Bid for Consultation Service

About You

Purpose of the Bid 

IHI  is seeking to engage a qualified and experienced medical equipment importer and supplier to provide a comprehensive  services ranging from consultation on medical equipments, customs and duty free process to customs clearance and distribution of medial equipment’s.

Cost of Bidding 

The bidder shall be responsible for all costs related with the preparation and submission of its bid and IHI will in no circumstance be responsible or liable to such costs irrespective of the result of the bidding process.

Scope of Work

Pre-import 

• Assign a focal person to work with IHI technical team
• Provide expert guidance on the selection of medical equipment. Advise IHI on the most suitable medical equipment based on factors like cost-effectiveness, performance, and long-term maintenance.
• Provide recommended equipment specification. Provide expert advice on the technical specifications, compatibility, and integration of medical equipment with existing systems.
• Assist with the development of technical specifications and request for proposals (RFPs).
• Ensure that recommended equipment complies with all applicable regulations and safety standards.
  1. Document Preparation:
• Assist in preparing and submitting all necessary customs documentation, including invoices, packing lists, bills of loading, certificates of origin, and import licenses.
• Ensuring all documentation is accurate and complete to avoid delays or penalties.
• Assist in acquiring pre import permit from relevant body
  1. Customs Compliance:
• Advising on and ensuring compliance with all relevant customs regulations, including import duties, taxes, and restrictions.
• Identifying and applying for any necessary permits or licenses.

Customs Clearance:

• Representing IHI before customs authorities.
• Handling customs inspections and examinations.
• Assist in acquiring duty free letter
• Paying duties and taxes on behalf of the IHI
  1. Logistics and Transportation:
• Arranging for the transportation of goods from customs authority to IHI office.
  1. Orient IHI staffs on assembling the medical equipment with the use of manuals of the medical equipment

Bidding Document 

The bidders must meet the following eligibility criteria

• Updated legal documents: Copy of renewed business license, TIN certificate and VAT registration.
• Must be reasonably well established with geographically easy to reach offices in Addis Ababa, Ethiopia.
• Preferred to have prior experience of supporting import, distribution and assembly of medical equipment
• Must have a deep understanding of medical technologies, industry trends, and regulatory requirements.
• At least 2 years’ experience importing and distributing medical equipment to INGO in Ethiopia.

Bid Language

All communications and documents exchanged between IHI, and the bidder shall be in English language only.

1. Documents Comprising the Bid
2. Technical Proposal:

Eligible bidder(s) should submit expression of interest (technical and financial) in hard copy format. Bids should also include

• Statement of relevant experience i.e., similar assignments executed in/under execution with INGO’s in Ethiopia
• Supporting documents such as CVs.
• Updated legal documents: Copy of renewed business license, TIN certificate and VAT registration.
• Copy of testimonies obtained from current and previous customers

B. Financial Proposal 

• All unit prices entered, or price schedules prepared in the bid shall be in Ethiopian Birr and should be written clearly including VAT.
• Prices entered should be figures and not percentages.

Bid Security 

For the purpose of this tender bid security or bond is not applicable.

Bid Opening and Evaluation Process

Eligible applicants meeting the minimum technical requirements will further be evaluated as follows:

• Technical Evaluation will be weighted out of 60%
• Financial Evaluation will be weighted out of 40%.

Contract Award and Notification

IHI will notify and award the contract to the winning bidder By signing the contract document, the bidder warrants that the services to be delivered are up to IHI’s request .

Disclaimer and Conflict of Interest

IHI reserves the right to reject part or whole of the bid. All bidders found to have conflicting interests shall be disqualified to participate in the procurement at hand.

How to Apply

 Proposal Submission

Interested service providers should submit their proposals as follows:

Bidders shall submit their technical and financial proposals separately with sealed and stamped envelopes.

Bidders shall submit their technical and financial proposals physically to IHI Office.

Bidders interested to participate shall send an email requesting bid document to: ihiethiopiaproject@ihi.org and IHI will respond for the request within the first 24 working hours.

The last day of submission of proposal is December 30, 2024, 3 PM. Late submission will not be accepted.

Bidders shall submit the bid document at IHI’s office premise during office hours (8:30 AM – 3:00 PM)