Invitation for Pre-qualification / Tender for the Installation of Electronic Document and Records Management Systems (EDRMS) at Federal Capital Development Authority, Abuja

Invitation for Pre-qualification / Tender for the Installation of Electronic Document and Records Management Systems (EDRMS)

The Federal Capital Development Authority (FCDA) through the Department of Mass Housing intends to procure the installation of Electronics Document  and Records Management System (EDRMS) in line with the 2007 Public Procurement Act, the Authority is inviting interested competent and reputable Companies to submit Pre-qualification documents for the Project as follows:

2.Scope of Work
The Scope of work includes the following:

A. Supply and Installation of the following items:
(i). Installation of Server
(ii). EDRMS Software
(iii). Data Base Management System
(iv) Laptops, Document Scanner and Work Centre 7120 Printer

(a). Training of Administrators/End Users
(b) Training on the relevant deployment

3. Collection of Bid Documents
Interested Companies are to collect tender documents from the Office of the Director Department of Procurement, FCDA Area 11 Garki Abuja upon the evidence of payment of a non-refundable fee of N10,000 00 (Ten Thousand Naira only) in favour of Federal Capital Development Authority at Aso Saving and Loans PLC.

4.1 Pre-qualification Requirements
Interested Companies are invited to express their interest by submitting the following documents:
(a) Evidence of incorporation of the Company with Corporate Affairs Commission (CAC) including Articles and Memorandum of Association of the company and up to date Annual returns with the CAC (forms C 02 & 07 to be included).
(b) The Company must show evidence of fulfilling itsTax obligations as follows:
(i) Tax Clearance Cerificate for the last tnree (3) years supptied with the companys Tax identification Number (TIN)
(ii) Penson and Social Security Contributions 
(iii) Evidenceof registration with Pencom.
(iv) Evidence of remittance to pension fund Administrator

(c.) A sworn Affidavit as follows:
(i) The Company is not in receivership, insolvency or bankruptcy
(ii) The Company does not have any Directors who has been convicted by any court in Nigeria and any other country for criminal offence in relation to fraud or Financial impropriety.
(iii) That no present or former Director of the company is a shareholder or has any pecuniary interest on any of the relevant commitiees of the FCDA or BPP
(iv)That all the documents submitted for the pre-qualification Bid are not only genuine but correct.

(d) Audited Accounts of the Company for the last three (3) years duly endorsed by a firm of Chartered Accountants
(e) Evidence of Work Experience as the Main Contractor executing or having executed a minimum of Five (5) Projeots of similar complexity compared to the proposed work, one of which must have been within the ast 5 years. Copes of Award Letters, Last Interim Certificate of Valuation for the on-going protects. Completion Certificates and’ Final Maintenance Certificates where applicable are to be enclosed.
(f) List of key technical personnel stating their roles, designation, qualifications and years of experience. Copies of endorsed educational and professional certificates of key staff are to be attached.
(g) Company’s policy on Community Social responsibility with verifiable evidence.
(h) Letter authorizing FCDA and her representatives to cross-check the submitted company’s Bank account.
(i) Bank statement of the company for the last six (6) months.

NB: Originals of documents 4.1(a-c) above must be produced for sighting during the opening session.
Please note that submission of fake documents is a fradulent practice which is punishable under the relevant laws. All companies will be sssessed strictly on proofs of documents submitted to back up their claims.

5. Submission of Documents
The completed Tender shall be submitted as follows:
A hard Copy and an Electronic copy (PDF format in CD) of the Technical Proposals shall be placed in a sealed envelope clearly marked TECHNICAL PROPOSAL. However, Two copies of the Financial Proposal shall be signed and sealed separately and placed them in a bigger envelope clearly marked "FINANCIAL PROPOSAL” and with a warning "DO NOT OPEN AT THE SAME TIME WITH THE TECHNICAL PROPOSAL’.

Only companies whose technical proposals are adjudged successful shall have their financial proposals opened for assessment.
The envelopes containing the Technical and Financial Propasals shall be placed into an outer sealed envelope marked with the following inscription "PROPOSALS FOR THE INSTALLATION OF EDRMS".

Closing Date
The bid should be submitted directly to FCDA HQ, Procurement Department, Area 11, Abuja. Room 005 (Ground Floor) New Headquarters opposite NTA HQ, Area 11 Abuja on or before 12noon 28th September, 2012.
All Documents will be publicly opened on the same day at the FCDA Conference Room after the close of bids in the presence of all prospective bidders or their representatives.

Further Notes:
1. Only Companies with a minimum of One Hundred Million Naira (N100Million) annual turnover should apply for pre-qualification.
2. Only pre-qualified firms will have their tender bids opened. Others may know their performance by a formal request to the Accounting Officer of FCDA.
3. The Authority shall carry out Due Diligence on the Companies to verify claims included in their submissions.
4. Interested members of the Public especially Civil SOCIETY organisations could attend at their own cost and will be required to introduce themselves to the Chairman of the Opening Session.
5. Documents provided in response to4.1(a-i) should be arranged as LISTED.

Signed:
Director, Procurement
For: Executive Secretary