Request for Proposal (RFP) Supply of Accounting Package and Training of Staff

Title

Request for Proposal (RFP) Supply of Accounting Package and Training of Staff

Location

Harare

Type of Contract

Call for Suppliers

Deadline

01/02/2022 (Expired)

About

Zimbabwe Health Interventions (ZHI) is a local Zimbabwean non-profit human development organization whose mission is to help the Government of Zimbabwe achieve its health-related goals, with a focus on contributing to HIV/AIDS epidemic control using comprehensive and sustainable human development approaches. ZHI is currently implementing two 5-year programs funded by the US Agency for International Development (USAID). For more information, please visit www.zhi.co.zw.

Scope Of Work/Goods To Be Supplied

1. PURPOSE

ZHI is seeking a service provider for the supply and commissioning of a new Accounting Package with the capacity to support the organization’s accounting system. The selected package should be able to be integrated with the existing IMIS system.

2. DURATION

The project is expected to be implemented within ten days.

3. SUMMARY OF MAJOR TASKS

Implementation will include.

• Supply of an accounting system/package that can be customized and integrated with the current system.
• Set up the accounting package in line with presented reporting requirements
• Set up the link so that it’s accessible anywhere and anyhow by all staff with rights to do so.
• Secure the system against any form of hacking etc.
• Train the staff on how to navigate and use the system independently

N.B. For more details please refer to the attached Terms of Reference.

The expected start date for service provision is 14 February 2022.

ZHI, therefore, invites registered, certified, and capable service providers that offer the above-mentioned services to submit technical and financial proposals.

4. VENDOR SELECTION & CONTRACT AWARD

The final selection will be based on the technical proposal’s functionality, favorable costs, and experience, as well as other factors such as delivery capabilities and business references.

Evaluation Criteria

5. INSTRUCTIONS AND TERMS FOR BIDDERS 5.

5.1 By submitting a bid, all vendors certify that the person(s) involved in the preparation and collation of the proposal and/or quotes were or are in no way associated or have any Conflict of Interests with the initial preparation of the solicitation, the tender documentation, or the subsequent evaluation, assessment, analysis, management, and decision-making process of this tender.

5.2 Language – the quote, as well as all correspondence and documents relating to the offer, shall be in English.

5.3 The Quotation should include the following:

5.31 Price shall be quoted in US dollars (US$) only.

5.32 Prices for the requested goods/services should include all associated fees (such as license fees) and taxes (including VAT, if applicable), but priced as a separate line item in the submitted quote. It will be assumed that all quotes will be inclusive of all applicable fees and taxes if the bidder fails to separate out these costs.

5.33 Bid Validity Date – All information submitted in connection with this RFP will be valid

for one hundred and twenty (120) days from the RFP due date and not subject to variation on any account during the Bidder’s performance of the final Contract unless another time is specified in the addendum of the RFP. This includes, but is not limited to items quoted, cost, pricing, delivery timelines, terms and conditions, service levels, and all other information.

5.4 If your firm is awarded the contract, all information in the RFP and negotiation process is contractually binding. No submission will be considered for any discovered omissions from the Bidder(s).

5.5 ZHI does not bind itself to accept the lowest tender price and reserves the right to reject all submissions, in whole or in part, enter into negotiations with any party, and/or award multiple contracts.

5.6 Tenders MUST be received on or before the closing date and time and all bids received after the closing date and time may not be considered.

5.7 ZHI will issue a Purchase Order to the selected winner(s) that shall state the items to be purchased, the location to which the items should be delivered, the specific timeframe within which the order should be completed, and a fixed price for the items to be purchased (including delivery costs). The Purchase Order will become a legally binding contract when it has been formally signed by both ZHI and the winning Vendor. A full list of the Terms and Conditions of the final Purchase Order are included as Attachment A to this RFP.

5.8 To ensure that the same level of information is conveyed equally to all suppliers, ZHI reserves the right to share questions and responses with all other suppliers.

5.9 All responses and supporting documentation shall become the property of ZHI and will not be returned.

5.10 ZHI reserves the right throughout this process to select any servicing option that best meets its business requirements and to hold discussions with any or all respondents.

Application Requirements

SUBMISSION INSTRUCTIONS

All bids MUST be submitted by 23:59 pm on 01 February 2022 via email to: procurement@zhi.co.zw. The bids MUST be received on or before the closing date and time and any bids received after the closing date and time may not be considered.

• PROPOSED TIMELINES

Please note: It is ZHI’s best intent to comply with the above timeline, but unavoidable delays may occur.

8. ETHICAL BEHAVIOR

Zimbabwe Health Interventions (ZHI) adheres to the highest standards of ethics, honesty, and integrity as part of its corporate governance initiatives. ZHI believes that ethics, honesty, and integrity are foundations for healthy business practices, and expects its business partners to do the same.  ZHI has ZERO tolerance for fraud, theft, corruption, kickbacks undisclosed conflicts of interest especially in its procurement processes which ZHI endeavours to ensure are open, fair, and allow for equal opportunity to all service suppliers including small and women-led organizations.  Therefore, if you experience or suspect unethical behavior by a ZHI employee, please contact the ZHI’s Deloitte Tip-offs Anonymous on: Toll-free cell: 0808 5500/ 4461 (Econet Subscribers Only) Toll-free cell: 0716 800 189/ 0716 800 190 (Netone subscribers only) Toll-free cell; 0732 220 220/0732 330 330 (Telecel subscribers only) Whatsapp: 0772 161 1630 and on e-mail: reportszw@tip-offs.com

Any vendor/consultant who attempts to engage, or engages, in corrupt practices will have their proposal disqualified and will not be solicited for future work.

9. TERRORISM

ZHI shall use its best endeavours to ensure that funds provided under this tender do not provide direct or indirect support or resources to organizations and individuals associated with terrorism, promote or advocate the legalization or practice of prostitution or sex trafficking, and assistance to drug traffickers. If during this tender, ZHI discovers any link whatsoever with any organization or individual associated with any or all of these, they shall be excluded or disqualified from the tendering process.

10. ZHI RIGHTS AND DISCLAIMERS
    
    
    
    • ZHI reserves the right to disqualify any offer based on the failure of the offeror to follow solicitation instructions
    
    
    • ZHI may cancel the solicitation and not award
    
    
    • ZHI may reject any or all responses received
    
    
    • Issuance of the solicitation does not constitute an award commitment by ZHI
    
    
    • ZHI will not compensate any offeror for responding to the solicitation
    
    
    • ZHI reserves the right to issue awards based on initial evaluation of offers without further discussion
    
    
    • ZHI may choose to award only part of the activities/items in the solicitation or issue multiple awards based on the solicitation activities/items
    
    
    • ZHI reserves the right to waive minor proposal deficiencies that can be corrected prior to award determination to promote competition.
    
    
    
    

Follow the link below to view the (Attachment A) terms and conditions:

Terms and Conditions

Follow the link below to view the Terms of reference:

Accounting Package TOR