find the Detailed Specifications/Quantities Required on Annex 1 below.

Funding Agency Ø  ACHIEVE Grant
Bid Start Date/ Time 19/02/2021         8:00 am
Bid Deadline Date/ Time 04/03/2021         10:00 am
 

Contact

The Deputy Director Procurement/HOD SCM

SCM Department

Supply Chain Management Department
Institute of Human Virology, Nigeria
Pent House, Maina Court
Plot 252, Herbert Macaulay Way
Central Business District
P.O. Box 9396, Garki, Abuja-NIGERIA
Tel: +234 (0) 9 4610342, 4610341, Fax: +234 Ext. 4025

Email: bids@ihvnigeria.org

Annex 1

Detailed Specification/Quantity Required:

S/N o Description UOM QTY Location
1 Biohazard sticker I Piece 40 Lagos state
2 Ziplock bag 500 pieces/pack 46 Lagos state
3 Jumbo wipes 1 piece 871 Lagos state
4 Gloves-Nitrile (Powdered Free) 100 pieces/pack, 10 packs/ case 67 Lagos state
5 3 ply Surgical Face Mask 50 pieces/pack, 10 packs/case 61 Lagos state
6 Hand and Surface Sanitizer – 70% Ethanol Based 500ml 461 Lagos state
7 Gel Hand Sanitizer – 70% Ethanol Based 250ml 900 Lagos state
8 Methylated spirit 2 Litters 461 Lagos state
1 2 3 8