MINISTRY OF HEALTH

PROVINCIAL HEALTH OFFICE – WESTERN PROVINCE

REQUEST FOR QUOTATION

FINANCIER: Western Provincial Health Office Under the Centres for Diseases Control And Prevention (CDC) CoAg Project

PROJECT NUMBER: CDC- RFA-GH2043

Date: 7th February 2023

WPHO-CDC/FIN/01/2023– PROVISION OF EXTERNAL AUDIT SERVICES FOR WESTERN PROVINCIAL HEALTH OFFICE (WPHO) – CENTERS FOR DISEASE CONTROL AND PREVENTION (CDC) COOPERATIVE AGREEMENT PROJECT FOR A THREE-YEAR PERIOD

1. Western Provincial Health Office is a Zambian government department which receives donor funds from the President’s Emergency Plan For AIDS Relief (PEPFAR) under the Centres for Disease Control and Prevention (CDC) through a Cooperative Agreement (CoAg) whose goal is to provide comprehensive and sustainable HIV/AIDS prevention, care, support, and treatment services.
2. The Western Provincial Health Office (WPHO) now invites competitive and sealed quotations/bids for the provision of external audit services for WPHO, Centres for Disease Control and Prevention (CDC) Cooperative Agreement (CoAg) for the period 2023 to 2025.
3. Requests for clarifications may be sent to the email: dearhys@gmail.com.
4. The Closing date of submission is FRIDAY 17th FEBRAURY, 2023 AT 10:00 Hours in the morning local time and will immediately be closed and opened.

Table 1: Schedule of Requirements

Item No.Description of ServicesPeriod01Provision of External Audit services for the project2023-2025INSTRUCTIONS TO BIDDERS

The Bidder must scrutinize carefully all instructions and conditions hereunder and shall be deemed to have done so and satisfied themselves when they submit their offer against this Request for Quotation.

Preliminary Requirements

The following documents/requirements will be considered at the preliminary evaluation stage. Evaluation will be conducted on a yes or no basis.

1. A copy of the compliant Company Registration Certificate/Certificate of Incorporation from PACRA.
2. A copy of a valid compliant Zambia Revenue Authority (ZRA) Tax Clearance Certificate.
3. Valid Social Security Contribution Compliance Certificate
4. Valid Certificate of Registration with Zambia Institute of Chartered Accountants
5. Duly Signed Quotation.
6. Bid validity of 30 days from date of tender closing.

None submission of the Preliminary requirements shall render the bidder non – responsive.

Technical Requirements

The bidder is requested to submit the following documentation:

1. a) Curriculum vitae of the Lead Partner, and for the Assistant to undertake the assignment.
2. b) Academic qualifications of key personnel to undertake the assignment.
3. c) ZICA membership certificate for individuals to undertake the assignment.
4. d) Submission of at least two (02) past experiences references in auditing related PEPFAR/CDC funded project.

Non submission of requirements above shall render the bidder non – responsive.

Commercial Evaluation

The commercial evaluation shall consider the following.

1. Payment terms; shall be by electronic funds transfer within thirty (30) days after delivery and acceptance of the goods, services and/ or works;
2. Proposal should be denominated in the Zambian Currency exclusive of VAT.
3. Delivery Period shall be started from the date of issuance of the VAT exempt Local Purchase Order and/or contract.
4. Submission of the audit report as per audit stage concluded SHALL be used to support claim for payment.

Financial Evaluation

1. The financial evaluation shall be done based on the fixed budget selection choice of procurement method.

BEST EVALUATED BID

The best evaluated bid shall be the bid which is substantially responsive after satisfying all the criteria set above with the most competitive price.

AWARD OF CONTRACT

Award of Contract shall be by issuance of a Local Purchase Order and/ or Contract.

CLOSING DATE

The quotations must be dropped at WESTERN PROVINCIAL HEALTH OFFICE Tender Box in sealed envelopes, clearly marked; PROVISION OF EXTERNAL AUDIT SERVICES FOR WPHO – CDC COAG PROJECT FOR A THREE YEARS PERIOD – 2023 TO 2025 addressed to the Procurement and Supplies Officer, WESTERN Provincial Health Office, Plot 4503, Independence Avenue, MONGU and must be sent not later than FRIDAY 17th February, 2023 AT 10:00 HOUR’S LOCAL TIME in the morning.

• Alternatively, electronic submissions shall be accepted. Therefore, signed bids/proposals and quotations can be emailed to the following emails: dearhys@gmail.com and copying: luckymuseta10@gmail.com; lchindungu@yahoo.com; and nambelaivwananji@gmail.com

WESTERN Provincial Health Office reserves the right to accept or reject any bid and to annul the bidding process and reject all Proposals at any time prior to contract award, without thereby incurring any liability to Bidders.

Haggai Silumbwe

Procurement and Supplies Officer –

Email:  dearhys@gmail.com

Cell:    0977607911

For/Provincial Health Director

WESTERN PROVINCIAL HEALTH OFFICE