Bid Invitation forIT equipment

Bid No. GO-ET/HOX/003/16

GOAL Ethiopia

Addis Ababa, Ethiopia

March2016

Table of Contents

No.Page no.

1.Invitation for Bid3

2.Instruction to Bidders4-5

3.Description of Requirements6-8

4.General Terms & conditions 9-12

Invitation for Bid

TENDER NOTICE
Reference Number: / GO-ET/HOX/003/16
Office / GOAL Ethiopia
Deadline for Submission / Wednesday, April 13, 2016, 04:00pm
Proposed tender opening date / Thursday, April 14, 2016, 02:00pm

GOAL Ethiopia, an International Humanitarian Organization, invites eligible bidders for the supply of different IT Equipment.

  1. All eligible suppliers can obtain Request for Offer (RFO) with details & quantity of the required IT Equipment’s specification from GOAL Website starting from the first day this notice appeared on GOAL Website or The Ethiopian Herald Newspaper. The RFO also can be obtained from GOAL Ethiopia against non-refundable admin cost of Birr 50.00 (Fifty) during office hours (Monday to Friday, 8:00am to 4:30pm) starting from the first day this notice. Further information can be obtained at the address below or with email address .
  1. Please send your offers to confidential email address: or to GOAL Ethiopia Head Office in a sealed and stamped envelopbefore deadline for submission on Wednesday, April 13, 2016, 04:00pm
  1. Bidders should submit their offers accompanied by copies of all appropriate documents: VAT Registration Certificate, Current Trade License & details of any local partner if available. No offer should be sent via personal or individual e-mails. Offers sent through personal e-mails will be disqualified.
  1. GOAL Ethiopia reserves the right to accept or reject the bid partially or fully.

Address:

GOAL Ethiopia,

Yeka Sub City, Woreda 9, H. No. 508

Next compound to Kotebe Health Center

P. O. Box 5504, TEL. 011-6-47-81-16/17, FAX 011-6-478118,

Addis Ababa, Ethiopia

Part I. Instruction to Bidders

1.Offers must be received by GOAL on orbefore Wednesday, April 13, 2016, 04:00pm .Any offer received after this date or sent to another address will be rejected.

2.GOAL may, at its discretion, extend the deadline for the submission of offers, by notifying all prospective contractors.The extension of the deadline may accompany a modification of the tender documents prepared by GOAL at its own initiative or in response to a clarification requested by a prospective vendor.

3.You are requested to hold your offer valid for 90 daysfrom the deadline for submission.GOAL will make its best effort to select a firm/institution within this period.

4.Please note that the cost of preparing an offer and of negotiating a contract, including any related travel, is not reimbursable.

5.Any requests for clarification should be referred to .( for clarification please Reference GO-ET/HOX/003/16 needs to be in the subject line of the mail with the word CLARIFICATION request clearly in bold)

6.GOAL may, at its discretion, copy any reply to a particular question to all other invited firms/institutions.

7.Your offer should clearly indicate:

  1. Price and any taxes that apply should be included in the price
  2. Prices should be net after deduction of discounts
  3. Defects liability and guarantee period
  4. Detailed specifications (if different from stipulated specifications)
  5. Lead-time (the time between the placement of an order and delivery of IT Equipment)

8.You are required to supply the following supporting documentation:

List of other NGO Contracts

Reference letter from previous clients

9.Award Criteria includes

  1. Price must be valid at least for three month after signing of contract
  2. Completeness of quotes submitted for required items
  3. Willingness to deliver the IT equipmentto GE head office
  4. Experience of Vendor with GOAL or other NGO
  5. Clarity of specification of ITlist
  6. Lead-time
  1. Please note that GOAL is not bound to select any of the firms/institutions submitting proposals. Furthermore, since a contract will be awarded in respect of the offer that is considered most responsive to the needs of the project concerned, GOAL does not bind itself in any way to select the firm/institution offering the lowest price.
  2. Currency of offer shouldbe in Ethiopian Birr
  3. Payment will be made to the vendor by cheque or bank transfer within 30 days of receipt of an invoice by GOAL providing all documents mentioned in the contract have also been received.
  4. GOAL will not be responsible for any bank service charges.
  5. Inspection may be applicable at time of receiving of the IT supplies and this could be arranged by GOAL.
  6. GOAL does not undertake to pay by letter of credit or in advance of delivery.
  7. GOAL reserves the right to accept the whole or part of bidder’s offer.
  8. Incomplete offers or offers which do not comply with any of the tender conditions will not be considered.
  9. There will be liquidated damages equivalent to a deduction of 0.1% per day or partthereof for late deliveries due to default on the part of the vendors.
  10. Any contract that results from this tender will be subject to GOAL’s standard terms and conditions.
  11. The frame work agreement will be for three years but the price must be fixed and revised every three month after conducting market analysis.

.

e in breach of any of hte he following criteria:
111111111111111111111111111111111111111111111111111111111111111111111111111Part II. Description of Requirements

GOAL invites your company to make a firm offer for the following Lists of IT equipment:

All prices quoted must include all taxes

The format shown inthe following pages should be used in preparing the Price Schedule.

Please indicate separately if your specification is different compared to the one indicated on the table below on or beforeWednesday, April 13, 2016, 04:00pmtoGOALEthiopia or .

Name of Supplier: ______

Agreed Price Offer by the Supplier

No / Item / Specification / Unit Price with VAT in Birr
1 / Laptop / Processor core i3,core i5
RAM = 8GB
Hard Disk=500GB;600GB;720GB;1TB
Operating System= window 7 or 8;8.1 Professional 32 and 64 bit
Office =Microsoft Office 2010 and 2013
Display= 14 “ or 15.6’
2 / Desk Top / Processor core >= i3
RAM= 8GB
Hard Disk =500GB;600GB;720GB
Operation System= Window 7 or 8 Professional 32 or 64 bit
Office Microsoft Office 2010 or 2013
3 / Copier / Canon iR 2420 or equivalent
Canon iR2318 or equivalent
4 / Scanner / HP scan Jet MF4410or equivalent
HP Scan Jet 300or equivalent
HP Scan Jet 600or equivalent
ScanSnap SV600 Fujitsuor equivalent
5 / Printer / HP Laser jet P4014;400x Seriesor equivalent
HP Laser jet Pro 400d;400dnor equivalent
HP Lase jet 600 m 601 or equivalent
HP Lase jet P1102or equivalent
6 / Hard Disk / WD 500GB;1TB External Hard Disk
7 / Server / HP ProLiant DL 380 G9
Processor 2 Socket
RAM >=16GB
Hard Disk=4x500GB
Preloaded windows server 2012.r2 or similar
8 / Toner / Toner for Copier iR 2420;2318;2202;
Toner for HP Laser Jet printer 2015;2050;2055;1320;600; 400; P1102; 1100; 1300;4014.
9 / Switch / NET GEAR 24 Port manageable switches
Speed 1,000 mbps.
10 / UPS / EATON EllipsePRO:- 1,000;1,200; 1,500 VA;
UPS battery for EATON EllipsePRO:- 1,000;1,200; 1,500 VA, ( 12A/12V & 7A/12A) or similar
11 / Surge Protector / Surge arrestor with three port plug.
12 / Network Cable / CAT 6/6E hatch cable 3 M; 5M
13 / Laptop Adapter / Laptop adapter for Toshiba 19V-3.42A ; 19V-4.74A; 19V-2.37A;19V-3.95A; or Laptop adapter for Toshiba different Models; Satellite A,B,C, L, P, Protégé, Tecra ;
For Lenovo ThinkPad E431 20V-3.25A
14 / Drum unit / Drum unit for Copier iR 2420;2318;2202;
15 / Laptop battery / Laptop battery for Toshiba different Models; Satellite A,B,C, L, P, Protégé, Tecra ;
Laptop battery for Lenovo ThinkPad E431 or Equivalent
16 / EPON Modem / Full Range of Huawei ZTE & Fiberhome EPON | GPON| GEPON| ONU | ONT|OLT| EPON ONU fttx modem
Or Equivalent
17 / RJ 45 / RJ 45 cat 6/6e
18 / Wireless N Router / Wireless N router with wireless access point >=300Mbps
19 / RAM For Laptop / DDR2 – 2GB/4GB; DDR3-2GB/4GB
20 / RAM for Desktop / DDR2 – 2GB/4GB; DDR3-2GB/4GB
21 / LCD Projector / Light output= >=2300Lumens; Life of Lamp average>=5000Hours with standard use
22 / Laptop Screen / 14”/15.6”/17” For Toshiba different Models; Satellite A,B,C, L, P, Protégé, Tecra ;
14” for Lenovo ThinkPad E431
23 / Mouse / Optical wired and wireless(with receiver) ; 3 buttons; Windows 8/7/XP compatible
24 / Keyboard / USB Wired and Wireless(with receiver); English localization standard keyboard; Windows 8/7/XP compatible
25 / Digital Camera / >=14 Mega pixel
26 / GPS / Garmin GPS; >=Features a 2.2" 65K color sunlight readable display increased ; >=Resolution (240 x 320 pixels);>=3.7GB Internal Memory; support MicroSD card
27 / Fuser Film For Copier / Fuser Film for Copier Canon IR 2420;2318;2202;
28 / Fuser Film for Printers / Fuser Film for HP Laser Jet printer 2015;2050;2055;1320;600; 400; P1102; 1100; 1300;4014.
29 / Formatter Board / Formatter board for HP Laser Jet printer 2015;2050;2055;1320;600; 400; P1102; 1100; 1300;4014.
30 / Pickup roller for Printers / Pickup Roller for HP Laser Jet printer 2015;2050;2055;1320;600; 400; P1102; 1100; 1300;4014.
31 / Pickup roller for Copier / Pickup roller for Canon IR 2420;2318;2202;
32 / Hand Drilling Machine / Rated Voltage: 220V; Frequency 50Hz; rated input power > = 710W or equivalent; No-load speed >=0-2900rpm; Max drilling capacity >=13mm
33 / Network toolkit / LAN/Network toolkit Set (List all possible tools inside like Tester/Crimper etc.)

Part III.

TERMS AND CONDITIONS FOR SUPPLY, SERVICE AND WORKS CONTRACTS

  1. LEGAL STATUS

The Vendor shall be considered as having the legal status of an independent contractor vis-à-vis GOAL. The Vendor, its personnel and sub-contractors shall not be considered in any respect as being the employees of GOAL. The Vendor shall be fully responsible for all work and services performed by its employees, and for all acts and omissions of such employees.

II.SUB-CONTRACTING

In the event the Vendor requires the services of a sub-contractor, the Vendor shall obtain the prior written approval of GOAL for all sub-contractors. The Vendor shall be fully responsible for all work and services performed by its sub-contractors and vendors, and for all acts and omissions of such sub-contractors and vendors. The approval of GOAL of a sub-contractor shall not relieve the Vendor of any of its obligations under this Contract. The terms of any sub-contract shall be subject to and conform with the provisions of this Contract.

III. OBLIGATIONS

The Vendor shall neither seek nor accept instructions from any authority external to GOAL. Vendors may not communicate at any time to any other person, government or authority external to GOAL any information known to them by reason of their association with GOAL which has not been made public, except in the course of their duties or by authorization of the GOAL: nor shall Vendors at any time use such information to private advantage. These obligations do not lapse upon termination/expiration of their agreement with GOAL.

IV.ACCEPTANCE AND ACKNOWLEDGEMENT

Initiation of performance under this contract by the vendor shall constitute acceptance of the contract, including all terms and conditions herein contained or otherwise incorporated by reference.

V.WARRANTY

The Vendor warrants the goods furnished under this Contract to conform to the specifications and to be free from damage and defects in workmanship or materials. This warranty is without prejudice to any further guarantees that the Vendor provides to purchasers. Such guarantees shall apply to the goods subject to this Contract.

VI.INSPECTION

The duly accredited representatives of GOAL or the donor shall have the right to inspect the goods called for under this Contract at Vendor’s stores, during manufacture, in the ports or places of shipment, and the Vendor shall provide all facilitates for such inspection. GOAL may issue a written waiver of inspection at its discretion. Any inspection carried out by representatives of GOAL or the donor or any waiver thereof shall not prejudice the implementation of the other relevant provisions of this Contract concerning obligations subscribed by the Vendor, such as warranty or specifications.

VII.EXPORT LICENCE

The Contract is subject to the obtaining of any export licence or other governmental authorisation that may be required. It shall be the responsibility of the Vendor to obtain such licence or authorisation. GOAL may, at its discretion, use its best endeavours to assist.

VIII. OFFICIALS NOT TO BENEFIT

The Vendor represents and warrants that no official of GOAL has been, or shall be, offered by the Vendor any direct or indirect benefit arising from this Contract or the award thereof. The Vendor agrees that breach of this provision is breach of an essential term of this Contract.

IX FORCE MAJEURE

For the purposes of this Contract, force majeure means any act of God, act of war, civil disturbance, explosion, fire, any law or action taken by a government or public authority or other exceptional event which is unforeseeable in the circumstances, which cannot be overcome and which prevents, hinders or delays either party from performing any of its obligations under this Contract. As soon as possible and in any event within five (5) working days after the occurrence of a force majeure event, the affected party shall give notice and full particulars to the other party in writing. The affected party shall not be in breach of this Contract nor liable for delay in performing its obligations under this Contract if and to the extent that such delay is directly caused by the force majeure event provided that such party uses best endeavours to limit the effect of the force majeure event on the performance of its obligations. If such a period of delay or non-performance by the Vendor continues for ten (10) working days, GOAL may terminate this agreement by giving five (5) days' written notice to the Vendor.

X.DEFAULT

In case of default by the Vendor, including, but not limited to, failure or refusal to make deliveries within the limit specified, GOAL may procure the goods or services from other sources, and hold the Vendor responsible for any excess cost occasioned thereby. Furthermore, GOAL may, by written notice, terminate the right of the Vendor to proceed with deliveries or such part or parts thereof as to which there has been default.

XI.REJECTION

In the case of goods or services purchased based on specifications or scope of works, GOAL shall have the right to reject the goods or services or any part thereof if they do not conform to specifications or the scope of works.

XII.AMENDMENTS

No change in or modification of this Contract shall be made except by prior agreement between the Responsible Buyer in GOAL and the Vendor.

XIII.ASSIGNMENTS

The Vendor shall not assign, transfer, pledge or make other disposition of this Contract or any part thereof or of any of the Vendor’s rights, claims or obligations under this Contract except with the prior written consent of GOAL.

XIV.INDEMNIFICATION

The Vendor agrees to indemnify, hold and save GOAL harmless and defend at its own expense GOAL, its officers, agents and employees from and against all suits, claims, demands and liability of whatever nature or kind, including costs and expenses thereof and liability arising there from, with respect to, arising from or attributable to acts or omissions of the Vendor or its employees or sub-contractors in or relating to the performance of this Contract. This provision shall extend to, but shall not be limited to, claims and liability in the nature of product liability claims.

GOAL will promptly notify the Vendor of any such suit, claim, proceeding, demand or liability within a reasonable period of time after having received written notice thereof, and will reasonably cooperate with the Vendor, at the Vendor’s expense, in the investigation, defense or settlement thereof, subject to the privileges and immunities of GOAL.

The Vendor shall not permit any lien, attachment or other encumbrance by any person or entity to remain on file in any public or official office or on file with GOAL against any monies due or to become due for any work done or materials furnished under this Contract, or by reason of any other claim or demand against the Vendor.

XV.DISPUTES - ARBITRATION

Any claim or controversy arising out of or relating to this or any contract resulting here from, or to the breach, termination or invalidity thereof, shall be, unless settled amicably through negotiation, submitted to arbitration in accordance with Irish law or Ethiopian law in cases when the Vendor is Ethiopian.

XVI.USE OF NAME, EMBLEM OR OFFICIAL SEAL

Unless authorised in writing by GOAL, the Vendor shall not advertise or otherwise make public the fact that he is a Vendor to GOAL or use the name, emblem or official seal of GOAL or any abbreviation of the name of GOAL for advertising purposes or for any other purposes.

XVII.LIQUIDATED DAMAGES

Late delivery, or dispatch outside the agreed shipping schedule, shall be subject, without notice, to an assessment of liquidated damages equivalent to 1 percent of the Contract value per day or part thereof. The assessment will not exceed 10 percent of the contract value. GOAL has the right to deduct this amount from the Vendor’s outstanding invoices, if any. This remedy is without prejudice to any others that may be available to GOAL, including cancellation, for the Vendor’s non-performance, breach or violation of any term or condition of the Contract.

Acceptance of goods delivered late shall not be deemed a waiver of GOAL’s rights to hold the Vendor liable for any loss and/or damage resulted therefrom, nor shall it act as a modification of the vendor’s obligation to make future deliveries in accordance with the delivery schedule.

XVIII.ANTI-BRIBERY/CORRUPTION

The Vendor shall comply with all applicable laws, statutes and regulations relating to anti-bribery and anti-corruption including but not limited to the UK Bribery Act 2010 and the the United States Foreign Corrupt Practices Act 1977 (“Relevant Requirements”).

The Vendor shall have and maintain in place throughout the term of any contract with GOAL its own policies and procedures to ensure compliance with the Relevant Requirements.

No monies are payable to GOAL by the Vendor in association with the execution of this contract. If the Vendor is approached by a GOAL member of staff for a payment, commission, ‘kickback’ or associated payment or any other advantage of any kind, they are obliged to report the request or payment directly to GOAL’s Country Director within thirty-six hours. Failure to report any request for payment by a GOAL member of staff or actual payment by the Vendor to a GOAL member of staff to the GOAL Country Director shall result in the immediate termination of any contract and may result in disqualification of the Vendor from participation in future contracts with GOAL.

XIX.ANTI-PERSONNEL MINES

The Vendor guarantees that it is not engaged in the sale or manufacture, either directly or indirectly, of anti-personnel mines or any components produced primarily for the operation thereof. Any breach of this representation and warranty shall entitle GOAL to terminate this Contract immediately upon notice to the Vendor, at no cost to GOAL.