government procurement services agency

206 Pages·2013·7.48 MB·English

THE UNITED REPUBLIC OF
TANZANIA

MINISTRY OF FINANCE
GOVERNMENT PROCUREMENT SERVICES AGENCY
(GPSA)

Bidding Document

PROCUREMENT OF COMMON
USE ITEMS AND SERVICES

Bid No. AE/005/HQ/FA/2013/2014/G/02

FOR

Supply, INSTALLATION AND
COMMISSIONING OF OFFICE
EQUIPMENT and consumables
Using
Framework Agreements

National Competitive Bidding

Government Procurement Services Agency
P. o. Box 9150,
Dar es Salaam.
FEBRUARY, 2013
SECTION I: INVITATION FOR BIDS

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THE UNITED REPUBLIC OF
TANZANIA

MINISTRY OF FINANCE
GOVERNMENT PROCUREMENT SERVICES AGENCY
(GPSA)

Bid No. AE/005/HQ/FA/2013/2014/G/02

For

Supply, Installation and Commissioning of Office Equipment and Consumables

Using

Framework Agreements

Invitation for Bids
Date: 11th February, 2013

1. The Government of Tanzania has set aside funds for the operation of the Procuring
Entities during the financial year 2013/2014. It is intended that part of the proceeds of
the fund will be used to cover eligible payments under the Framework Agreements
for the supply, Installation and Commissioning of Office Equipment and
Consumables

2. The Government Procurement Services Agency [GPSA] now invites sealed bids from
eligible Suppliers of supply, Installation and Commissioning of Office Equipment
and consumables

3. Bidder may quote for one or more item(s) and for one or more delivery point(s) in a
region as indicated in the Schedule of Requirements and Schedule of delivery Points
respectively. Evaluation and award of Framework Agreements will be on item,
region and districts basis.

4. Bidder is restricted to quote for more than one region in a single application. If a
bidder wishes to quote for more than one region should purchase separate bidding
documents equal to the number of regions desired. All bids should be submitted to
the region where a bidder is intending to provide services.

5. Bidding will be conducted through the National Competitive Method a procedure
specified in the Public Procurement (Goods, Works, Non Consultant Service and
Disposal of Public Assets by Tender) Regulations, 2005 – Government Notice No. 97
and is open to all Bidders as defined in the Regulations.

6. Interested eligible Bidders may obtain further information from and inspect the
Bidding Documents at the office of the Government Procurement Services Agency
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Headquarters, P. o. Box 9150, Nyerere Road/Bohari Street, Keko Mwanga, Dar es
Salaam, and Government Procurement Services Agency - Regional Offices as
indicated in Appendix I from 8:00 am to 3:30 pm on Mondays to Friday inclusive
except on public holidays.

7. A complete set of Bidding Document(s) in English and additional set may be
collected or downloaded in GPSA website by interested Bidders upon submission of
a written application to the address given under paragraph 6 above and upon
payment of a non-refundable fee of [Tanzania Shillings fifty thousand only (Tshs.
50,000.00)]. Payment should either be by Cash, Banker‟s Draft, or Banker‟s Cheque,
payable to Chief Executive Officer, Government Procurement Services Agency, P.o.
Box 9150, Dar es Salaam.

8. All bids must be accompanied by a bid securing declaration in the format provided in
the bidding documents.

9. All bids in one original plus one copy marked “BID NO.
AE/005/HQ/FA/2013/2014/G/02 FOR PROCUREMENT, INSTALLATION AND
COMMISSIONING OF OFFICE EQUIPMENT AND CONSUMABLES NOT TO
BE OPENED BEFORE THURSDAY, 14TH MARCH 2013 AT 10:00 AM”, properly
filled in, and enclosed in plain envelopes must be delivered to the address below at or
before Thursday, 14th March 2013 At 10:00 Am. Bids will be opened promptly
thereafter in public and in the presence of Bidders‟ representatives who choose to
attend in the opening at the Government Procurement Services Agency Conference
Room, Nyerere Road/Bohari Street, Keko Mwanga, , Dar Es Salaam and GPSA
Regional Offices as Indicated in Appendix I.

10. Late bids, portion of bids, electronic bids, bids not received, bids not opened and not
read out in public at the bid opening ceremony shall not be accepted for evaluation
irrespective of the circumstances.

Chief Executive Officer,
Government Procurement Services Agency [GPSA]
Nyerere Road/Bohari Street, Keko Mwanga,
P.o. Box 9150,
Dar es Salaam.
Tel: [phone]
Fax: [phone]
E-mail: [email protected]
Website: www.gpsa.go.tz

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SECTION II: INSTRUCTIONS TO BIDDERS
THESE ARE STANDARD AND CAN BE DOWNLOADED /VIEWED IN THE
GPSA WEBSITE: www.gpsa.go.tz

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SECTION III: BID DATA SHEET

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Bid Data Sheet

The following specific data for the supplies and services to be procured shall complement,
supplement, or amend the provisions in the Instructions to Bidders (ITB). Whenever there is
a conflict, the provisions herein shall prevail over those in ITB.

BDS ITB Amendments of, and Supplements to, Clauses in the
Clause Clause Instruction to Bidders
Number Number
A. Introduction
1. 1.1
The subject of procurement is: SUPPLY, INSTALLATION AND
COMMISSIONING OF OFFICE EQUIPMENT AND
CONSUMABLES TO MINISTRIES, INDEPENDENT
DEPARTMENTS, AGENCIES, REGIONS, DISTRICTS,
LOCAL GOVERNMENT AUTHORITIES AND
PARASTATAL ORGANIZATIONS AS INDICATED IN
APPENDIX 2

2. 1.2 Period for supplies: Twelve (12) MONTHS

Commencement date for Framework Agreement: 1ST July 2013

Completion date for Framework Agreement: 30TH JUNE 2014

3. 2.1 Financial year for the operations of the Procuring Entities:
2013/2014
4. 3.1 Joint venture, consortium or association is applicable: YES
5. 4.1 Ineligible countries : NOT APPLICABLE.
7. 4.5 Demonstration of authorization by manufacturer: APPLICABLE
ONLY FOR OFFICE EQUIPMENT
B. Bidding Documents
8. 7.2 The number of copies to be returned: TWO [ONE ORIGINAL
AND ONE COPY].
9. 8.1 The address for clarification of bidding documents is
SECRETARY, GOVERNMENT PROCUREMENT SERVICES
AGENCY TENDER BOARD, NYERERE ROAD/BOHARI
STREET, P. O. BOX 9150, DAR ES SALAAM, AND AT THE
ADDRESSES OF REGIONAL OFFICES INDICATED IN THE
ATTACHED LIST IN APPENDIX 1.
10. 8.2 Period to respond to request for clarification: Three (3) days

Period prior to deadline for submission of bids for the Bidders to
request clarifications: FOURTEEN (14) DAYS

C. Preparation of Bids
11. 10.1 The Language of all correspondences and documents related to
the bid is: ENGLISH

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BDS ITB Amendments of, and Supplements to, Clauses in the
Clause Clause Instruction to Bidders
Number Number
12. 11.1 (g) In addition to the documents stated in ITB Clause 11, the
following documents must be included with the Bid:
i. Registration certificate which shows legal status of
the Business:-
a. Company Registration Certificate [Certificate
of Incorporation];
or
b. Business name registration certificate AND
extract from register;
NB: Individual person are exempted from roman (i)
ii. Relevant Trading Business License;
iii. TIN certificate and or VAT certificate;
iv. Notarized Power of attorney in acceptable format;
v. Properly filled Bid securing Declaration in the
format provided;
vi. Declaration of Anti Bribery Policy (Integrity) in the
format provided;
vii. Copy of receipt (Exchequer Receipt Voucher)
evidencing purchase of bidding documents.
viii. Manufacturer Certificate of Authorization for Office
Equipment.
13. 12.3 (c) Other procurement specific information required from Bidders
in ITB Clause 12.3(c) is as follows:
i. Priced schedule filled in acceptable format:
The price quoted for each item shall be inclusive of
taxes, inland transport cost, loading and off
loading charge, incidental cost and any other
related cost with respect to the delivery point;
ii. Compliance with technical specifications;
iii. Filled „bidders particulars data‟ certified by
“Mwenyekiti serikali ya mtaa/kijiji or Afisa
Mtendaji wa mtaa/kijiji” at the Local area of the
delivery point (DISTRICT) in the format provided
under section IV;
iv. Adequate Bid validity period of 90 days;
v. All required forms signed by an authorized
personnel;
14. 13.3 (b) The qualification criteria required from Bidders in ITB Clause
13.3(b) is modified as follows.
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BDS ITB Amendments of, and Supplements to, Clauses in the
Clause Clause Instruction to Bidders
Number Number

a) Financial Capability:
Bidders shall furnish documentary evidence that meets the
following financial requirements;
Bank statement for a period of two months prior to the date
of tender advertisement;

b) Technical capability only for equipment.
 Key personnel and technical staff: The bidder is
required to submit CVs recently signed by the
proposed professional staff. Key information should
include number of years working for the firm/entity,
and degree of responsibility held in various related
assignments during the last six (6) months.
 Service Provider must demonstrate to have
competent engineers that are capable of resolving
most of the reported problems;
 Technical staff should posses the following
minimum qualifications (related to the service
intends to provide) from recognized
Institution/College/University:
i. Workshop technician – holder of at least FTC;
ii. ICT technician - holder of at least trade test
grade III;
iii. Plant mechanics – holder of at least trade test
grade III;
iv. Electrical technician - holder of at least trade
test grade III;
v. Computer technician - holder of at least trade
test grade III;
15. 13.3 (c) The qualification criteria required from Bidders in ITB Clause
13.3(c):

None.
16. 15.4 The rules governing the terms are prescribed in: NOT
APPLICABLE

17. 15.5 (a)(i) The price quoted for each item shall: INCLUDE TAXES,
INLAND TRANSPORT COST; LOADING AND OFF
(iii), (iv) LOADING CHARGE, INCIDENTAL COST AND ANY
(optional) OTHER RELATED COSTS WITH RESPECT TO THE
DELIVERY POINT.
THE PROCURING ENTITY SHALL NOT BEAR ANY
ADDITIONAL COST OR CHARGE OR FEE RATHER THAN
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BDS ITB Amendments of, and Supplements to, Clauses in the
Clause Clause Instruction to Bidders
Number Number
UNIT PRICE QUOTED AND AWARDED TO THE BIDDER;
18. 15.5 (b) NOT APPLICABLE
19. 15.6 The price shall be FIXED WITHIN AGREEMENT PERIOD;

20. 16.1 (a) a) For supplies and related services originating in the United
Republic of Tanzania the currency of the Bid shall be
TANZANIAN SHILLINGS;

21. 16.2 The rates of exchange to be used by the Bidder shall be those
established by the Bank of Tanzania prevailing on: 28 DAYS
PRIOR TO BID SUBMISSION DATE;

22. 17.1 The Bid validity period shall be NINETY (90) DAYS;

23. 18.1 A BID SECURING DECLARATION form shall be filled by the
Bidder.

24. 19.1 Alternative bids to the requirements of the bidding documents
WILL NOT be permitted.

25. 20.1 The number of copies of the bid to be completed and returned
shall be: TWO [ONE ORIGINAL AND ONE COPY].

26. 20.2 Written confirmation of authorization are: POWER OF
ATTORNEY

D. Submission of Bids
27. 21.2 (a) For Bid submission purposes only, the Procuring Entity‟s
address is:
GOVERNMENT PROCUREMENT SERVICES AGENCY
HEADQUARTER OFFICES:
SECRETARY, GOVERNMENT PROCUREMENT SERVICES
AGENCY TENDER BOARD,
P. O. BOX 9150,
STREET ADDRESS: NYERERE ROAD/BOHARI STREET,
KEKO MWANGA AREA,
CITY: DAR ES SALAAM.
AND
GOVERNMENT PROCUREMENT SERVICES AGENCY
REGIONAL OFFICES’ ADDRESSES AS INDICATED IN
APPENDIX 1.

MODE OF SUBMISSION:
ALL BIDS SHOULD BE SUBMITTED TO THE REGION
WHERE A BIDDER INTENDS TO PROVIDE SERVICES.
28. 21.2 (b) Project name: Procurement of Common use Items and Services.
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