CALL FOR BID

The Bidder is expected to examine all instructions, forms, terms, and specifications in the bidding documents prepared for the selection of qualified suppliers. Failure to furnish all information required as per the bidding documents or to submit a bid not substantially responsive to the bidding documents in every respect will be at the Bidder’s risk and may result in bid rejection. The submitted bid shall include the documents listed in the table below. Failure to provide all requested information or to comply with the specified formats may disqualify the Bidder from consideration.

Clarification of Bidding Documents

A prospective Bidder requiring clarification of the bidding documents may notify the Purchaser in writing at Procurement.brainbuilders@gmail.com copying brainbuilderedu@gmail.com. The request for clarification must reach the purchaser no later than September 24, 2024. The Purchaser shall respond by e-mail, providing clarification on the bid documents, no later than September 28, 2024.

1. Language of Bid

The Bid and all related correspondence and documents exchanged between the Bidders and the Purchaser shall be written in English Language only.  Any printed literature furnished by the Bidder and written in another language shall be accompanied by a (English Language) translation of its pertinent passages, in which case, for purposes of interpretation of the bid, the (English Language) version shall prevail.

2.Bid Prices

The Bidder shall clearly indicate the breakdown of the total cost for this project

3. Bid Currencies

All financial rates and amounts entered in the Bid Form and Price Schedule and used in documents, correspondence, or operations pertaining to this tender shall be expressed in Nigeria Naira

4.  Period of Validity of Bids

Bids shall remain valid for 30 working days after the date of bid opening prescribed by the Purchaser.  A bid valid for a shorter period may be rejected by the Purchaser as non-responsive. In exceptional circumstances, the Purchaser may request the Bidders to extend the period of validity. The request and the responses thereto shall be made in writing by letter or e-mail. A bidder agreeing to the request will not be required nor permitted to modify his bid.

5.Format and Signing

The original bid shall be signed by the Bidder or by a person or persons authorized to bind the Bidder to the contract.  Financial proposal pages of the bid shall be initialed by the person or persons signing the bid and stamped with the Bidder’s company seal.

6. Submission and Marking of Bids:

Bidder shall submit all documents to BBYDI via the organizational email here:Procurement.brainbuilders@gmail.com copying brainbuilderedu@gmail.com

7. Modification and Withdrawal of Bids

The Bidder may modify or withdraw its Bid after submission, provided that written notice of the modification, including substitution or withdrawal of the Bids, is received by the Purchaser prior to the deadline prescribed for submission of Bids.

1. Evaluation Criteria

All bids received shall be evaluated using the following criteria to determine the winning bid.

EVALUATION CRITEBBYDI	Description	Weight (%)
Delivery terms	Refers to Bidder providing the most advantageous delivery timeline with detailed work plan/schedule	15%
Financial Proposal	This refers to suitability of financial proposal with the organization budget.	50%
Past Experience	Refers to Bidder’s ability to demonstrate relevant experience and technical knowledge of the services required, experience working with NNGOs and other INGOs will be an added advantage.	20%
Assessment of Previous Work Done	This refers to the quality of the previous similar service that has been provided in the past.	15%
Total		100%

The Bidder’s modification or withdrawal notice shall be prepared, sealed, marked, and dispatched. No Bid may be modified after the deadline for submission of bids.

Preliminary Examination

The Purchaser will examine the bids to determine whether they are complete, whether any computational errors have been made, whether required sureties have been furnished, whether the documents have been properly signed and whether bids are generally in order.

1. Contacting the Purchaser

No Bidder shall contact the Purchaser on any matter relating to its bid, from the time of the bid opening to the time the Contract is awarded, or the selected qualified supplier is announced.

2. Notification of Award

Prior to the expiration of the period of bid validity, the Purchaser shall notify the successful bidder in writing or where necessary by telephone that his or her bid has been accepted and, selected for Master Purchase Agreement for the specific goods and/or services.  At this stage BBYDI may also choose to negotiate with the selected bidder to finalize the offer.

3.Contract award and notification

The Purchaser shall award the Contract to the notified successful Bidder(s) whose bid has been determined to be substantially responsive and has been determined to be the best evaluated bid considering price and performance factors, provided further that the Bidder is determined to be qualified to enter into a Master Purchase Agreement and perform its obligations satisfactorily.

4. Warranty

The Service provider shall warrant that the service delivered on the project will suit its purpose and meet the Purchaser’s specifications. The warranty shall remain valid for a period as may be specified by the supplier in the Bid and this warranty period shall be considered as one of the bids advantages and shall in no case be less than that which is provided for by Nigeria Law if any.

5. Project Review

The Purchaser shall have the right to review the project to confirm their conformity to the specification. The inspection will be conducted by assigned staff of the Purchaser or a reputable relevant consultant selected by the Purchaser. In the future business relation, should the project fail to conform to the specification, the Purchaser may reject them, and the Bidder shall make necessary adjustment without extension of time except at the Purchaser’s sole discretion.

6. Payment

Payment will be made through bank transfer on satisfactory completion of the project or upon achieving of set milestone by the Purchaser within two weeks of receipt of invoice. Extra charges associated with the above Goods shall be invoiced and paid at the same terms set above.

7. Disclaimer

The Purchaser reserves the right to alter the dates of the timetable. The Purchaser does not bind itself to accept the lowest or any proposal.

8. Bidder Non-Collusion Statement

BBYDI prohibits collusion and will disqualify all bids where collusion is detected. Collusion happens when related parties submit separate bids for the same tender. Collusion includes situations where:

1. Members of the same family submit separate bids for the same tender
2. Separate companies owned by the same person submit separate bids for the same tender

• Employees of a bidding company submitting separate bids through companies they own for the same tender

1. Partners in a bidder submitting separate bids under their own names/ companies they own for the same tender

It is collusion for a person to be involved in more than one company/ business submitting a bid to the same tender. Collusion will lead to BBYDI disqualifying the involved Individuals or companies from that tender as well as disqualify them from submitting bids for future tenders. In addition, BBYDI may share information relating to this collusion with other aid organizations operating in the region leading to loss of business opportunities for the colluders.

Name of the Bidder:
Name and Signature of Company Representative
Telephone Number:
Email:
Company Stamp/Seal

 

Vendor Information Form

Pls download vendor information form here