Dear Prospective Supplier
Request for the Provision of Printing and Binding services
Evidence Action is seeking qualified and reputable service providers to deliver professional printing and binding services in support of its programmatic and administrative activities in Cameroon.
You are hereby invited to submit a tender for the Provision of Printing and Binding Services for Evidence Action Cameroon, with its main office located in Yaoundé.
By participating in this Invitation to Tender (ITT), you confirm your acceptance to be bound by the guidelines governing the pre-contract tender process as outlined in this letter and its attachments. The key requirements and expectations of Evidence Action are detailed below and should be taken into account in preparing your submission.
Kindly acknowledge receipt of this invitation by email within two (2) working days, confirming your intention to participate in the tender process.
To facilitate effective communication throughout the tender period, please nominate a Bid Manager and a Deputy Bid Manager, and provide their contact details, including telephone numbers and email addresses.
All enquiries relating to the content or process of this ITT must be directed in writing to the Evidence Action representatives named below. The designated secondary contact will serve as the lead for technical queries. Bidders are advised not to contact other Evidence Action staff unless expressly authorized.
Evidence Action reserves the right to disqualify any bidder that fails to comply with the stated guidelines and procedures. Only communications submitted by the nominated Bid Manager (or Deputy) to the designated representatives will be considered during the tender process.
All correspondence and requests for clarification should be submitted in writing to the email address indicated below.
- Primary Contact in Procurement
NJOYA AROUNA
Evidence Action
procurement.cameroon@evidenceaction.org
- Secondary Contact Operations
Frank Yawon
Evidence Action
Procurement.nigeria@evidenceaction.org
As part of this ITT process, Evidence Action makes no obligations in any way to:
i) Pay any vendor for any ITT response; or
ii) Award the contract with the lowest or any bidder; or
iii) Accept any ITT information received from vendors; or
iv) Include vendors responding to this ITT, in any future invitation; or
v) Any other commitment to vendors whatsoever.
I look forward to receiving your response.
Yours sincerely,
Dr. Marinette Nemb
Country Director
Evidence Action Cameroon
www.evidenceaction.org
CONFIDENTIALITY AND DISCLAIMER
This Document Is Proprietary to Evidence Action, The Information Contained Herein Is Confidential. Without Evidence Action Written Permission, This Document, Either in Whole or Part, Must Not Be Reproduced in Any Form or By Any Means or Disclosed to Others or Used for The Purposes Other Than Its Evaluation by Vendors Invited to Bid. It May Not Be Disclosed to Any Third Party Outside of The Agreed Confidentiality Agreement with Regard To ‘Permitted Recipients’.
Whilst care and attention has been exercised in the preparation of this document, it remains subject to contract and all warranties whether expressed or implied by statute, law or otherwise are hereby disclaimed and excluded. These limitations are not intended to restrict continuing business discussions between Evidence Action and your organization.
Any proposal received by Evidence Action is subject to contract with Evidence Action.
Organization Background
About Evidence Action: Evidence Action has assumed management and growth responsibility for two programs that are currently making a difference in the lives of millions of people in Africa and Asia: The Deworm the World Initiative (DTW), In-Line Chlorination and Dispensers for Safe Water Initiative (DSW). Evidence Action scales proven development interventions and crafts resilient business models for long run success. More information on Evidence Action can be obtained from the organization’s website at www.evidenceaction.org
Our Flagship Projects
Deworm the world initiative (DTW) actively supports the scale-up of school-based deworming programs worldwide to improve children’s health, education, and long-term development. Dispensers for safe water (DSW) and In-Line-Chlorination are entrepreneurial program scaling the chlorine dispenser system – proven innovations that dramatically expands access to water treatment at an extremely low cost
About DTW
Deworm the World Initiative (DTW) actively supports the scale-up of school-based deworming programs worldwide to improve children’s health, education, and long-term development. Dispensers for Safe Water (DSW) is an entrepreneurial program scaling the chlorine dispenser system – a proven innovation that dramatically expands access to water treatment at an extremely low cost.
Required Submission Documents
Interested vendors are requested to submit:
▪ Cover letter which describes the company’s suitability for the assignment.
▪ A financial proposal for the listed services
INVITATION TO TENDER – GENERAL TERMS AND CONDITIONS
Qualifying Conditions
The main criteria for admission to the tender are as follows:
● Certificate of Registration/Incorporation
● Tax Payer Registration Certificate
● Company Profile
● Proven experience in professional printing and binding services
● Valid Tax Clearance Certificate
Eligibility of Applicants
Applicants cannot apply if they:
● Are not registered companies.
● Are bankrupt or in the process of going bankrupt.
● Have not fulfilled obligations related to payment of taxes and other statutory charges and fees.
● Have been found guilty of serious misinterpretation in supplying information.
● Are in situations of conflict of interest. Conflict of interest MUST be disclosed to EVIDENCE ACTION and vendors should only participate if approval is granted. Any family or commercial relationship between the supplier and any member of the EVIDENCE ACTION Tender Committee creates a conflict of interest.
● Were declared at serious fault of implementation owing to a breach of their contractual obligations
● Are on any list of sanctioned parties issued by the United States Government.
Respondent Instructions
This section provides detailed instructions to be followed in responding to this ITT. Included are Response Guidelines and EVIDENCE ACTION Contact Information.
Response Guidelines
You will be required to submit the bid form at the last page of this document to this proposal as part of the response in the form set out. You should submit two (2) soft copies of written responses Reference Number EAC/PQ/B/lTT-001/26 and the Lot Number. Your Bid Manager should certify and sign all the documents including the response.
Evidence Action reserves the right to disregard any response submitted after the timetable deadline.
You are expected to supply all required information, or clearly state the reason for being unable to do so.
Any assumptions used in preparing responses should be clearly stated. Any appropriate supporting documents e.g.; maps, brochures, organization charts, etc. should be included.
Questions relating to clarification of the ITT will only be accepted in writing to the Evidence Action representative. Likewise, all responses from Evidence Action will be written and may also be made available to other vendors (subject to confidentiality). In the event that any answer materially affects the ITT specifications, an amendment to the original requirement will be escalated to all vendors. Evidence Action will attempt to answer any question within 2 working days of receipt of that request; otherwise, it will respond within that time scale notifying you of the estimated time to obtain the information.
Evidence Action reserves the right to modify the provisions of this ITT at any time prior to the scheduled date for written responses. Additional scope and requirements can be added. Notification of such changes will be provided to all vendors.
Should you wish to propose a deviation from the specification please ensure that you clearly identify and highlight where appropriate in your response.
By submitting a response, you acknowledge that you understand the requirements and have sufficiently addressed all aspects of the tender and that you have checked all stated details, such as prices, to be correct and as intended.
Tender Assessments
Evaluation Criteria and process
A set of detailed evaluation criteria has been prepared by Evidence Action for the evaluation of every submission. Within each stage an initial evaluation will consider whether or not every instruction and requirement contained within the ITT has been fulfilled.
The evaluation criteria will be based upon but not limited to some or all of the following aspects of the Bidders' proposals in (not in order of significance):
Commercial Aspects: Competitive price, price and clarity, management information provisions and contractual compliance
Service Capability: Service delivery experience including business continuity, quality, compliance with service Levels, ability to adapt to changing business requirements and continuous improvement plans
Level of Compliance with ITT: Understanding of all parts of the ITT, proposals / bids provided are in accordance with the Instructions, adherence to the timescales to send back responses
You are reminded that throughout the process EVIDENCE ACTION will continually assess all contact with the bidder's organization including compliance to the process, presentations and on-site representatives. EVIDENCE ACTION reserves the right at its sole discretion to disqualify without further consideration any submission that does not satisfy this basic requirement
Acceptance of Successful Tender
Taking into consideration the recommendation of the Tender Committee, Evidence Action will make the final choice of the awarded firm. Evidence Action will then send an email of acceptance to the successful applicant. After submitted documentation from the selected firm has been verified, the firm will then be obliged to sign the contract for the stated amount. Any amendment to the awarded tender will be documented as an "Annex" to the contract and will be determined by Evidence Action.
Briefings for Unsuccessful Participants
Evidence Action intends to offer a formal notification to every Bidder submitting an unsuccessful proposal. EVIDENCE ACTION reserves the right to control the format and 
content of any such notification, and to limit it in any way believed by EVIDENCE ACTION to be appropriate (which includes, in exceptional circumstances, the right to refuse a briefing without giving any reason for doing so).
TERMS OF REFERENCE
Evidence Action Cameroon seeks to engage a qualified and reliable service provider to deliver professional printing and binding services in support of its programmatic, administrative, and operational activities. These services are essential for the production of reports, training materials, meeting documents, communication tools, and official records.
Evidence Action currently has approximately 10 staff based at its Head Office in Cameroon, with additional program activities across multiple regions.
SCOPE OF SERVICES
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SN
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Material
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quantity
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Printing of
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1
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ANC Registers
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1894
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2
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Quality assurance register
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534
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Technical specifications for the production of registers
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Material
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Specifications
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ANC Registers
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✔ Registre de 200 pages soit 100 feuillets avec quatre feuilles de garde.
✔ Première feuille de garde avec recto collé à la deuxième page de couverture et imprimée en noir sur blanc au verso sur bristol 130 g avec les directives de remplissage ;
✔ Deuxième feuille de garde imprimée en noir sur blanc au recto sur bristol 130 g avec les directives de remplissage ;
✔ Troisième feuille de garde imprimée en noir sur blanc au verso sur bristol 130 g avec les directives de remplissage ;
✔
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