REQUEST FOR PROPOSAL

INTRODUCTION
The Integrated Health Program (IHP) - Nigeria is a USAID/Nigeria funded five-year flagship
project which started in 2018 and is aimed at strengthening the health systems for
improved access to and quality of PHC services in supported States in Nigeria.

IHP will cover seven intervention areas: Health Systems Strengthening; Maternal Health;
New-born Health; Child Health; Reproductive Health/Family Planning; Nutrition, and
Malaria. The Abuja Central Office hereby requests qualified organizations to submit
proposals for the services specified in Section B (List of Required Services) below.

LIST OF REQUIRED SERVICES

Lot No DESCRIPTION Location
1 Provision of janitorial services Bauchi, Kebbi and Sokoto

2 Generator maintenance Bauchi, Kebbi and Sokoto

3 Facility management services Bauchi, Kebbi and Sokoto
4 Security (guard services) Bauchi, Kebbi and Sokoto
5 Supply of office consumables Abuja, Bauchi, Kebbi and Sokoto
6 Car Hire Abuja, Bauchi, Kebbi and Sokoto
7 Courier Abuja, Bauchi, Kebbi and Sokoto
8 Repair of computers, printers Abuja, Bauchi, Kebbi and Sokoto
9 Supply of Generator Abuja, Bauchi, Kebbi and Sokoto
10 Repair & Servicing of Ford and Toyota vehicles Abuja, Bauchi, Kebbi and Sokoto
1: Janitorial Services
Scope of Work: The successful bidder will provide cleaning and gardening services to IHP as follows:

1. General cleaning of all offices

2. Dusting and cleaning of all furniture
3. Emptying and cleaning of all dustbins and shredders
4. General cleaning of all glass doors and windows
5. General cleaning of all electrical gadgets, partitions, and wooden doors
6. Washing of all hard floors, ,corridors and stairways
7. General cleaning and disinfecting of all toilets
8. General cleaning and removal of all cobwebs from all ceilings and corridors
9. Daily gardening (cleaning of the car park, mowing of all the lawns, raking of the garden, pruning of
shrubs and hedges, weeding and watering of the garden)
10. Weekly, monthly, and quarterly general cleaning.

This service will be provided in Bauchi, Birnin Kebbi and Sokoto.

The personnel requirement for this service is summarized as follows:

S/N Personnel Number Required

Bauchi Kebbi Sokoto
1 Supervisor 1 1 1
2 Cleaners/Gardener 3 2 2
 The successful vendor may be required to supply the toiletries and cleaning consumables such as soap,
brooms, mopping sticks, mopping buckets, etc.

2. Generator Maintenance Services/Supplies

Scope of Work: The successful bidder will provide generator maintenance services to IHP as follows:

1. Promptly attend to fault calls/emergency within an hour, seven days a week

2. Carry out monthly inspection/checks of generators
3. Maintenance servicing shall be carried out after every 200 running hours of the generator.
4. The basic services shall comprise engine and alternator services, changing of lubrication oil, replacement of
fuel/oil filters and check on the equipment for voltage and speed (both on and off load). Radiator flushing and
chemicals treatment, replacement of water/air filters and replacement of fan belt where applicable.
5. Ensure that the generators are kept clean at all times and it shall be for six services or one year (12 months)
whichever comes first.
6. Service Breakdown:

First Service Second Service Third Service Fourth Service Fifth Service Sixth Service
Oil filter Oil filter Oil filter Oil filter Oil filter Oil filter
Engine Oil Engine Oil Engine Oil Engine Oil Engine Oil Engine Oil
Fuel filter Fuel filter Fuel filter Fuel filter Fuel filter Fuel filter
General General General General General General
Service Service Service Service Service Service
Air Filter Air Filter

Below is the list of the generators to be covered under this contract, and their locations:

NO. CAPACITY OFFICE MAKE Remark

1 65 KVA Bauchi State PERKINS This may include additional 3number 12KVA Diesel
2 37 KVA Bauchi State PERKINS Generators
3 100 KVA Kebbi State PERKINS This may include additional 3number 12KVA Diesel
4 65 KVA Kebbi State PERKINS Generators
5 100 KVA Sokoto State PERKINS This may include additional 3number 12KVA Diesel
6 65 KVA Sokoto State PERKINS Generators

IHP may exercise the option of assigning different vendors to different locations (states or combination of
states)

3 Facility Management Services

Scope of Work: The contractor will provide qualified and skilled personnel with exposure and experience in
the maintenance and servicing of building (offices) including electrical, civil, mechanical, ventilation/air-
conditioning, carpentry, painting, renovation, sewage, borehole and water engineering

The contractor will ensure the smooth and effective running of all building services in all the locations,
including the power, water, plumbing and air-conditioning systems, as well as the integrity of the building
fabric (doors, locks, internal and external lighting, etc.) This will include, but not limited to the following duties:

1. Provision of 24 hours, 7 days, emergency call service for all emergency maintenance/repairs at all
locations
 2. Daily checking of power supply, lighting, air-conditioning, water supply, services/repairs and
replacement of outlets and parts in offices & residences.
3. Delivery of diesel to fill the diesel tanks of the generators in the residences may be required.
4. Quarterly cleaning and servicing of all Air Conditioners
5. Repairs and replacement as necessary to all carpentry, glazing, electrical, power supply, air-
conditioning, plumbing, sanitary service and fittings at all locations

The contractor will render this service at the IHP State Offices (3), which may increase to five

The personnel requirement for this service is as shown below:

S/N Personnel Requirement Number

Required
1 Supervisor 1
2 Electrician 1
3 Plumber 1
4 AC/Refrigerator Technician 1
5 Carpenter 1
These are not required to be resident but on call to IHP as and when needed in the locations listed.

4. Security Services (Unarmed).

The service provider will provide 24-hour unarmed security guard services to IHP Office locations in Bauchi,
Kebbi and Sokoto to secure the office and project assets against theft, damage or destruction. The provider
should develop a comprehensive cost and performance proposal for meeting IHP security guard needs;

Description Bauchi Kebbi Sokoto Remark

1 Supervisor 1 1 1
2 Guards - Day 2 2 2
3 Guard - Night 3 3 2
4 Relief 1 1 1
Total 7 7 6

The evaluation criteria shall include the following:

• Experience and depth of organization

• Demonstrated successful experience in implementing services similar to those requested in
this EOI
• Ability to meet the contractual requirements set forth in this EOI and Service Agreement.
• Ability to meet all requested specifications
• Provisions of other value-added services
• Process improvement/cost savings ideas presented by supplier
• Licensing
• Membership in industry related professional organizations
• Safety record
• Employee Training
• Life and health Insurance for staff and
• Insurance
• References
• The proposal’s completeness, thoroughness, accuracy, compliance with instructions,
timeliness, and the organization and conciseness of the text materials
5. Supply of Office Stationery and other consumables.
Scope of work. This approved vendor will supply:

(a) different categories of office stationery, such as paper, file jackets, other writing materials.
(b) Office confectionery such as tea, coffee, milk, sugar, tissue paper, serviettes, etc.

6. Car Hire Services. (Bauchi, Kebbi and Sokoto).

• The service provider will supply a chauffeur driven car for use of IHP staff and Consultants in the
states.
• The vehicles must not be older than 2010 models, comprehensively insured and in very good working
condition.
• The driver should have a valid license, should have completed security and defensive driving training
in the last two years (evidence of such training should be attached)..
• The vendor should also show evidence of previous successful jobs with international organizations
or Projects funded by international donors.

7. Provision of Courier Services

Scope of Work: The courier company will provide regular mail and bulk mails delivery services (national &
international) to IHP

1. Appointed service provider will be expected to assist with the delivery/distribution of regular and
bulk mail on a weekly or monthly basis to different stakeholders, institutions, and individuals.
2. Collect and deliver all regular/bulk mail from IHP designated locations. The authorized representative
of courier services will be required to furnish receipts of parcels and documents on completion of
the job.
3. The service provider will ensure that all parcels/documents are delivered to the intended
recipient(s).
4. Upon prompt and correct delivery, the service provider will ensure that the intended recipient clearly
indicates his/her full names, signature and telephone number on the delivery note.
5. The courier service provider will furnish proof of delivery on all types of mails to IHP with the required
level of detail on a monthly basis.
6. Undelivered mails must be returned to IHP within a week of returned delivery.

8.Repair of computers & Printer.

Services Required:
Regular servicing of the hardware equipment on a bi-annual basis

(Preventive Maintenance frequency) Thorough cleanup of all the equipment serviceable parts with complete
detailed exterior cleaning.

Thorough inspection and lubrication of the machine gears.

repairing of failed machines including fixing the faulty parts.

Filing of a detailed status report on all the equipment serviced to include their operational status, durability
after every service.
 The response time to be expected and handling of warranty issues

Thorough blowing and clean out of the computer fans and power supplies.

And performing the general surface cleaning.

After cleaning all PCs should be reconnected, tested and left powered on at the login prompt.

Keyboard, mouse and monitor

Monitor and Keyboard will be serviced due to accumulated dust within the contacts, surfaces and
foreign bodies.

Mouse will be cleaned surface and inside the trackball counter such that it has smooth and easy
motion of pointer (cursor).

Blowing of carbon contents in the monitor and general surface cleaning.

Checking for keyboard character matching with no foreign bodies to interrupt the delicate
membrane reconciliation.

Printer Servicing and Maintenance

Servicing of the imaging drum (laser print) and corona wires

Servicing the printers transport mechanism in relation to paper transportation.

Simpler lubrication of spindles and head guiders.

Thorough cleanup of all the printer serviceable parts with complete detailed exterior cleaning.

Thorough inspection and lubrication of the machine gears.

Repairing of failed printers including fixing the faulty parts.

Filing of a status report on the printers to include their operational status and durability after every
service

Uninterruptable Power Supply (UPS)

Servicing of the UPS and checking for the battery levels. UPS beyond the servicing requirements should be
taken for repair.

9. Supply of Generator
No longer required
 10. Vehicle and Equipment Maintenance

It is requested that you submit a plan and cost breakdown to provide overflow vehicle maintenance
for the routine preventive maintenance as well as mechanical repair for the IHP’s vehicle fleet in
Abuja, Bauchi, Kebbi & Sokoto state office .

IHP requests the vendor to demonstrate the ability to provide routine preventive maintenance
(PM) and repair services when called upon. These services may include but are not limited to the
following:

Manufacturer recommended standard preventative maintenance services and safety inspection;

• Tires, brakes, air pressure, mirrors wipers, air filters, ect.

• Check, inflate, and rotate tires to proper pressure and condition

• Check all exterior lights

• Change the vehicle’s oil and filter with manufacturer required motor oil & filter

• Inspect shocks, front and rear, steering and suspension

• Inspect the wiper blades and replace, if needed

• Check and fill all fluids, if needed

• Check & fill brake fluid

• Check & fill transmission / transaxle fluid

• Check & fill differential and coolant fluid

• Check & fill power steering fluid

• Check & fill windshield wash fluid

• Check & fill battery water

• Lubricate all grease fittings (if needed)

May include enhanced preventative maintenance; (As recommended for 15K,

20K and 30K mileage intervals)

Transmission service and all accessible fuel filters changed

Minor tune-up Replace

PVC valve Replace fuel
filter Wheel alignment

Other services may include:

Annually Smog program to test and certify all vehicles for California smog program

Speedometer calibration and repair

Transmission, engines, and rear end repair or replacement

Suspension, alignment and exhaust work

Air condition or heater core repair or replacement Annually opacity test

for all diesel engines for air quality Windshield and window repair or
replacement

All major repair to Fire equipment and apparatus

(Proposal should include an estimate for any additional activities)

A. SELECTION CRITERIA (Skills, Abilities, and Qualifications)

1. Detailed Company Profile with registered address, functional email, telephone numbers and point of
contact for the organization.
2. Evidence of company registration with the Corporate Affairs Commission, including form CAC7 & CAC2
3. Tax Clearance Certificate for 2015, 2016, and 2017
4. Evidence of possession of experience in similar jobs.
5. Bidders must describe in sufficient detail at least a project similar in size, scope, and complexity (recently
completed or in progress) carried out in the last five (3) years.
6. At a minimum, bidders must furnish the following information for each project cited:

- A brief description of the project, inclusive of the activities/function performed and an explanation
of how this experience is relevant to the scope of this RFP
- The reference document for the award, value of the contract at the time of award, and period of
performance
- The name, physical address, telephone number and contact e-mail address of the client
7. Evidence of strong network across Nigeria (Lot 3). Bidders must provide the addresses, telephone
numbers and names of contact persons in the states where they have offices.
8. NIPOST registration (Lot 7)
9. Resumes/CVs of key technical staff, with copies of professional certification with relevant bodies.
10. Evidence of registration with relevant professional bodies or institutions of practice.
11. Recommendation letter from an organization attesting to Satisfactory Performance in previous projects
12. Evidence of type of insurance policy cover (Lot 4 and 7)
13. List of the types and number vehicles available in the bidder’s fleet (Lot 7); this could be verified prior to
award.
14. Evidence of standby generators to replace any faulty generator (Lot 2); this could be verified prior to
award.
15. Approved price list for Perkins Engine spare parts (Lot 2)
16. Other criteria for Lot 3:
a. Insurance cover for activities.
b. Technical maintenance log books (samples).
c. Zone of tolerance for each of the services area including plumbing, carpentry, electrical and
air-conditioning.
17. Evidence of financial capability.

D. SUBMISSION OF PROPOSALS
Bidders are requested to submit technical and financial bids in separate envelopes, clearly indicating the lot number
on the envelopes. All financial bids must be in Naira (NGN) and signed by authorized representative of the bidding
company.

Submission should be addressed to:

Procurement
USAID Integrated Health Program (IHP)
Palladium Group Int. LLC
20 Port Harcourt Crescent, Garki Area 11,
Abuja.

All documents required by this RFP must be received at the above designated location NOT LATER THAN
5:00PM (Nigeria Time) March 8, 2019 in a sealed envelope.

Notes.
1. Issuance of this EOI in no way constitutes a commitment by IHP to award a contract.
2. IHP reserves the right to vary any part of this RFP at the time of award if it becomes necessary.
3. IHP is Value added Tax (VAT) exempted, but charges Withholding Tax (WTH) in compliance with Relevant
Nigerian laws.
4. IHP designee will answer any questions in relation to this RFP; hence any request for clarification should be
addressed to

The Procurement Function

USAID IHP, Palladium Group,
20 Port Harcourt Crescent, Garki Area 11, Abuja.
Ihp-procurements@ihp-nigeria.com