REQUEST FOR QUOTATION: RAISED FLOOR AND FM200 FIRE SUPPRESSION SYSTEM
Duration of the assignment: 2 weeks
Publish date: 24th January 2023
The African Ministers’ Council on Water (AMCOW) is an intergovernmental institution formed in 2002 in Abuja, Nigeria. The vision of AMCOW is an Africa where there is an equitable and sustainable use and management of water resources for poverty alleviation, socio-economic development, regional cooperation, and the environment. AMCOW’s mission is to provide political leadership, policy direction and advocacy in the provision, use and management of water resources for sustainable social and economic development and maintenance of African ecosystems. The Organs and structures of AMCOW serve as the working group on Water and Sanitation of the African Union’s Specialized Technical Committee (STC) of Agriculture, Rural Development, Blue Economy, and Sustainable Environment (ARBE). For more information, refer to: http://www.amcow-online.org/
AMCOW has recently signed up Grant Agreements with USAID and BMGF for, among other things, institutional support. AMCOW wishes to apply some of the proceeds of these Grants to upgrade its server room which hosts the Pan-African Water and Sanitation Sector Monitoring and Reporting System (WASSMO) and AMCOW’s Enterprise Resource Planning System Servers.
Against this background, AMCOW invites interested consultants to provide financial and technical proposals for the installation of the FM200 fire suppression system and Raised floor in its Server Room.
2.0 OBJECTIVE OF THE CONSULTANCY
This consultancy aims to improve the server room’s standard at the AMCOW Secretariat and implement systems that protect crucial equipment from fire outbreaks and floods.
3.0 SCOPE OF WORK
Install the Raised floor using a Cementitious access panel (600×600 x 40mm) with skating material. The server room is approximately 14ft x 9ft. The raised floor should be 1.7ft above the ground.
Installation of complete FM200 Fire Suppression system with 32 kg cylinder and gas.
Interested Consultants are to prepare a technical and financial proposal for this activity. The technical proposal should demonstrate a detailed understanding of the subject matter and clearly state the materials and quantities used. The financial proposal should state the payment terms.
4.0 DURATION OF THE ASSIGNMENT
The duration of this assignment is 2weeks. Consultant would be required to work weekends too to reduce the impact of downtime.
5.0 QUALIFICATIONS AND EXPERIENCE
A minimum of 5 years experience setting up data centres and server rooms, deploying Raised floors and FM200 fire suppression systems are required. Consultants are to submit verifiable evidence of previous similar work done.
6.0 SUBMISSION OF TECHNICAL & FINANCIAL PROPOSALS
Interested consultants must submit their technical and financial proposals before 7th February 2023. All proposals should be sent via email and addressed to the Executive Secretary.
The Executive Secretary
African Ministers’ Council on Water (AMCOW)
No 11, T.Y Danjuma Street, Asokoro
The same e-mail address can be used to request additional information or clarifications. Interested consultants may visit the Secretariat for more information to aid the proposals.
REQUEST FOR EXPRESSION OF INTEREST (EOI) EVENT MANAGEMENT FIRM TO DELIVER THE 7th AFRICASAN CONFERENCE
1.0. ABOUT THE AFRICAN MINISTERS’COUNCIL ON WATER
The African Ministers’ Council on Water (AMCOW) is an intergovernmental institution formed in 2002 in Abuja, Nigeria. AMCOW’s structure and organs serve as the working group on water and sanitation for the Specialized Technical Committee (STC) of the Department of Agriculture, Rural Development, Water and Environment (ARWE) of the African Union (AU). Our mission is to provide political leadership, policy direction and advocacy in the provision, use and management of water resources for sustainable social and economic development and maintenance of African ecosystems. For more information, visit https://amcow-online.org/
2.0. BACKGROUND INFORMATION
The AfricaSan Conference is convened by the African Ministers’ Council on Water (AMCOW) in conjunction with the African Union Commission and organized with other development partners. It represents a political commitment at the highest level. The conference draws at least 1,000 participants from governments, regional institutions, international partners, the private sector, the scientific community, civil society, and the media from all over the world. The AfricaSan Conference offers a platform for stakeholders in Africa’s sanitation and hygiene services delivery to collectively share lessons and formulate solutions to the sector’s challenges.
Held biennially, the AfricaSan Conference has been institutionalized as one of AMCOW’s flagship platforms to accelerate the achievement of sanitation and hygiene goals in Africa. The other is the Africa Water Week. The two knowledge-sharing and accountability platforms are within the framework of motivating action to achieve the targets of the Ngor commitments, the SDGs; the Africa Water Vision 2025; and related goals of Africa’s Agenda 2063.
The 7th AfricaSan conference is scheduled to take place on 12 – 16 June 2023 under the auspices of the African Ministers’ Council on Water (AMCOW) in conjunction with the African Union Commission and supported by several partners. The overall aim of the conference is to
facilitate dialogue and sharing of knowledge and enhance the path towards achieving Sanitation and hygiene targets in Africa.
Specific objectives of the conference
The specific objective of the conference is to contribute to the overall goal:
- To accelerate action to ensure adequate and equitable, safely managed sanitation and hygiene service provision for all, including women and girls and eliminate open defecation by 2030.
The conference is structured based on the following components:
- Online registration and payment platform
- Mobile application for dynamic event management
- Registration Management
- Protocol and reception
- Transportation management (vehicles)
- Ceremonies management (Opening, closing, awards, evening eve of conference networking and gala dinner)
- Room and accessory management
- Simultaneous translation system (equipment and translators)
- Management of technical and tourist visits
- Secretariat management
- Paramedics services
- Media management and journalists
- Management of consumer events
- Financial and accounting management
The conference target is tentatively planned to include the following:
|Conference stream||Eight conference streams consisting of plenaries, country dialogue, sector dialogue, thematic sessions, ministerial dialogue, side events, exhibition, and field trip|
|Thematic sessions||Around 50 – 70 thematic sessions are to be organized over the conference period|
|Exhibition area||Around 50 exhibition points|
|Expected participants||500 – 1000.|
|Rooms||Ten (10) rooms for sessions, secretariat, bilateral, paramedics,|
To this end, expressions of Interest (EOIs) are invited from professional Events Management Firms of international repute to support AMCOW and the Local Organising Committee in the delivery of the AfricaSan7 conference.
2.1. Objectives of the Expression of Interest
This EOI aims to identify a plan to provide the best overall value to the 7th AfricaSan Conference. While price is a significant factor, more so now than in the past, other criteria will form the basis of the final decision.
Specifically, the selected firm will build on the achievements of AfricaSan5 in Cape Town, South Africa, to:
- increase the AfricaSan Conference’s footprint and visibility;
- develop and grow the conference exhibition component;
- introduce an accountability element in the Conference’s overall format; and,
- facilitate an increased amount of networking and relationship cultivation amongst actors in the sanitation and hygiene sector.
The Event Management firm will be responsible for delivering the entire conference, whose scope includes but is not limited to designing, branding, and overall event management.
2.2 Specific tasks for this assignment include:
2.2.1. Design and organise all streams of the conference:
- Effectively plan and manage the arrangements of plenary sessions, country dialogue, sector dialogue, thematic sessions, ministerial dialogue, side events, exhibitions, award segments and field trips.
- Participate in meetings as part of the preparatory process for the conference. This will include but not be limited to AITF meetings.
- Engage support staff to ensure accurate timing of session transitions as well as provide general assistance during the conference period.
- Attract sponsorship, exhibitors and continental and global participants to the conference
- Contribute to the development and review of contents before upload as at and when necessary.
2.2.2. Information Technology (IT) Related services
- Provide a portal for abstract collection and evaluation
- Create and manage the conference website and app.
- Provision and management of a seamless registration portal.
- Provision of name tags with barcode scanners.
- Establish a secretariat to manage all IT-related activities, including collation of presentations, ensuring rich and constant internet connectivity, provision of monitors, sound systems, etc
- Rooms must be equipped for simultaneous interpretation in English and French.
2.2.3 Securing and managing the venue and accommodation
- Secure conference venue. Ensure venue proximity to suitable accommodation, airport, and tourism sites.
- Ensure the conference facility has a hall suited for 1000 people, about seven (7) rooms that can accomodate100 – 200 people for parallel sessions, three (3) smaller rooms for secretariat services, meetings, and convenience facilities with walkways for tea/coffee dispensers
- Ensure conference and meeting rooms are arranged before and after every session.
- Arrange security and safety measures for a successful event.
- Brand conference rooms and premises with information signs to aid identification and navigation within the conference vicinity and airports.
2.2.4 Hotel and restaurant:
- The hotel/accommodation category must vary from 3 to 5 stars with preferential rates.
- Recommended hotels must be listed on the conference website with pre-arranged pickups and drop-offs to and from hotels and conference venues.
2.2.5. Conference souvenirs:
- Provide branded souvenirs for all registered delegates
- Gift items should include branded note pads, pens, bags and other items fit for an event of such magnitude.
2.2.6. Exhibition Area
- The conference venue should accommodate an exhibition area of 2000 M2 which will run in parallel with the main conference activities.
- Water, coffee, and tea must be organized within the exhibition area throughout the conference period.
2.2.7. Communication and marketing
- Provide a Communication Plan
- Distribute a daily newsletter of event updates
- Ensuring Communication for the general public
2.2.8. Welcoming participants
- Have access to the participants’ flight plan
- Greeting new arrivals at the Airport
- Integrate the delivery of a “Welcome kit” (including a refreshment) to arrivals (luggage area of the airport)
- Organize the Airport/Hotel Transfer via shuttle to be handled by the hotel.
- Ensure the transfer of participants to their different hotels
2.2.9. Health management
- Ensuring the COVID-19 system
- Ensure the health system throughout the event
- Ensure the relationship with selected hospitals
- Provide the list of pharmacies/health centres in the vicinity (hotels & conference venue)
- Set up a PCR test centre on the Conference site for the duration of the conference, especially near departures.
2.2.10. Catering services
- Provisioning tickets on electronic badges of all participants, including exhibitors
- Establish a list of surrounding restaurants and shopping malls
- Arrange a meal for technical field visits
- Provide two tea breaks and lunch during the conference. Water and coffee must be available at the strategic location within the event premises.
2.2.11. Printing services:
- Management of all conference-related printing in line with AMCOW’s in-house style and brand guidelines.
Applications for this assignment close on 23 January 2023.
AFRICAN MINISTERS’COUNCIL ON WATER (AMCOW) PRE-QUALIFICATION OF SUPPLIERS FOR THE YEAR 2023-2024
The African Ministers’ Council on Water (AMCOW) was formed in 2002 in Abuja, Nigeria, primarily to promote cooperation, security, social and economic development and poverty eradication among member states through effectively managing the continent’s water resources and provision of water supply services. The mission of AMCOW is to provide political leadership, policy direction and advocacy in the provision, use and management of water resources for sustainable social and economic development and maintenance of African ecosystems.
The Organs and Structures of AMCOW now serve as the Technical Working Group on Water and Sanitation of the Specialized Technical Committee (STC) on Agriculture, Rural Development, Water and Environment (ARDWE) of the African Union (AU).
AMCOW now invites interested suppliers or vendors to participate in the pre-qualification of suppliers for goods and services for two years from 31st January 2023 to 31st December 2024. This exercise will enable all suppliers who are interested in partnering with AMCOW for the supply of goods and services to get shortlisted as qualified AMCOW Suppliers/Vendors. This will make them eligible to fairly compete for any business opportunities available at AMCOW for the supply of goods and services.
2.0 PRE-QUALIFICATION OBJECTIVES
- To search for new suppliers of various goods and services on the market.
- Create a list of suppliers per category who shall be used every time AMCOW has a requirement.
- To benchmark market rates, quality and competitiveness.
- Explore Innovative solutions.
- To develop local suppliers
3.0 ELIGIBILITY REQUIREMENTS
An Applicant, and all parties constituting the Applicant, shall meet the following criteria to be eligible to participate in AMCOW procurement:
- The applicant must have the legal capacity to enter into a contract;
- The applicant is not: Insolvent; In receivership; Bankrupt; or being wound up
- The applicant’s business activities have not been suspended;
- The applicant is not the subject of legal proceedings for any of the circumstances in (2); and
- The applicant has fulfilled his or her obligations to pay taxes and social security contributions.
4.0 COST OF APPLYING
The Applicant shall bear all costs associated with preparing and submitting its Application. AMCOW will, in no case, be responsible or liable for these costs, regardless of the conduct or outcome of the prequalification process.
5.0 CLARIFICATION OF PREQUALIFICATION DOCUMENTS
Prospective bidders are to submit pre-qualification / EOI documents for the category desired in two copies, each one for the technical bids and another for the Financial proposal packaged in sealed envelopes clearly marked pre-qualification documents for the desired category or Expression of interest.
A prospective applicant requiring any clarification of the prequalification documents may notify AMCOW in writing or by cable (hereinafter, the term
cable is deemed to include e-mail and telephone) at the client’s address indicated below.AMCOW will respond in writing to any request for clarification on the short-listing, which it receives no later than three (3) days before the
deadline for the submission of Applications.
Attention: The Chairperson| Internal Procurement Committee| AMCOW| No 11. T.Y Danjuma Street| Asokoro| Abuja
Tel: +234 9096074166
6.0 RESPONSE METHODOLOGY
Suppliers can either send sealed bids or submit responses online.
6.1 Sealed Submission
All bids should be submitted at the AMCOW Secretariat, No 11, T.Y Danjuma Street, Asokoro, Abuja. This is a physical channel for carrying out the RFP-related correspondence. The place and manner of submission are as given below:
6.2 Online Submission:
Suppliers can also send their responses online. Responses can be emailed to email@example.com.
7.0 RFP TIMELINES
The timeline for this proposal process is outlined below:
Activities Date & Time
- RFP Response Proposal Deadline 13 January 2023 at 5.00 pm
- Evaluation 16 – 20 January 2023
- Communication to successful bidders 23 – 27 January 2023
8.0 EVALUATION CRITERIA
|Evaluation Criteria||Criteria Description||Weightage (%)|
|1.Preliminary Evaluation||Is the Vendor/Supplier qualified and registered to offer those Service / Goods? Vendor/Supplier should share Articles & Memorandum of Association Certificate of Incorporation Company Income Tax Clearance Certificate. Tax Registration CertificateDetailed Company Profile, stating current office address, email and phone numbers, with the CV of key staff.Audited Financials for three years.||30%|
|2.Technical Competence||Has the Supplier/Vendor fully demonstrated the ability to carry out the service/deliver the goods? The supplier should: Demonstrate the ability to deliver the goods/services and share experience in similar works accomplished. Evidence of at least three (3) similar jobs’ successful execution and copies of award letters. Evidence of the firm’s registration with the relevant professional body or licenses. Evidence of financial capability, with reference from reputable commercial banks.Share innovative Solutions (if any)||60%|
|3. Completeness of Submission||Did the Supplier/Vendor comply with the directions outlined in the pre-qualification document? Is their proposal clear, readable and the material easy to follow? All documents for submission must be transmitted with a covering letter under the firms/ company letterhead, bearing among others CAC registration number, contact address, phone and email||10%|
9.0 GENERAL INFORMATION:
- EOI must be in English / French languages and signed by an official authorized by the bidder.
- EOI submitted after the deadline for submission would be returned un-opened
- All costs will be borne by the bidders.
- Suppliers are not allowed to bid for more than one category.
- AMCOW is not bound to shortlist any bidder and reserves the right to annul the procurement.
Provision of Office Products (Office supplies, Stationeries, computer consumables and accessories) IT Equipment, Supplies & Services, Power Backup and Power Regulation Equipment.
- Supply of IT equipment (Laptops, desktops, Servers, Routers, Switches, IT Accessories and consumables).
- Supply of Original Phones of one or more Brands like Samsung, Huawei, ZTE, Techno and others.
- Repair and maintenance of servers, personal computers and laptops.
- This involves provision of IT support services at AMCOW Secretariat. The supplier should have qualified people and the ability to respond quickly to demands.
- Supply and maintenance of networking equipment, e.g., LAN cabling, Cisco equipment, routers and other accessories. AMCOW occasionally requires Networking equipment and solutions. Supplier should be able to deliver, install and support the equipment. AMCOW is not specific to any Model or Brand.
- Supply and Maintenance of deep cycle batteries and accessories, Inverters and solar equipment. Ability to supply and support. AMCOW is not brand specific.
- Supply and maintenance of UPS equipment, automatic voltage regulators/stabilizers and accessories. Ability to supply and support. AMCOW is not brand specific.
Transport and Travel Related Services.
AMCOW will award an initial two-year frame agreement to one or two suppliers for the performance of these services:
- Ticketing services
- Events and other ground services.
- Accredited IATA (International Air Transportation Association) Travel agent duly licensed in Nigeria.
- Have a good track record of serving international organizations, EU institutions, Embassies, and Multinational corporations.
- Financial Soundness.
- Good reputation, with no involvement in or suspicion of corrupt or other malicious practices.
- Employs competent and qualified travel consultants, as evident in their cv.
- Maintains reliable facilities for online bookings/ airline reservations.
Promotional Materials and Publications.
- Preparing conference communications,
- Development of documentaries,
- Knowledge curation and other KM activities,
- Library assistance,
- Content creation for social media,
- Production of branded materials,
- Graphic designs,
- Printing service.
Simultaneous Interpretations, Translation Services & Hiring of Interpretation and Hybrid meeting Equipment’s;
Request for Quotation: Server Room and Network Upgrade
AMCOW intends to upgrade the Server Room and Network to make the Server containing the Africa Water and Sanitation Monitoring Database accessible to Member States and other Stakeholders 24/7.
Request for Quotation: Supply and installation of complete hybrid inverter solar system and cantliver steel solar car park
AMCOW requests quotations from interested vendors for the following for the supply and installation of complete hybrid inverter solar system and cantilever steel solar car park
Request for Proposal: Internal Audit Services
AMCOW plans to activate the Office of Internal Auditor as established under Article 65 of AMCOW’s Financial Rules and Regulations which will be charged with reviewing the internal controls, systems, processes and procedures of AMCOW to ensure they are effective and operate as intended.
Request for Proposal: Legal Retainership
The objective of the Legal Retainership is for the Attorney to act as a Legal Counsel and Advisor for AMCOW in all Legal matters that might affect the Secretariat and all other AMCOW Organs in the course of carrying out their day-to-day business.