TERMS OF REFERENCE
IT LAPTOPS SUPPORT, PRINTERS AND
PROJECTORS MAINTENANCE
PROJECTORS MAINTENANCE
Background
International Alert is a 30-year old
independent peacebuilding organisation. We work with people who are directly
affected by violent conflict to improve their prospects of peace, and we seek
to influence the policies and ways of working of governments, international
organisations like the UN and multinational companies, to reduce conflict risk
and increase the prospects of peace.
independent peacebuilding organisation. We work with people who are directly
affected by violent conflict to improve their prospects of peace, and we seek
to influence the policies and ways of working of governments, international
organisations like the UN and multinational companies, to reduce conflict risk
and increase the prospects of peace.
We work in Africa, several parts of
Asia, the South Caucasus, the Middle East and Latin America and have recently
started work in the UK. Our policy work focuses on several key themes that
influence prospects for peace – the economy, climate change, and gender, the
role of international institutions, the impact of development aid, and the
effect of good and bad governance.
Asia, the South Caucasus, the Middle East and Latin America and have recently
started work in the UK. Our policy work focuses on several key themes that
influence prospects for peace – the economy, climate change, and gender, the
role of international institutions, the impact of development aid, and the
effect of good and bad governance.
We are one of the world’s leading
peacebuilding NGOs with more than 155 staff based in London and 17 field
offices. To learn more about how and where we work, visit www.international-alert.org.
peacebuilding NGOs with more than 155 staff based in London and 17 field
offices. To learn more about how and where we work, visit www.international-alert.org.
Alert’s Africa Programme (AP) currently
works in Burundi, the DRC, Rwanda, Uganda, Guinea, Kenya Liberia, Nigeria and
South Sudan. The AP works on a range of peacebuilding issues, including women
in peacebuilding, reconciliation, improved citizen participation and
governance, and political economy. It supports and collaborates with local
initiatives, and advocates for policy change. The programme consists of a
management team in London as well as country offices. We work in close
collaboration with local organisations.
works in Burundi, the DRC, Rwanda, Uganda, Guinea, Kenya Liberia, Nigeria and
South Sudan. The AP works on a range of peacebuilding issues, including women
in peacebuilding, reconciliation, improved citizen participation and
governance, and political economy. It supports and collaborates with local
initiatives, and advocates for policy change. The programme consists of a
management team in London as well as country offices. We work in close
collaboration with local organisations.
GENERAL GUIDELINES
Completed Tender submissions should be
hand-delivered in sealed envelopes to International Alert at the address on
page 1 of this document. All envelopes should be sealed and clearly marked.
hand-delivered in sealed envelopes to International Alert at the address on
page 1 of this document. All envelopes should be sealed and clearly marked.
All enquiries should be in writing and
must be directed to: Rwanda@international-alert.org for the attention
of the Country Coordinator. Enquires will be allowed from the date of
invitation until three working days before the closing date for submission of
proposals.
must be directed to: Rwanda@international-alert.org for the attention
of the Country Coordinator. Enquires will be allowed from the date of
invitation until three working days before the closing date for submission of
proposals.
Purpose of the Terms of Reference (ToR)
The purpose of this bid is to provide information
that will enable the bidder to develop a scope and comprehensive proposal for
IT hardware and software Maintenance Services for a period of two (2) years.
Since not all services and requirements can be fully defined, the ToR provides
an environmental sketch for Bidders to enable them to formulate their proposal
for Alert.
that will enable the bidder to develop a scope and comprehensive proposal for
IT hardware and software Maintenance Services for a period of two (2) years.
Since not all services and requirements can be fully defined, the ToR provides
an environmental sketch for Bidders to enable them to formulate their proposal
for Alert.
Objectives
The objective of this request for
proposal is to invite suitably qualified and experienced ICT service providers
to submit proposals to Alert to render IT hardware and software Maintenance
Services for a period of two (2) years.
proposal is to invite suitably qualified and experienced ICT service providers
to submit proposals to Alert to render IT hardware and software Maintenance
Services for a period of two (2) years.
Submission of Proposals
The bid should be hand delivered or
couriered to the address specified on Page 1 in two (2) sets each. The
original, one copy of the proposalsand should be clearly marked: “IT SUPPORT
AND MAINTENANCE SERVICE”.
couriered to the address specified on Page 1 in two (2) sets each. The
original, one copy of the proposalsand should be clearly marked: “IT SUPPORT
AND MAINTENANCE SERVICE”.
Bidders are requested to indicate
clearly on the cover page of each document, whether it is the original or copy.
clearly on the cover page of each document, whether it is the original or copy.
Bidders should adhere to the following:
- All
proposals must be costed in Rwandan Francs (Rwf), inclusive of VAT. - If
the bid does not include all the information required or is incomplete,
the bid will be non-compliant and thus be invalidated; - Any
bid received after the closing date and time, will be rejected; - All
costing must remain valid and open for evaluation for a period of at least
ninety (90) days from the time of submission.
Infrastructure
It is expected that Bidders will be
able to provide all necessary facilities, systems, equipment, personnel needed
for effective and efficient delivery of the ToR requirements and Service
Agreement (SA), without any upfront payment by Alert.
able to provide all necessary facilities, systems, equipment, personnel needed
for effective and efficient delivery of the ToR requirements and Service
Agreement (SA), without any upfront payment by Alert.
Cost to be borne by Service Provider
All costs and expenses incurred by the
Bidder, in any way associated with the development, preparation and submission
of bid documents, responses and providing any additional information required
by Alert, will be borne entirely and exclusively by the Bidder.
Bidder, in any way associated with the development, preparation and submission
of bid documents, responses and providing any additional information required
by Alert, will be borne entirely and exclusively by the Bidder.
No Legal Relationship
No binding legal relationship will
exist between any of the Bidders and the Alert until the execution of a signed
contractual SA. The ToR document will not form part of any such contract or
arrangement. The SA will be based upon the Successful Bidder’s Technical and
Financials Bid document.
exist between any of the Bidders and the Alert until the execution of a signed
contractual SA. The ToR document will not form part of any such contract or
arrangement. The SA will be based upon the Successful Bidder’s Technical and
Financials Bid document.
Evaluation of Offers
Each Bidder acknowledges and accepts
that the Alert may, at its absolute discretion apply selection criteria,
specific in this document for the evaluation of proposals for
shortlisting/selection of eligible bidders(s), in a phased approach.
that the Alert may, at its absolute discretion apply selection criteria,
specific in this document for the evaluation of proposals for
shortlisting/selection of eligible bidders(s), in a phased approach.
INSTRUCTION FOR PROPOSALS
Format of your proposal
The proposal should be presented in two
sections – Technical Proposal and Financial Proposal.
sections – Technical Proposal and Financial Proposal.
Experience and Capacity
Company Experience
Bidders are required to provide
documentary proof that they have performed similar services. Letters of
reference from at least three contactable referees must be submitted.
documentary proof that they have performed similar services. Letters of
reference from at least three contactable referees must be submitted.
Failure to submit at least three
letters of reference for similar services will lead to a score of Zero for
references.
letters of reference for similar services will lead to a score of Zero for
references.
Individual Experience
Bidders are required to submit abridged
CV’s of all key listed personnel that demonstrates prior experience and
qualifications.
CV’s of all key listed personnel that demonstrates prior experience and
qualifications.
SCOPE OF SERVICE
Deliverables
Alert wishes to invite proposals for
the appointment of an ICT consultant or service provider in accordance with the
terms and conditions set out herein.
the appointment of an ICT consultant or service provider in accordance with the
terms and conditions set out herein.
Maintenance services. The successful
Bidder shall:
Bidder shall:
- provide
maintenance services to Alert in respect of the computer hardware
and software as an when necessary; - provide
equipment, software and consumables including but not limited to the
supply of computers, notebooks, network equipment, parts, software
licences and related consumables and when necessary recommend the best
supplier - Provide
support services to Alert in respect of computer hardware, software
Printers, and projectors. - Provide
periodic Preventive maintenance, testing and replacement
List of IT Equipment:
|
Sr
|
Description
|
Quantity
|
|
1
|
Laptop
|
10
|
|
2
|
Printer
|
4
|
|
3
|
Projector
|
2
|
|
4
|
Photocopier
|
1
|
|
5
|
Wireless
system |
1
|
EVALUATION CRITERIA
The bid will be evaluated in three (3)
phases:
phases:
Phase 1 – Evaluation on
Compliance (Minimum qualification requirements)
Compliance (Minimum qualification requirements)
This entails screening of all bid
responses received at the close of the bid. During this phase, bid responses
are registered to ascertain the number of bid responses received before the
closing date and time, and to verify if the Bidders have submitted all
mandatory requirements.
responses received at the close of the bid. During this phase, bid responses
are registered to ascertain the number of bid responses received before the
closing date and time, and to verify if the Bidders have submitted all
mandatory requirements.
Phase 2 – Technical
Requirements (Functional Specifications, skills and experience, references and
resources).
Requirements (Functional Specifications, skills and experience, references and
resources).
Phase 3 – Financial Evaluation;
All services pricing should be
inclusive of all taxes and payment shall be made in Rwandan Francs
inclusive of all taxes and payment shall be made in Rwandan Francs
SUBMISSION OF BID DOCUMENTS
Responses to this bid must be submitted
to Alert by no later than:
to Alert by no later than:
Date: 15February 2016
Time: 3H00 PM
Address: International Alert Rwanda
Country Office; KG684 ST, Plot number: 50; Kacyiru Sector
Country Office; KG684 ST, Plot number: 50; Kacyiru Sector
LATE SUBMISSION
A response to this RFB shall be late if
it is received by Alert at any time after the closing date and time indicated
in Paragraph above.
it is received by Alert at any time after the closing date and time indicated
in Paragraph above.
A late submission shall be clearly
marked as late and shall not be admitted for consideration by the Alert.
marked as late and shall not be admitted for consideration by the Alert.
