TERMS OF REFERENCE FOR THE PURCHASE, INSTALLATION, IMPLEMENTATION, AND TRAINING OF STAFF ON BUSINESS MANAGEMENT SOFTWARE FOR HR AND FINANCE DEPARTMENT At Civil Society Scaling-Up Nutrition in Nigeria

TERMS OF REFERENCE FOR THE PURCHASE, INSTALLATION, IMPLEMENTATION, AND TRAINING OF STAFF ON BUSINESS MANAGEMENT SOFTWARE FOR HR AND FINANCE DEPARTMENTS (Sage 50 Quantum Accounting 2020 for 10 Users)

REFERENCE: CS-SUNN/2021-10/0002

Introduction

The Civil Society – Scaling Up Nutrition in Nigeria (CS-SUNN) is a non-governmental, non-profit making coalition, made up of organizations with a shared vision to transform Nigeria into a country where every citizen has food and is nutrition secured. This is pursued by engaging government and non-state actors to raise awareness, sustain commitment and actions to effectively tackle malnutrition in Nigeria.

Civil Society Scaling-Up Nutrition in Nigeria (CS-SUNN) is requesting interested and qualified companies that meet below requirements to submit the required documents for registration as vendors. The intent of this publication is to identify and employ the services of qualified and credible vendors that would be engaged for the Purchase, Installation, Implementation, and Training of Business Management Software for HR and Finance Department for the organization, based on meeting up with criteria required for the service.

We kindly request you to submit your quotation for “Purchase, Installation, Implementation, and Training of Staff on Business Management Software for HR and Finance Departments (Sage 50 Quantum Accounting 2020 for 10 users)

Quotations must be packaged in sealed envelopes, addressed and submitted to the Procurement Unit of CS-SUNN at Plot 203 Cadestral Zone B02, Off Oladipo Diya way (Beside Concordia Apartments), Durumi, Abuja, FCT not later than 12:00 Noon on Wednesday 27th October 2021.

It shall remain your responsibility to ensure that your quotation will reach the address above on or before the deadline. Quotations that are received by CS-SUNN after the deadline indicated above, for whatever reason, shall not be considered for evaluation.

Please take note of the following requirements and conditions pertaining to the supply of the abovementioned provision of goods/services:

Delivery Terms

Full delivery before 100% payment

Exact Address/Delivery Location/s (identify all, if multiple)

Civil Society-Scaling Up Nutrition in Nigeria (CS-SUNN) National Secretariat,

Flat 4, Plot 203, Cadastral Zone BO2, off Oladipo Diya Way, (beside Concordia Apartments), Durumi District, Abuja

Latest Expected Delivery Date and Time (if delivery time exceeds this, quote may be rejected by CS-SUNN)

☐ 10 working days after contract agreement by signing Purchase Order

☐ As per Delivery Schedule attached

Preferred

Currency of Quotation

☐Local Currency: Nigerian Naira (NGN)**

Value Added Tax on Price Quotation

☐ Must be EXCLUSIVE of VAT and other applicable indirect taxes

After-sales services required

☐Warranty on Parts and Labor for a minimum period is required**

☐Technical Support**

Deadline for the Submission of Quotation

12:00 Noon, *Wednesday, 27th October 2021* **

All documentations, including catalogs, instructions, and operating manuals, shall be in this language

☐ English

Documents to be submitted

☐Duly Accomplished Form as provided in Annex 1**

☐ Others **

· Company Certificate of Incorporation.

· A copy of Form CO2 (filed with the Corporate Affairs Commission) stating the Directors of the company.

· Address of place of business (including telephone number if any)

· Evidence of any previous business done with other company/companies.

· Letter authorizing CS-SUNN to obtain references from former business partners.

· Name and address of bankers (where current account is maintained).

In case of a consortium, submit the statement that the suppliers will cooperate on the project implementation. If the consortium is offered the contract for professional services by the CS-SUNN, submit the contract between the suppliers that defines the legal entity responsible for contact with the CS-SUNN, prior to signing the contract for professional services with the CS-SUNN.

Period of Validity of Quotes starting from the Submission Date

· ☐ 30 days

· ☐ 90 days

· ☐ 120 days

· In exceptional circumstances, CS-SUNN may request the Vendor to extend the validity of the Quotation beyond what has been initially indicated in this RFQ. The Proposal shall then confirm the extension in writing, without any modification whatsoever on the Quotation.

Partial Quotes

☐ Not permitted

Payment Terms

☐ 100% payment upon satisfactory receipt and confirmation of status of goods/services by CS-SUNN

Evaluation Criteria

☐ Technical responsiveness/Full compliance to requirements and lowest price

☐ Full acceptance of the PO/Contract General Terms and Conditions

☐ Others N/A

CS-SUNN will award to:

☐ One and only one supplier

☐ One or more Supplier

Type of Contract to be Signed

☐ Purchase Order

☐ Long-Term Agreement (if LTA will be signed, specify the document that will trigger the call-off. E.g., PO, etc.)

Special conditions of Contract

☐ Subcontracting or Joint Venture is possible

☐ Cancellation of PO/Contract if the delivery/completion is delayed by 15 days

☐ Others

Conditions for Release of Payment

☐ Passing Inspection

☐ Complete Installation

☐ Passing all Testing

☐ 100% upon satisfactory receipt and confirmation of status of goods/services by CS-SUNN

☐ Written Acceptance of Goods based on full compliance with RFQ requirements

Annexes to this RFQ

☐ Form for Submission of Quotation (Annex 1)

☐ General Terms and Conditions / Special Conditions (Annex 2)

☐ Other

Non-acceptance of the terms of the General Terms and Conditions (GTC) shall be grounds for disqualification from this procurement process.

Contact Person for Inquiries

(Written inquiries only received before October 27, 2021)

Kingsley Ochaje

procurement@cs-sunn.org,

+2347035804411

Any delay in CS-SUNN’s response shall be not used as a reason for extending the deadline for submission, unless CS-SUNN determines that such an extension is necessary and communicates a new deadline to the Proposers.

FORM FOR SUBMITTING SUPPLIER’S QUOTATION[1]**

*(This Form must be submitted only using the Supplier’s Official Letterhead/Stationery[2]**)***

We, the undersigned, hereby accept in full the CS-SUNN General Terms and Conditions, and hereby offer to supply the items listed below in conformity with the specification and requirements of CS-SUNN as per RFQ Reference No. CS-SUNN/2021-10/0002:**

TABLE 1: Offer to Comply with Other Conditions and Related Requirements

Other Information pertaining to our Quotation are as follows :

Your Responses

Yes, we will comply

No, we cannot comply

If you cannot comply, pls. indicate counter proposal

The Contract should be signed the latest 5 days upon receipt

Delivery within 10 days of contract agreement by signing Purchase Order

Agreement to Payment terms: 100% payment upon satisfactory receipt and confirmation of status of goods/services by CS-SUNN

Validity of Quotation for 30 days

All Provisions of the CS-SUNN General Terms and Conditions

All other information that we have not provided automatically implies our full compliance with the requirements, terms, and conditions of the RFQ.