PREQUALIFICATION OF SUPPLIERS – 2024/2025
IPAS AFRICA ALLIANCE
P.O. BOX 1192-00200, NAIROBI KENYA
Introduction
This pre-qualification document is issued by Ipas Africa Alliance for the purpose of pre-qualifying Suppliers of goods & services for 11 categories for Uganda office.
Ipas Africa Alliance 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.
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. Ipas Africa Alliance reserves the right to accept or reject any application for pre-qualification from potential applicants without giving reason.
Any canvasing attempt shall lead to disqualification.
Prequalification Categories
The following are the goods and services to apply for Pre-qualification.
| CATEGORY NUMBER |
| CATEGORY DESCRIPTION |
| IPAS/1/2024 |
| Supply of general office stationery |
| IPAS/2/2024 |
| Creative & design services and supply of promotional/branded materials, banners, T-shirts, signs & signboards, Printing Services. |
| IPAS/ 3/2024 |
| Supply and maintenance of office furniture & fittings in Kampala |
| IPAS/4/2024 |
| Provision of Hotel accommodation, catering, and conferencing services in Kampala, Busia, Mukono, Wakiso, Arua, Yumbe, Gulu, Iganga, Jinja, Kamuli, Mpigi, Tororo, and Mbale. |
| IPAS/5/2024 |
| Supply and delivery of Gynecological medical equipment and instruments |
| IPAS/6/2024 |
| Supply of Computers, Notebooks, Laptops, Tablets, Servers, UPS, Printers, Scanners, Software, Accessories, and other related ICT/ Electronic Items |
| IPAS/7/2024 |
| Supply of Drugs and Non-Pharmaceutical commodities |
| IPAS/8/2024 |
| Provision of Translation Services in EU Official Languages |
| IPAS/9/2024 |
| Provision of Courier Services |
| IPAS/10/2024 |
| Provision of Videography and Rapporteur Services. |
| IPAS/11/2024 |
| Construction and renovations and BOQ development in Kampala, Busia, Mukono, Wakiso, Arua, Yumbe, Gulu, Iganga, Jinja, Kamuli, Mpigi, Tororo, and Mbale. |
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 Ipas Africa Alliance Office so that they may be pre-qualified for submission of quotations. Prospective suppliers are required to supply mandatory information for pre-qualification. Ipas Africa Alliance will only register suppliers who meet the required criteria as spelt out in this document.
Existing Suppliers who wish to be considered for the Ipas Africa Alliance list of Suppliers are also required to submit their application for pre-qualification 2024/2025. The suppliers are required to submit pre-qualification requests per category on separate emails.
Verification and Notification of Prequalification
Ipas Africa Alliance shall have the right to visit the suppliers’ premises to verify the information provided in the document and ascertain as part of the prequalification process, that the supplier indeed has the capability to provide the stated goods and or service. ONLY successful bidders shall be notified formally of the outcome after completion of the prequalification process.
PREQUALIFICATION DATA INSTRUCTIONS Prequalification data forms
The attached questionnaire forms PQ-1, PQ-2, PQ-3, PQ-4, PQ-5, and PQ-6 are to be completed by prospective suppliers/service providers who wish to be prequalified for Specified Category. The prequalified application forms which are not filled out completely and submitted in the prescribed manner will not be considered.
Qualification
It is understood and agreed that the prequalification data on prospective suppliers/service providers is to be used by Ipas Africa Alliance 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 Prospective supplier/service provider will not be considered qualified unless in the judgment of Ipas Africa Alliance 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.
Essential Criteria for Prequalification
- Experience: Prospective supplier/service provider shall have at least three (3) years’ experiences 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 or wholesaler supplier to be considered for pre-qualification.
- Past Experience: List of reputable organizations that the supplier has dealt with before should be clearly provided with contacts of persons in those respective organizations.
- Financial Condition: The Supplier’s financial condition will be determined by latest financial statement submitted with the prequalification documents as well as proof of financial capability regarding suppliers’ credit position. Potential suppliers will be pre-qualified on the satisfactory information given. For the purpose of this pre-qualification, only financial statement which are satisfied by the bank for financial year ends between July 2020 and 30th June 2022 shall be admissible.
- Sworn Statement: Application must include a sworn statement Form PQ-6 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.
- Professional Indemnity Insurance: Those offering professional services MUST attach their professional indemnity insurance.
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 to the prequalification document.
Proof of Tax compliance
The firm must show proof that it has paid all its statutory obligations and have a valid and current Tax Compliance Certificate and a VAT certificate from the Uganda Revenue Authority. Tax compliance must be valid as verification of its validity shall be independently done by Ipas Africa Alliance.
Prequalification Criteria
Required Information Form Type
Registration Documentation PQ-1
Prequalification Data PQ-2
Financial Position PQ-3
Confidential Questionnaire PQ-4
Past Experience with Recommendation letters PQ-5
Sworn Statement PQ-6
FORM PQ 1: REGISTRATION DOCUMENTS
All firms must provide copies of the following: –
- Certificate of Registration or Incorporation
- VAT Registration Certificate
- Valid Tax Compliance Certificate ((TCC3) from Uganda Revenue Authority
- PIN Certificate
- Current Trade License
- List of Directors
- Updated/current practicing certificate for Technical jobs where applicable
NOTE: All these are mandatory and failure to attach any of them as applicable will lead to an automatic disqualification. Expired documents are deemed NOT ATTACHED