PRE-QUALIFICATION OF SUPPLIERS FOR GOODS AND SERVICES FOR THE PERIOD ENDING 30/06/2015 TENDER No: PLAN UG/01/2013

The following are the goods to apply for Pre-qualification. 1.1: CATEGORY A: SUPPLY OF GOODS

PLAN UG/G/1/2013: School and Office Furniture, Fittings and Equipment PLAN UG/G/2/2013: Computer hardware and Allied Accessories PLAN UG/G/3/2013: Telecommunication Equipment, Spares and Accessories PLAN UG/G/4/2013: General Office Stationeries PLAN UG/G/6/2013: Daily Newspapers PLAN UG/G/7/2013: Tyres and Tubes (supply and tyre management services) PLAN UG/G/8/2013: Supply of Emergency Relief Supplies (School learning materials and teaching materials) PLAN UG/G/9/2013: Supply of Fresh Milk PLAN UG/G/10/2013: Supply of school uniforms for children PLAN UG/G/11/2013: Supply of mineral water for office drinking PLAN UG/G/12/2013: Supply of office cleaning materials and other consumables. PLAN UG/G/13/2013: Supply of relief food and non-food items PLAN UG/G/14/2013: Supply of medical drugs and health equipment. PLAN UG/G/15/2013: Supply of Motor vehicles and Motor cycles PLAN UG/G/16/2013: Supply of Generator, Air Conditioners, Solar equipment and invertors PLAN UG/G/17/2013: Supply of Protective Gears (Safety boots, overalls, helmets, overcoats and leather gloves) PLAN UG/G/18/2013: Supply of Hardware equipment and Building materials (cement, iron sheets, iron bars, paints, painters, metallic boxes, bricks, river sands, Timber, etc) PLAN UG/G/19/2013: Supply of Bicycles and Accessories PLAN UG/G/20/2013: Supply of vocational/Start up tools (plumbing, motor vehicle mechanics, building welding, catering, tailoring salon and carpentries)
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PLAN UG/G/21/2013: Supply of Text books PLAN UG/G/22/2013: Supply of Treated mosquito nets PLAN UG/G/23/2013: Supply of Borehole kits/spares PLAN UG/G/24/2013: Supply of Sport items and equipment. PLAN UG/G/25/2013: Supply of Agriculture inputs PLAN UG/G/26/2013: Supply of Animals (goats, pigs, turkeys) PLAN UG/G/27/2013: Supply of bags, umbrellas and beddings PLAN UG/G/28/2013: Supply of tailoring items

1.2 :

CATEGORY B: PROVISION OF SERVICES

PLAN UG/S/1/2013: Provision of security guarding services PLAN UG/S/2/2013: Repair and Maintenance of Buildings e.g. Plumbing, Painting, Renovations, Electrical, civil construction, Masonry services PLAN UG/S/3/2013: Provision of team building services PLAN UG/S/4/2013: Provision of filming and recording PLAN UG/S/5/2013: Supply and Maintenance of Fire fighting Equipment. PLAN UG/S/6/2013: Air Travel Agency Services/Tours services PLAN UG/S/7/2013: Provision of Taxi and Car Hire Services PLAN UG/S/8/2013: Provision of Courier Services PLAN UG/S/9/2013: Provision of transportation services PLAN UG/S/10/2013: Repairs, Service and Maintenance of Motor Vehicles and motor bikes PLAN UG/S/11/2013: Repair and Maintenance of Office Equipment e.g. Photocopiers, Faxes, PLAN UG/S/12/2013: Design and Printing of Calendars, Diaries, Christmas Cards, Brochures, Magazines, t-shirts, Booklets and Annual, promotional and branded Materials. PLAN UG/S/13/2013: Provision of alarm response, electric fence and related electronic security solutions. PLAN UG/S/14/2013: Repair and Maintenance of Computers, Servers and Computer Accessories PLAN UG/S/15/2013: Maintenance of PABX Machine & related Telecommunication equipments PLAN UG/S/16/2013: Provision and Maintenance of Internet Service Connectivity PLAN UG/S/17/2013 Provision of Hotel, Conference and Accommodation Services PLAN UG/S/18/2013: Provision of Motor Vehicle/motor cycle insurance PLAN UG/S/19/2013: Provision of Legal Services PLAN UG/S/20/2013: Provision of Motor Vehicle tracking Devices
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PLAN UG/S/21/2013 Provision of Branding and interior design services PLAN UG/S/22/2013: Provision of consultancy for various services in different technical and operational areas (Provider to indicate areas of expertise) and as per appendix 1 on page 19. PLAN UG/S/23/2013: Provision of carpentry services PLAN UG/S/24/2013: Provision of translation services PLAN UG/S/25/2013: Provision of catering services PLAN UG/S/26/2013: Provision of construction work services PLAN UG/S/27/2013: Provision of medical Insurance services PLAN UG/S/28/2013: Provision of repair/services and maintenance of generators, air conditioners and solar equipment and invertors PLAN UG/S/29/2013: Provision of Auctioneering services PLAN UG/S/30/2013: Provision of land quality surveying and Architectural services PLAN UG/S/31/2013: Provision of valuation and Assets assessment services PLAN UG/S/32/2013: Provision of Cleaning and fumigation services PLAN UG/S/33/2013: Provision of Clearing and forwarding services PLAN UG/S/34/2013: Provision of Audit services PLAN UG/S/35/2013: Provision of advertising & media coverage services PLAN UG/S/36/2013: Provision of secretarial, binding and photocopying services PLAN UG/S/37/2013: Provision of staff recruitments, salary surveys, staff grading and staff job evaluation services. PLAN UG/S/38/2013: Provision of public address system services, Brass Band, tents, plastic chairs PLAN UG/S/39/2013: Provision of garbage collection and sanitary management services. PLAN UG/S/40/2013: Provision of Institutionalized vocational training services PLAN UG/S/41/2013: Provision of Drilling, hand pumps installation and construction of bore holes services. PLAN UG/S/42/2013: Provision of Drilling and construction of Shallow wells and valley tanks services
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PLAN UG/S/43/2013: Provision of design and construction of Gravity flow schemes services.

INSTRUCTIONS TO TENDERERS 1. Pre-Qualification Instructions 2. Brief Contract Regulations 3. Pre-Qualification Data Instructions 4. Form PQ - 1 Pre-Qualification Document 5. Form PQ - 2 Prequalification Data 6. Form PQ - 3 Supervisory Personnel 7. Form PQ - 4 Financial Position 8. Form PQ - 5 Confidential Business Questionnaires 9. Form PQ - 6 Past Experiences 10 .Forms PQ 7 Sworn Statements 2.0 2.1 PRE-QUALIFICATION INSTRUCTIONS Introduction

Plan Uganda would like to invite interested suppliers/Service providers who must qualify by meeting the set criteria below as provided to be included in the supplier database and be considered for the supply of goods and services to the organization for a period of two year. Pre-qualification process is not a guarantee for business; rather, it is a process that ensures companies that are prequalified become eligible to be called upon to provide quotations for the provision of goods and services, when such services or goods are required by the organization. 2.2 Invitation of Pre-qualification

Suppliers registered with Registrar of Companies under the Laws of Uganda in respective merchandise or services are invited to submit their Pre-Qualification documents to Plan Uganda tender Committee, so that they may be pre-qualified for submission of quotations. The prospective suppliers are required to supply mandatory information for pre-qualification. 2.3 Experience

Prospective suppliers must have carried out successful supply and delivery of similar items/services to NGOs/UN agencies/Government Corporation/ institutions of similar
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size and complexity. Potential suppliers must demonstrate the willingness and commitment to meet the pre-qualification criteria. 2.4. Pre-qualification Document

This document includes questionnaire forms and documents required from prospective suppliers. In order to be considered for pre-qualification, prospective suppliers must submit all the information herein requested. Failure to supply any of the required mandatory documents will lead to an automatic disqualification. 2.5 Questions Arising from Documents

Questions that may arise from the pre-qualification documents should be directed to the Following address: THE CHAIRMAN, TENDER COMMITTEE, PLAN INTERNATIONAL IN UGANDA: PLOT 126, LITHHULI AVENUE, BUGOLOBI P.O BOX 12075 KAMPALA, UGANDA 2.6 Additional Information

Plan Uganda reserves the right to request submission of additional information from prospective supplier/service providers without offering any explanation for such request. Request for quotations will be made available only to those supplier/service providers who have been successful at the Pre-qualification stage and have been notified in writing as being successful pre-qualified suppliers/service providers for Plan Uganda for the period specified in this pre-qualification document. A supplier/service provider will be deemed to have been successful for this prequalification after scoring more than 75 points after the completion of the pre qualification process.

3.0:

PRE-QUALIFICATION DATA INSTRUCTIONS

3.1 Pre-qualification data forms The attached questionnaire forms PQ-1, PQ-2, PQ-3, PQ-4, PQ-5, PQ-6, PQ-7, are to be completed by prospective suppliers/service providers who wish to be pre-qualified for submission of tender for the specific category.
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3.1.1 The pre-qualified application forms which are not filled out completely and submitted in the prescribed manner will not be considered. All the documents that form part of the proposal must be written in English and in blue Pen. Failure to adhere to this shall lead to disqualification. 3.2 Qualification 3.2.1 It is understood and agreed that the pre-qualification data on prospective suppliers/service providers is to be used by Plan Uganda in determining, according to its sole judgment and discretion, the qualifications of prospective suppliers/services providers to perform in respect to the Tender Category as described by the client. 3.2.2 Prospective supplier/service provider will not be considered qualified unless in the judgment of Plan Uganda and based on the set criteria they possess capability, experience, qualified personnel available and suitability of equipment and net current assets or working capital sufficient to satisfactorily execute the contract for goods/services. 4.3 Essential Criteria for Pre-qualification (a) Experience: Prospective supplier/service provider shall have at least two (2) year experience in the supply of goods, services and allied items and must show competence, willingness and capacity to service the contract. The supplier must be at least a retailer/wholesaler or a registered third party supplier to be considered for prep-qualification. Those suppliers who will have experience supplying goods in the region, shall have an added advantage (b) For consultancy services: the bidder shall have at least four (4) years of experience in consultancy work, the lead consultants and their alternate consultants shall possess at least a masters degree in relevant Area of expertise and shall have a regional consultancy work experience as the minimum. Other requirements shall be outlined on the specific TOR. (c ) Suppliers written reference from the companies they have supplied goods and services to must be attached to the bid documents. Suppliers with references coming from regionally recognized companies or organizations shall have an added advantage. The reference letter shall only be acceptable if it is on the referencing company letter head and a company stamp and signed by the director of the referee company. (d) Personnel: The names, pertinent information and CV of the key personnel for individual or group to execute the contract must be indicated in form PQ-3. An organogram should be attached as well, including the contact information of the person who will be handling any of the Plan Uganda contracts for supply of goods and services. (e) Financial Condition: The Suppliers financial condition will be determined by latest financial statement submitted with the prequalification documents as well as
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proof of financial capability regarding suppliers credit position. Potential suppliers will be pre-qualified on the satisfactory information given. For the purpose of this prequalification, only financial statement for the year ending 2012 shall be admissible. (f) Special consideration: will be given to the financial resources available as working capital, taking into account the amount of uncompleted orders on contract and now in progress. Data to be filled / provided on Form PQ-4. However, potential bidders should provide evidence of financial capability to execute the contract. (g) Past Performance: Past performance will be given due consideration in prequalifying bidders. Letter of reference from past customers should be included in Form PQ-6 (h) Statement: Application must include a sworn statement Form PQ-7 by the Tenderer ensuring the accuracy of the information given. The statement must bear the signature and stamp of the company Director for it to be admissible. 4.4 Withdrawal of Prequalification.

Should a condition arise between the time the firm apply for pre-qualification and the bid opening date or between the time a supplier is pre-qualified and the time the supplier is required to supply the goods or services, which could substantially change the performance and qualification of the bidder or the ability to perform such as but not limited to bankruptcy, change in ownership or new commitments, Plan Uganda reserves the right to disqualify such supplier from further pre-qualification or even reject the tender from such a supplier even though they have been initially pre-qualified. 4.5: Valid registration:

The firm must have a fixed Business Premise and must be registered in Uganda, with certificate of Registration, Incorporation/Memorandum and Articles of Association, copies of which must be attached. A valid business/Trade licence must be attached to the bid document 4.6. Proof of Tax compliance:

The firm must show proof that it has paid all its statutory obligations and have current Tax Compliance Certificate and a VAT certificate. Tax compliance must be valid as verification of its validity shall be independently done by the committee pre-qualifying the suppliers. 4.7 Prequalification Criteria Required Information Form and Scoring systems 1. Registration Documentation PQ-1 2. Pre-qualification Data PQ-23. Supervisory Personnel PQ-3(20 points) (15 points) (10 points)
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4 Financial Position PQ-45. Confidential Report PQ-56. Past Experience PQ-6 TOTAL 100

(25 points) (5 points) (25 points)

FORM PQ-1 REGISTRATION DOCUMENTATION All firms must provide copies of the following:1. 2. 3. 4. 5. 6. Certified Certificate of Registration / Incorporation. VAT Registration Certificate if applicable. Valid Tax Compliance Certificate from Uganda Revenue Authority Certified copies of audited accounts if applicable Letter of recommendation from previous entities served/supplied. Evidence of physical registered office.

(20 points)

FORM PQ-2 - PRE-QUALIFICATION DATA REGISTRATION OF SUPPLIERS APPLICATION FORM 1. Name of firm/individual .. Category applied for: Category code .. Post Office Address Town . Street Name of building Room / Office No. Floor No. .. Telephone Nos. . Full Name of applicant . Other branches location . Organization & Business Information Management Personnel . Chief Executive / Proprietor . General Manager Treasurer Other Partnership (if applicable) 2. Names of Partners 3. Business founded or incorporated ........... 4. Under present management since .. 5. Net worth equivalent Ushs.. 6. Bank reference and address 7. Enclose copy of organization chart of the firm indicating the main fields of activities.
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8. State any technological innovations or specific attributes which distinguish you from your competitors 10. Indicate terms of trade/sale (15 Points)

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PQ-3 SUPERVISORY PERSONNEL Tender for Prequalification of Suppliers - Goods & Services for the period ending 30/06/2015 Name Academic Qualification Professional Qualification .. (Attach Certificates if any) Length of service with Contractor or Supplier position held . (10 Points)

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PQ-4 - FINANCIAL POSITION AND TERMS OF TRADE (1) Attach a copy of firms audited accounts for previous two years. The audited account to be signed and stamped by recognized audit firms. Attach evidence of cash position e.g. original certified copy of bank statement regarding suppliers credit position. If Pre-qualified, will you require advance from Plan Uganda to supply goods or services to Plan Uganda? -----------------Yes/No What will be your preferred payment terms (Plan proposes a minimum of 30 days credit terms?) What will be your preferred mode of payment?.....cheque/bank transfer/any other (please indicate)

(2)

(3)

(4)

(5)

(25 Points)

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PQ-5 : CONFIDENTIAL BUSINESS QUESTIONNAIRE You are requested to give the particulars indicated in Part I and either Part 2 (a), 2 (b) or 2 (c) whichever applies to your type of business. You are advised that it is a serious offence to give false information on this form Part I- General: Business Name Location of business premises. Plot No. . Street/Road..... Postal Address...Tel. No...... Nature of business Current Trade Licence. No.Expiring date.... Maximum value of business which you can handle at any one time: Ushs. Name of your bankersBranch 1. 2. 3. Part 2 (a) Sole Proprietors Your name in full..Age.. NationalityCountry of origin. *Citizenship details... Part 2 (b) Partnership Given details of partners as follows: Name Nationality Citizenship Details Shares

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 Part 2 ( c) Registered Company: Private or Public. State the nominal and issued capital of companyNominal Ushs.... Issued Ushs.... Given details of all directors as follows:-

Name Nationality Citizenship Details Shares 1. 2. 3. 4. Date ...Signature of Candidate. *if Ugandan Citizen, indicate under Citizenship Details whether by Birth, Naturalization or Registration. (5 points)

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FORM PQ-6 - PAST EXPERIENCE NAMES OF THE APPLICANTS CLIENTS IN THE LAST FIVE YEARS 1. Name of the 1st Client (Organization) i) Name of Client (organization) ii) Address of Client (organization) iii) Name of Contact Person at the client (organization) .. iv) Telephone No. of Client v) Value of Contract vi) Duration of Contract (date) .. vii. What goods/services did you supply/offer----------------------------------------------------(Attach documental evidence of existence of contract) 2. Name of 2nd Client (organization) i) Name of Client (organization) ii) Address of Client (organization) iii) Name of Contact Person at the client (organization) .. iv) Telephone No. of Client v) Value of Contract vi) Duration of Contract (date) .. vii. What goods/services did you supply/offer----------------------------------------------------(Attach documental evidence of existence of contract) 3. Name of 3rd Client (organization) i). Name of Client (organization) ii).Address of Client (organization) iii). Name of Contact Person at the client (organization) .. iv).Telephone No. of Client v). Value of Contract vi). Duration of Contract (date)------------------------------------------------------------------------16

vii. What goods/services did you supply/offer----------------------------------------------------(Attach documental evidence of existence of contract) 4. Others (25 points

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FORM PQ-7 - SWORN STATEMENT PRE-QUALIFICATION OF SUPPLIERS FOR SUPPLY OF GOODS AND SERVICES Plan Uganda intends to update its register for suppliers for various goods, works and services for the year ending 30/06/2015. Interested eligible suppliers are invited to apply for prequalification, indicating the category of goods, works or services they wish to supply. Having studied the pre-qualification information presented above, we/I ---------------------------hereby state: a. The information furnished in my/our application is accurate to the best of my/our knowledge. b. That in case of being pre-qualified I/we acknowledge that this grants us the right to participate in due time in the submission of a tender or quotation on the basis of provisions in the tender or quotation documents to follow. c. I/We enclose all the documents and information required for the pre-qualification evaluation. d. That Plan Uganda reserves the rights to accept or reject my pre-qualification documents without necessary providing a reason for such a decision. e. That pre-qualification does not mean automatic contract award for the goods or services my/our company have been pre-qualified for. Business award will be based on availability of resources, needs and competitive quotations and/or bids and if not competitive, I/we will not be awarded the contract. f. That in case during the period of the pre-qualification, I/we are not able to do business with Plan-Uganda, for whatever reason, I/We will not hold Plan Uganda responsible and I/we absorb Plan Uganda of any blame for lack of business engagement. Date Applicants Name Represented by Signature (Full name and designation of the person signing and stamp or seal) NB: Failure to sign this statement will lead to an automatic disqualification of the supplier/service provider from any further pre-qualification considerations

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Appendix 1
CONSULTANCIES HUMAN RESOURCES DEVELOPMENT,MANAGEMENT AND ADMINISTRATION,CONSULTANCY INCLUDING ORGANISATIONAL STRUCTURE,SALARY SURVEYS,GRADING,RECRUITMENT AND TRAINING EDUCATION(CURRICULUM DESIGN AND DEVELOPMENT LEGAL CONSULTANCY SERVICES INFORMATION TECHNOLOGY AND SYSTEMS DESIGNS,IT NETWORKING AND SOFT WARE MAINTENANCE HEALTH AND HIV AIDS NEEDS ASSESSMENT,SITUATION ANALYSIS,BASE LINE SURVEYS,PROJECT DESIGNS AND FEASIBILITY STUDIES CHILD PROTECTION AGRICULTURE AND CROP MANAGEMENT MICROFINANCE WATER AND SANITATION CAPACITY BUILDING TRAININGS IN DEVELOPMENT WORK MONITORING AND EVALUATION EARLY CHILDHOOD TRAINERS WATSAN COMMUNITY TRAINERS DRAMA TRAINERS TRAINERS IN AGRICULTURE GROUP DYNAMICS AND VSLA TRAINERS HEALTH TRAINERS HANDS ON VOCATIONAL TRAINING (MOTOR MECHANICS AND WELDING,TAILORING AND SALOON) ARCHITECTURAL,ELECTRICAL,MECHANICAL AND CIVIL SPECIAL NEEDS EDUCATION

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21

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