Request for Proposal for Goods and Services at We Effect | June 2024
Job Description
Background
We Effect is a development organization founded in 1958 by the cooperative movement in Sweden. Our motto is self-help. We Effect works in more than 20 countries in Asia, Eastern Europe, Latin America, Africa and collaborates mainly with member-based organizations consisting of women and men who live in poverty, to improve their living conditions by working together, defend their rights and contribute to a more just world. We Effect works in the thematic fields of sustainable rural development, livelihoods improvement, gender, climate change and adequate housing and habitat. We Effects’ values are Respect, Transparency, and Togetherness.
We Effect has been working in the Tanzania for more than 50 years. We Effect Tanzania Country Office was registered on 18 December 2017 as a Non-Governmental Organization (NGO) with registration number I-NGO/0009421. The office serves to support the operations of the We Effect in Tanzania and is an extension of the We Effect Regional Office Eastern Africa in Nairobi, Kenya.
We Effect invites suitably qualified bidders to submit sealed bids for prequalification for the provision of goods and services for the FY 2024/25 and 2025/26.
This document is a Request for Proposal (RFP) for provision goods and services. The RFP establishes minimum requirements a bidder must meet to be eligible for consideration as well as information to be included in the bid response.
Carefully examine the specifications, conditions, and limitations.
The selection of the successful Company will be made based on We Effect evaluation and determination of the relative ability of each bidder to deliver quality service in a cost-effective manner.
The following specific criteria will be evaluated and must be addressed in the proposal:
- Company History and Organization
- Personnel
- Total Quality Management Program
- Cost Proposal and Invoicing
- Value Added Features
- Insurance
- References
We Effect is not obligated to accept the lowest bid and reserves the right to reject any/all bids or amend the scope of the project. All Bidders must be duly licensed and have the ability to perform work in accordance with all governing local authorities and to the satisfaction of those authorities.
Section II: SUBMISSION OF PROPOSALS
Responses to this RFP are due by close of business, 31st May 2024. Late submittal will be rejected. All proposals should be addressed to:
The Procurement Committee,
We Effect Tanzania Country Office
P.O Box 2695, Dodoma.
The proposals should be emailed to tanzania.roea@weeffect.org
Section III: CONTRACT TERM
The term of this contract shall be for a 2-year period.
Section IV: SUPPLIERS NEEDED
Goods
- Supply of Office Stationery
- Supply of computers and related accessories
Services
- Taxi and Car Hire Services – bolt for town trips
- Hotel Services – Accommodation and conference facilities in Dodoma, and other cities and towns in Tanzania.
- Design and Printing Services
- ICT Services – this includes servicing of ICT equipment and software.
- Internet Service Provider (ISP)
- Legal Services
- Office cleaning services
Section V: INSTRUCTIONS TO BIDDERS
We request you send your bid in the format below addressing all the subjects as requested. Reference any attachments in the text and include printed copies of attachments at the back of this document.
1. Company History and Organization
Provide a brief company history, mission statement and organizational summary. Explain ownership (private or public). This should include the management of the organization and who will be responsible for our account.
Bidder must supply an organization chart showing the structure of the company.
2. Personnel
This section is for suppliers providing us with staff.
Describe how recruitment and selection of staff is done. All personnel and supervision provided under this RFP must be thoroughly trained, experience and qualified to perform the work to which they are assigned. Bidder to share employment process and the proposed qualification of the staff to be attached to We Effect.
Describe in detail the training offered to staff to support the work they are to do. Include the pre-assignment training, the on-job training and Supervisor development program if you have one.
Describe in detail all benefits offered to employees. E.g. health care insurance, life insurance, and any other benefits offered.
3. Total Quality Management Program
Outline administrative controls, plans and process to monitor and assure contract compliance. Include methods of quality control, contract administration, audits, conduct and job performance standards, corrective action planning and follow-up reporting.
4. Cost Proposal and Invoicing
If offering services that have a fixed charge, share the costs including all taxes. Explain how discounts will be applied if available. Example – travel companies can share the service charge per ticket for both domestic and international.
5. Value Added Features
Indicate value added features or information not covered elsewhere in the response which are offered to enhance your firm’s ability to effectively work with We Effect.
6. Insurance
The successful bidder shall carry and maintain, with respect to any work or service to be performed at We Effect facilities, insurance written by a responsible insurance. Include information on insurance taken for the staff.
7. References
Provide at least three (3) corporate references with one of them being an NGO. Include the name, address, contact person and contact number.
Attachments
- Certified copy of Certificate of Incorporation
- Certified copy of valid registration with Govt Professional Bodies where applicable
- VAT and TIN registration
- A copy of Valid tax compliance certificate from Tanzania Revenue Authority (TRA)
- Certified copy of recent CR12 Form from the registrar of companies
- Certified copy of business permit from relevant authorities
- All applicants must provide the physical, postal, and electronic address.
- Membership certificate to professional bodies, if any.
