Request for Proposal
ZNCB/RFP/P&F/21/2022: TENDER FOR SUPPLY AND DELIVERY OF 50No. NOTE COUNTING MACHINES TO ZAMBIA NATIONAL COMMERCIAL BANK PLC.

The return date for responses against this RFP is 1st July, 2022 at 15:00PM.
Delivered in the requested manner and to the address advised.
Late responses will not be considered.

 	

	
Date 9th June, 2022

 

Dear Sir,

TITLE: TENDER FOR SUPPLY AND DELIVERY OF 50No. NOTE COUNTING MACHINES TO ZAMBIA NATIONAL COMMERCIAL BANK PLC

Ref: ZNCB/RFP/P&F/21/2022, Return by 1st July, 2022

You are invited to submit your proposal against the requirements detailed in the Request for Proposal (RFP) attached. The information contained within this invitation shall be treated as “Commercial in Confidence” and shall also be subject to the terms of any related Non-Disclosure Agreement signed by the parties.

Part 1 of the RFP gives you information about Zanaco.  Part 2 is for you to answer and provide details as requested to support your proposal

Proposers are requested to provide 1 original and 3 copies of their proposal all in paper format.  Submissions to this RFP must be returned by the time stated.  Late submissions will not be considered by Zanaco.

Your RFP must be valid for 4 months from the return date.

Queries

All queries should only be directed to the undersigned. We look forward to your responses soon.

Yours faithfully

Francine M. Chisala
Head Procurement

Part 1	ZANACO Profile 	

1.	Introduction

1.1	Procurement Policy on Bribery and Corruption

Zambia National Commercial Bank strictly adheres to professional work ethics and emphasizes zero tolerance to Bribery and any forms of corruption. It is our policy that suppliers involved in offering bribery will be terminated and be excluded from any potential engagement opportunity. 

1.2	Executive Summary of Project

This RFP is an invitation to prospective proponents to submit proposals for the Supply and Delivery of 50No. note counting machines to Zambia National Commercial Bank Head Office. The successful company should be able to manage and meet the requirements for this activity.

The purpose of this RFP is to seek information from potential Bidder’s with an intention to establish an agreement between the Company and the successful Bidder. The Contract that follows this process shall bind the Company and the successful Bidder to perform in a specific way for an agreed duration to be agreed in the Contract in an event of the formation of the same.

2.	Terms Governing This RFP

2.1	Recipients of this RFP are required to read all the information supplied and have a clear understanding of ZANACO’s requirements. Further information can be made available by contacting nominated persons in Section 4.  

2.2	It is a condition of this RFP that all mandatory requirements (indicated in the body of text by the word “must” or expressed or implied accordingly) are met in full.  Responses and proposals that do not conform to mandatory requirements will be deemed to be made on the basis that conformance is implied by the proposer. The contents of proposals must be submitted in the same order as that specified in this RFP.

2.3	Timeline to be observed for this RFP:

Milestones	Due Date	
RFP issued by ZANACO	Tuesday, 9th June, 2022	
Supplier acknowledgement to bid	NA.	
Pre-Bid Meeting 	15th June, 2022	
RFP questions received by ZANACO in writing	10 Days before closing	
RFP questions responded by ZANACO	5 Days before closing	
RFP response due 	Friday 1st July, 2022 at 15:00hours local time 	

2.4	All bids shall be submitted by providing one original and three copies of their proposal and will be deposited in the Tender Box, on the 4th floor of Zambia National Commercial bank, Head Office Building and should be addressed to:

The Secretary - Management Tender Committee
Zambia National Commercial Bank
Head Office Building, 
Cairo Road Lusaka, Zambia.
2.5	ZANACO reserves the right, without giving reasons, not to accept the lowest or any Proposal.  

2.6	ZANACO will not accept responsibility for any costs incurred in the formulation of proposal/s or any costs associated with, the requested proposals.

2.7	ZANACO shall deduct Withholding Tax from payments to suppliers to account for that tax to the local tax authorities. Any agreement with the supplier shall be subject to ZANACO being entitled to make these deductions so that ZANACO will not bear an unnecessary additional cost. Suppliers can usually claim a credit against their tax liabilities in respect of Withholding Tax deducted by ZANACO.

2.8	For the avoidance of doubt, this RFP does not constitute an offer by ZANACO and no contract shall be made by ZANACO pursuant to this RFP until agreement(s) between ZANACO and the successful supplier(s) is/are made in writing duly signed by both parties’ authorized signatories.

3.	ZANACO Terms and Conditions

Attached is a copy of the terms and conditions on which any ensuing Contract will be based. It is the Bidders responsibility to familiarize himself with this document and bring forward to the Company any concerns they may have.

                  

4.	Supplier Actions Required for this RFP

4.1	Read Part 2 carefully which contains the following sections and complete them fully & clearly:

A.	Supplier Declaration
B.	Supplier Information Questionnaire
C.	ZANACO Statement of Requirements & Supplier Response

4.2	Sign declaration (A) above indicating your compliance and acceptance of the terms of this RFP
4.3	Provide your responses to (B) and (C) under the headings in this RFP. They must be precise and concise without unnecessary marketing/advertising materials.  If there is any other information which, it is felt should be included because of its relevance to the proposal please feel free to do so but this must be separate from the required structured response.

4.4	Addenda Notices: The Company may issue Addenda notices to the Bid Documents to advise of any changes and clarifications thereto or to respond to queries from Bidder’s or for any other reason that the Company deems necessary. Addenda Notices will be numbered and the Bidder shall acknowledge their receipt via email and their inclusion in its Bid.

The Company may issue additional information for reasons that the Company deems necessary at any time for Bid submission as nominated in the Invitation to Bid or subsequent Addendum. Such information shall be included in the Contract award.

The Company shall use its sole discretion to make any changes to the date of Bid closing from that advised in the Bid schedule which may result from an addendum. 

4.5	Any request for clarification must be sent in writing to the undersigned or emailed to: procurement@zanaco.co.zm ZANACO reserves the right to distribute answers to questions to other suppliers who may not have asked that question but where ZANACO feels that the answer corrects a mistake, adds clarity or removes ambiguity from the original RFP.

4.6	Authorized representatives of the firm shall initial every page of the RFP and No further questions will be taken or meetings held with regard to this RFP until after the receipt of proposal/s, unless otherwise advised by ZANACO.

4.7	Prices may be in form of per image cost. Please ensure the declaration is a computation of total cost per annum based on your image rates.

4.8	Confidentiality: The subject matter of the information provided or gained in relation to this Request for Bid may contain valuable property rights of the Company.  This information is to be treated in strict confidence by the Bidder and its employees and shall not be used except for the specific purpose of preparing and submitting a Bid. Upon receiving notice, unsuccessful Bidders shall return such information to the Company whose property it shall remain.

4.9	Submit response to ZANACO in line with the milestone dates stated in 2.3.  All responses and correspondence relating to this RFP should be addressed to:

Prepared by:
Procurement Unit
Zambia National Commercial Bank
Lusaka 
Zambia
Email: Procurement@zanaco.co.zm

Part 2	Supplier Responses to this RFP 	

A.	Supplier Declaration

To:

	
The Head Procurement,
Zambia National Commercial Bank
Lusaka, 
Zambia.  

Dear Sir,

PROJECT TITLE: ZNCB/RFP/P&F/21/2022: TENDER FOR SUPPLY AND DELIVERY OF 50No. NOTE COUNTING MACHINES TO ZAMBIA NATIONAL COMMERCIAL BANK HEAD OFFICE.

We have read and have examined this Request for Proposal (RFP) document, Technical Requirements, Specifications, Guidance Notes and the terms and conditions issued with this Proposal.  We offer completion of the works required against this RFP for the total price per annum of:
……………………………………………………………………………………………………………………………………………………………………………………………. excluding VAT or any other similar tax (in words).

This price is further broken down into individual components as requested in this RFP.

This declaration confirms that this Proposal is tendered as a bona fide competitive offer to ZANACO, and the information provided in the Supplier Information Questionnaire and Supplier Response to ZANACO Statement of Requirements are fully correct and complete.  

We, the undersigned further agree that if our offer in these documents is accepted by Zambia National Commercial Bank, the resulting contract, if any, shall be based on the ZANACO Standard Terms and Conditions issued with this RFP (subject to any permitted variations attached to this RFP).

Signature:		Date:		
Name:		
Job Title : 	(Must  be at  least Director level)	
For and on behalf of:		
Address:		
		
Email:		Tel:		

B.	Supplier Information Questionnaire

1.	Organization Profile

1.1	Registration & Accreditation	Compliance Statement (Y/N)	
Country of Registration & Registration Number (if relevant)

Business address

VAT (Value Added Tax) Registration Number

Submit Certificate of incorporation

Submit Tax Clearance Certificate

Submit Paccra Print Out

Attach three Reference Letters where similar works have been provided

Letter Confirming Banking Details

Letter confirming email address where Purchase Orders and queries will be sent to.

2.	Ownership & Financial Background 

2.1	Financial-Related Information	Compliance Statement (Y/N)	
Current annual reports or audited financial statements ((Unless previously provided within the last one year, Last 3 years’ accounts must be attached here))
		
Last interim report (if available)   

3.	Track Record & Reference

3.1	Industry Experience	Compliance Statement (Y/N)	
How many existing clients you have and what countries are involved? Name your key clients.

	N/A	
Major deals undertaken in the past 3 years

Details of any cancelled deals in the past 

Does your organization have a banking relationship with ZANACO?  If so, please describe the size of the relationship.		
3.2	Client Reference (Please provide at least 3 clients for deals similar in nature to this RFP)		
Names of companies which can provide reference to ZANACO				
Names & job titles of contact person				
Contact details (email address, address, office number)				
C.	Statement of Requirements & Supplier Response

ZNCB/RFP/P&F/21/2022: SUPPLY AND DELIVERY OF 50No. NOTE COUNTING MACHINES TO ZAMBIA NATIONAL COMMERCIAL BANK PLC.
Zambia National Commercial Bank (Zanaco) Plc intends to engage a vendor for the supply and delivery of note counting machines and now invites firms to submit proposals.
Part A.
	NOTE COUNTING SPECIFICATIONS	
		
No	Description	Features 	
1	Model 	 	
2	Dimension	306mm x 341mm x 340mm	
3	Weight 	Approx 13 kgs	
4	Hopper capacity 	500 Notes 	
5	Stacker Capacity 	200 Notes 	
6	Reject Capacity 	100 Notes 	
7	Counting speed	1,500 Notes /Min ( Piece Notes)1,200 Notes /Min ( Value Authentication ) 1,200 (Serial Number /Fitness)  	
8	Operation	Mixed Value Count (Auto Recognition 20 Currencies) Denomination/Face/Orientation sort	
9	Sensor System	Real Time OCR Serial Number reading 	
10	External Connection 	Dual CIS/UV/MG /IR/Ultrsasonic	
11	operation System	LAN USB 	
12	Dsiplay 	Linux/	
13	Options	 	

Part B.
No.	Description	Quantity	Maintenance Cost for 2 Years.	
1	Maintenance, repair and servicing of the proposed note counting machines.	50	ZMW	

Submissions clearly marked, “ZNCB/RFP/P&F/21/2022: SUPPLY AND DELIVERY OF 50No. NOTE COUNTING MACHINES TO ZAMBIA NATIONAL COMMERCIAL BANK PLC.”   addressed to the Head – Supply Chain Management, must be deposited in the tender box on the 4th floor, Zanaco Head Office, Cairo Road on or before 1st July, 2022 at 15:00 hours local time.
Any submission received after the time and date stipulated above will not be accepted. 
A physical pre-bid meeting will be held on 15th June, 2022 at 15:00hrs CAT, on the 4th Floor at Zanaco Head Office.
THE SECRETARY
MANAGEMENT TENDER COMMITTEE

D.	Evaluation Criteria
Qualification Criteria for award of contract
Award will be based on the requirements below, Preliminary Technical and Financial requirements/Commercials.
(i)	Preliminary requirements 
No.	Requirement	Response (Yes/No)	
1	120 days Bid Validity Period.		
2	Bid /Supplier declaration /Submission form		
3	Bid Securing form		
4	Company Registration or Incorporation Certificate		
5	Valid ZRA Tax clearance certificate		
6	Latest Pacra document Printout		
Note; Failure to being compliant may lead to disqualification.
(ii)	Technical requirements
Compliance table.
No	Description	Features	Yes/No	
1	Model			
	Dimension	306mm x 341mm x 340mm		
	Weight	Approx 13 kgs		
	Hopper capacity	500 Notes		
	Stacker Capacity	200 Notes		
	Reject Capacity	100 Notes		
	Counting speed	1,500 Notes /Min ( Piece Notes)1,200 Notes /Min ( Value Authentication ) 1,200 (Serial Number /Fitness)		
	Operation	Mixed Value Count (Auto Recognition 20 Currencies) Denomination/Face/Orientation sort		
	Sensor System	Real Time OCR Serial Number reading		
	External Connection	Dual CIS/UV/MG /IR/Ultrsasonic		
	operation System	LAN USB		
	Dsiplay	Linux/		
	Options			
2	Manufacturer or distributors authorization letter.
Attach manufacturer or distributors authorization letter.		
4	Letters of Reference: 
Reference letters from satisfied clients 
•	At least Two (2) reference letters from satisfied companies 
NB: The reference letters MUST have the following: 
1. Must be authorized and signed from any personnel in management from the satisfied client.
2. Must be on the satisfied company’s headed letter with contact details
3. The letter must indicate that the bidder successfully dealt in the supply of note counting machines or similar type of machines relating to cash.		
3	Compliance		
Note; only vendors that are compliant at this stage will be able to proceed for commercial evaluation.
(iii)	Commercials
The price schedule shall contain full details but not limited to the following:
a.	Compliance to the ZANACO Requirements;
b.	The cost including VAT;
c.	Payment will be made within 30 days after delivery.
d.	Estimated delivery period
e.	Bid validity period of 120 days.
f.	1 Year warranty.

E.	BID SECURING DECLARATION

Bid-Securing Declaration

[The Bidder shall fill in this Form in accordance with the instructions indicated.]

Date: [date (as day, month and year)]
Bid No.: [number of bidding process]
Alternative No.: [identification No if this is a Bid for an alternative]
To: [Zambia National Commercial Bank Plc]
We, the undersigned, declare that: 
We understand that, according to your conditions, bids must be supported by a Bid-Securing Declaration.
We accept that we will automatically be suspended from being eligible for bidding in any contract with the Procuring Entity for the period of time of [1 year] starting on [the date of default], if we are in breach of our obligation(s) under the bid conditions, because we:
(a) 	have withdrawn our Bid during the period of bid validity specified in the Form of Bid; or
(b) 	having been notified of the acceptance of our Bid by the Procuring Entity during the period of bid validity, (i) fail or refuse to execute the Contract; or (ii) fail or refuse to furnish the Performance Security, if required, in accordance with the ITB.
We understand this Bid Securing Declaration shall expire if we are not the successful Bidder, upon the earlier of (i) our receipt of your notification to us of the name of the successful Bidder; or (ii) twenty-eight days after the expiration of our Bid.
Signed: [signature of person whose name and capacity are shown] In the capacity of [legal capacity of person signing the Bid Securing Declaration]
Name: [complete name of person signing the Bid Securing Declaration]	
Duly authorized to sign the bid for and on behalf of: [complete name of Bidder]
Dated on ____________ day of __________________, _______ [date of signing]
Corporate Seal (where appropriate)
[Note: In case of a Joint Venture, the Bid Securing Declaration must be in the name of all partners to the Joint Venture that submits the bid.]