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ANNEX III TERMS OF REFERENCES IT Equipment Maintenance Service for UNFPA-Rwanda Country Office

1. OBJECTIVE
The objective is to contract a qualified firm to cover the provision of IT maintenance services and related services hereafter. The maintenance service shall include but not limited to: General preventive maintenance (Every 3 months) Special Preventive maintenance (Every 2 months) Curative/corrective maintenance (periodic and upon request) 2. BACKGROUND UNFPA, the United Nations Population Fund, is an international development agency that promotes the right of every woman, man and child to enjoy a life of health and equal opportunity. UNFPA supports countries in using population data for policies and programs to reduce poverty and to ensure that every pregnancy is wanted, every birth is safe, every young person is free of HIV/AIDS, and every girl and woman is treated with dignity and respect.

3. SCOPE OF WORK
The maintenance is intended to be carried out on hardware equipments following specifications in the tender documents as reproduced verbatim below:

List of IT equipment to service:

No Equipment 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 Desktop computers Server computers Laptop computers Digital Sender HP 9200C Copier & Network Printer WorkCentre M123 Copier& Network Printer iR2025i Printer HP Color LaserJet 5500n Printer HP Color LaserJet 4550n Printer HP LaserJet 4100 Printer HP LaserJet 6 Printer HP OfficeJet all-in-one 5610 Printer HP LaserJet 1320 UPS APC smart UPS 500OVA UPS APC smart UPS 750/650 Projector SONY VPL-ES7

Qty 27 2 10 1 1 1 1 1 2 1 2 2 2 6 2

3.1 Tasks to be done on power related equipment Site power and earth continuity measurements Power supply to equipment consumption ratings Fix any hardware faulty 3.2 Tasks to be done on CPU, monitors, keyboards, mice and speakers Servicing of keyboards due to accumulated dust Checking and correcting character-to-key mapping for keyboards 2 -up time

Cleaning of floppy drive diskette bays and cleaning the heads of dust Cleaning CD-ROM drive bays and cleaning the heads of dust Checking integrity of hard disks and main boards Surface cleaning of all equipments Cleaning of mouse and track ball counter surface that eventually affects movement of mouse Fix any hardware faulty 3.3 Tasks to be done on printers Oiling of head guide and motor spindles Blowing out paper dust and other foreign bodies Servicing of corona wire and imaging drum for laser printers Cleaning of paper transport mechanism Surface cleaning of all equipments Fix any hardware faulty 3.4 Tasks to be done on servers Clean case, blow out dust, ensure proper seating and power connectivity Ensure cleanliness and orderliness of wiring closets and technical environments Clean tape drive Fix any hardware faulty 3.5 Billing Procedures: Billing procedures shall be in accordance with the following: a) Each invoice should be sent to the office through ordinary mail; b) Each invoice would clearly identify the preventative maintenance service level, which was completed; c) The UNFPA shall receive a monthly statement from the contractor. The statement shall identify all preventative maintenance service completed by equipment number and invoice number; d) The statement total must equal the sum of all of the invoices attached to the statement; e) All invoices will be certified by Operations Manager for services rendered based on the work request dully filled in by the contractor; 3

f) All invoices should display the equipment number of the IT equipment receiving service; 3.6 At any time the UNFPA Office can request that replaced parts be sent at the c expense to UNFPA for inspection;

4. DELIVERABLES
During the assignment, the overall outputs that are expected from the firm are the following: a) Provide UNFPA IT Equipment maintenance services periodically; b) UNFPA IT repair on request;

5. QUALIFICATIONS
5.1 5.1.1 5.1.2 5.1.3 5.1.4 The potential IT Equipment maintenance firm(s) must demonstrate the following qualifications and experience: Employees competent and experienced staff, as evidenced by their track record in their Curriculum Vitae; At least five (5) years experience in the field of IT Equipment maintenance services; A track record in serving international organizations, embassies and multinational corporations; list of corporate clients should be provided; Stock of spare parts.

6. REMUNERATION AND OTHER CONSIDERATIONS


The successful IT Equipment maintenance firm will start the services as soon as possible following the completion of the procurement process and contract agreement. 6.1 6.2 firm. 6.2.1 6.2.2 Defining an overall period of twelve (12) months with a possibility of extension for maximum three (3) years upon successful performance; Terms of Payment for the services will be monthly through Purchase Orders and upon submission of invoices to UNFPA 4 Submissions will be accepted from any IT Equipment Maintenance firm registered in Rwanda. The Successful Result of this Process will be a Long Term Agreement (LTA) for the selected

7. SUBMISSIONS
7.1 7.1.1 Qualified IT firms are invited to submit: A written proposal that provides details of the proposed approach and methodology. The proposal

should also indicate details of similar assignment and contract performed earlier in the field of IT Maintenance services and level of effort made to the assignment;

7.1.2
7.1.3 7.2

Profile of the firm and CVs of staff;


Other information which demonstrates your qualifications for this specific assignment; The Lump-Sum Fee which you propose for the contract should indicate the breakdown of all costs. This Fee should be inclusive of ALL considerations. Please see ANNEX IV and ANNEX V of this RFP.

7.3

The Submissions should be made in two separate envelopes or attachments (if submitted via email) for Technical Offer and Financial Offer (Indicating; DO NOT OPEN IN ADVANCE). Offers that are not submitted separately will be deemed as disqualified and will not be assessed further

7.4

Please note that Submissions by E-mail WILL BE ACCEPTED (see ANNEX I)

8 8.1 8.1.1 a) b) c)

SELECTION PROCESS
Submissions will be evaluated in consideration of the Evaluation Criteria as stated below: Evaluation Criteria (Total of 100 points); Profile of the firm [Maximum 20 points]; Minimum five (5) years work experience in the business of IT maintenance services [Maximum 25 points];

points]; d) Experience in serving international organizations, embassies and multinational corporations; list of corporate clients should be provided [Maximum 15 Points]; e) Proposed work plan, approach and methodology [Maximum15 points]; 5

8.1.2 8.2 8.3

In order to qualify for further consideration the firm must accomplish a minimum score of 70 points. The Basis of Award will be to the Firm who qualifies for further consideration and propose the lowest total Lump-Sum Fee. This Opportunity is open to female and male entrepreneurs. Applications from female entrepreneurs are encouraged.

9. REQUIREMENTS Currency of Bid: All bids to be in local Currency (RWF) only Language: English and / or French
Your quotation should be prepared based on this RFQ document as well as following Annexes (attached to this RFQ): Annex I Instructions to Offerors, Annex II General conditions for Services, Annex III Terms of reference, Annex IV Quotation Submission Format, Annex V Price Schedule. Envelope should be marked Proposal for IT Equipment Maintenance Service for UNFPA-Rwanda Country Office Submissions should be made to: UNFPA Rwanda Country Office, Aurore Building,

Umuganda Avenue, Kacyiru, Kigali, Rwanda Email address for enquiries related to the RFQ: kaitare@unfpa.org

Benson MORAH Officer in Charge (OIC)