IITA SUPPLIER PRE - QUALIFICATION DOCUMENT FOR GOODS,

SERVICES AND WORKS FOR THE FINANCIAL YEARS (2024-2026)

PRE-QUALIFICATION REFERENCE NUMBER:

IITA/PREQ/001 – FY 2024– 2026

CATEGORY DESCRIPTIONS:

GOODS – IITA/PREQ/FY 2024-2026/GDS – A

SERVICES – IITA/PREQ/FY 2024-2026/SVS – B

WORKS – IITA/PREQ/FY 2024-2026/WRKS – C

Date of Issuance: November 9, 2023

Deadline for receipt of proposals: November 24, 2023

Point of contact: iita-ugandaprocurement@cgiar.org

Contact Information
(IITA-Uganda)
Procurement and Assets Officer
Namulonge-Sendusu, 9 km Gayaza-Zirobwe
P.O. Box 7878, Kampala, Uganda
 Table of Contents
1. Introduction.....................................................................................................................................3

2. Important Notes for Suppliers.........................................................................................................4

3. Categories for supply of goods and services………………………………………….………….6

4. Corporate Information....................................................................................................................10

5. Financial Information.....................................................................................................................11

6. Business Activities........................................................................................................................12

7. Trade References............................................................................................................................13

8. Agencies and Partnerships.............................................................................................................13

9. Business Probity and Litigation Management...............................................................................13

10. Insurance......................................................................................................................................14

11. Summary of Evaluation Process..................................................................................................15

12. Certifications, Accreditations andApprovals….....……………………….................................15

13. Management Policies.……………...………………………………………………..................15

14. General Requirements …………………………………………………………………………16

15. Additional requirements………………………………………...……………………………...16

16. Declaration...............................................................................................................................…19

2
1. Introduction
I. International Institute of Tropical Agriculture (IITA-Uganda) would like to invite
interested Suppliers/Service providers /Contractors who must qualify by meeting the
set criteria below as provided to be included in the supplier database and be considered
for the supply of goods/supplies, works and services to the organization for the period
FY’s 2024 -2025 and 2025- 2026. The Pre-qualification process is not a guarantee for
business; rather, it is a process that ensures companies that are prequalified become
eligible to be called upon to provide quotations for the provision of goods, services or
works when such services or goods are required by the organization.
II. For International Institute of Tropical Agriculture (IITA-Uganda) to carry out its work,
IITA is undertaking this supplier prequalification program for the selection of potential
suppliers, service providers and contractors. The purpose of the program is to promote
supplier partnership and to improve on the quality of products and services whilst
achieving the most competitive prices.
III. Pre-qualification of suppliers is an essential requirement for IITA Uganda for effective
competition, promotion of fairness, integrity, and transparency. Pre-qualification is a
pre-tender process that provides a shortlist of service providers for future bidding
processes on IITA Uganda database.
IV. Pre-qualification is open to all suppliers, service providers and contractors who are
eligible as per the provision of this Pre-qualification-documents. It should be noted that
pre-qualification does not predetermine a contract. The process, however, requires that
the invitation for pre-qualification is extended to only those with necessary capabilities
and resources.
V. Current service providers or suppliers are also expected to submit pre-qualification
information as required.
VI. This Pre-qualification document and the response thereof shall be the ONLY basis for
pre-qualification as a supplier in the specified categories.
VII. Please read through this document carefully and provide the requested information
together with ALL the required supporting documents.

3
2. Instructions to Applicants

a) The purpose of this document is to assist IITA Uganda in the identification and
evaluation of potential suppliers, service providers and contractors who may
subsequently be invited to bid or give quotations for the supply of goods and/ or
services within the specified category.

Suppliers registered with Registrar of Companies under the Laws of the Republic of
Uganda in respective merchandise, services or works are invited to submit their
Pre-Qualification documents to IITA Procurement Committee, so that they may be
pre-qualified for submission of quotations. The prospective suppliers are required to
supply mandatory information for pre-qualification.
All documents must be submitted in English Language
b) . It is understood and agreed that the pre-qualification data on prospective
suppliers/service providers is to be used by IITA in determining, according to its sole
judgment and discretion, the qualifications of prospective suppliers/services providers
to perform in respect to the Tender Category as described by the client.
c) Prospective supplier/service provider will not be considered qualified unless in the
judgment of IITA and based on the set criteria they possess capability, experience,
qualified personnel available and suitability of equipment and net current assets or
working capital sufficient to satisfactorily execute the contract for goods/services.

You may also be asked to clarify your answers or provide more details. Please answer
ALL questions. If the question does not apply to you, please write Not Applicable
(N/A

4
d) IITA will examine the documents to determine completeness, general orderliness, and
sufficiency of response. Failure to complete this questionnaire and/or to provide
written answers to any further questions or requested additional information for
clarification will result in the supplier’s disqualification from further consideration.
e) Please note that by responding to this questionnaire you accept that all answers
provided in this questionnaire are legally binding and should the need arise, may be
used as evidence in any court of law, which has jurisdiction. Further IITA reserves the
right without further recourse to verify at its own cost the accuracy of any answers
provided herein.
f) The information provided in the prequalification document is strictly confidential and
solely for use by IITA. Information relating to the examination, evaluation of
applications and recommendations for the successful applicant shall not be disclosed to
applicants or any other persons not officially concerned with such process until
approval to the successful applicant has been announced. Any effort by an applicant to
influence the IITA processing of applications or approval decisions may result in the
rejection of the application.
g) IITA Uganda reserves the right to request submission of additional information from
prospective supplier/service providers without offering any explanation for such
requests.
h) Request for quotations will be made available only to those supplier/service providers
who have been successful at the Pre-qualification stage and have been notified in
writing as being successful pre-qualified suppliers/service providers for the period
specified in this pre-qualification document. A supplier/service provider will be
deemed to have been successful for this pre-qualification after scoring more than 75
points after the completion of the pre-qualification process.
i) Should a condition arise between the time the firm applies for pre-qualification and the
application opening date or between the time a supplier is pre-qualified and the time
the supplier is required to supply the goods or services, which could substantially
change the performance and qualification of the bidder or the ability to perform such as
but not limited to bankruptcy, change in ownership or new commitments, IITA
reserves the right to disqualify such supplier from further pre-qualification or even
reject the tender from such a supplier even though they have been initially pre-
qualified.
j) For each category IITA will prepare a list of pre-qualified suppliers/ service providers
not exceeding ten (10) suppliers/service providers per category or as will be decided by
IITA Procurement Committee. The Applicants shall be ranked as per score marks
stipulated in the evaluation criteria.
k) For each category, a separate application for prequalification should be made.
Applicants who use the same application for different categories will be automatically
disqualified. A category name and number should be indicated on the cover paper of
applicant’s submission as shown on the covers page in this prequalification document.
Applicants can pre-qualify for not more than two (02) categories.
l) Applicants should kindly note that this document does not amount to any contractual
obligation on the part of IITA Uganda, and that IITA is not obliged to invite
tenders/quotation from any or all who express interest by responding to this pre-
qualification process.
5
m) Where necessary and if insufficient space has been provided on the questionnaire for
the answers, please provide the answers as supplementary on separate sheets.
n) The original Document shall be prepared in indelible ink. It shall contain no
interlineations or overwriting, except as necessary to correct errors made by the
applicant. Any such corrections must be initialed by the person or persons who sign(s)
the document.
o) The completed document shall be signed off and initialed by the Director/Partner of the
organization and rubber stamped on each page and signed on the last page in the space
provided.
p) Applicants shall bear all costs associated with preparation and submission of their
applications and IITA will in no case be responsible or liable for those costs regardless
of the conduct or outcome of the short-listing process.
q) It is IITA’s policy to require that applicants observe the highest standard of ethics
during the selection and execution of such pre-qualifications. The Application process
will NOT be paid.

In pursuance of this policy, IITA Uganda defines, for the purpose of this provision, the
terms set forth below as follows “

I. "Corrupt practice" means the offering, giving, receiving, or soliciting of anything of

value to influence the action of an officer of the IITA in the pre-qualification
process.

“Fraudulent practice” means a misrepresentation of facts in order to influence the

pre-qualification process to the detriment of IITA and includes collusive practices
among suppliers (prior to or after submission) designed to establish prices at
artificial, non-competitive levels and to deprive the Purchaser of the benefits of free
and open competition.
II. IITA Uganda will disqualify a supplier where it is determined that the supplier has
engaged in corrupt or fraudulent activities in competing for the pre-qualification in
question.
III. IITA Uganda will have the right to examine all documents relating to the
performance of such services or supply of such goods to determine capability.
IV. IITA Uganda will have the right to inspect the business premises of the supplier as
a means of carrying out due diligence.

Deadline for Submission of Pre-qualification Documents

Each Applicant is required to submit a complete set of pre-qualification documents for
each category applied. Applications for prequalification shall be submitted via email at
iita-ugandaprocurement@cgiar.org
without copying any other email OR in sealed envelopes marked with the reference No.
“REF: IITA/PREQ/ FY 2024 - 2026/GDS - A, SVS - B or WRKS - C ) and
item description addressed to the following address and deposited in the TENDER BOX
located at the IITA offices. The Applications should be addressed to:
Procurement and Disposal Unit.
International Institute of Tropical Agriculture (IITA-Uganda)
Namulonge-Sendusu, 9 km Gayaza-Zirobwe Road
P.O. Box 7878, Kampala, Uganda
6
iita-ugandaprocurement@cgiar.org
1. The closing date and time for applications is November 24, 2023, at 5:00p.m. Any
document delivered after the deadline time and date shall be rejected. IITA reserves
the right to accept or reject any application and is not bound to give reasons for its
decision.

2. The IITA may, at its discretion, extend the deadline for the submission of
applications through the issue of an Addendum in which case all rights and
obligations of IITA and the applicants previously subject to the original deadline
shall thereafter be subject to the new deadline as extended.

3. No applicant shall contact IITA on any matter relating to its application from the
time of application opening to shortlisting of applicants.

4. Any efforts by the applicant to influence IITA in its decision on the applications
evaluation may result in the rejection of the application.

5. All pages of the application MUST be numbered sequentially starting with page
number one (1) being the cover page.

6. No Application shall be rejected at Application opening, except for late

Applications, unsealed application, or unmarked/unlabeled applications, which
shall be returned, unopened to the Applicants.

CATEGORIES FOR SUPPLY OF GOODS AND SERVICES

International Institute of Tropical Agriculture intends to establish a database of qualified

suppliers for various goods, works and services for the year 2024-2026. Interested eligible
suppliers are invited to apply for pre-qualification, indicating the category number and
description of goods, works or services they wish to supply. Existing suppliers who wish to
be retained must also reapply and resubmit up to date information requested in the
prequalification document.

CATEGORY A: SUPPLY AND DELIVEY OF GOODS

CATEGORY NUMBER ITEM DESCRIPTION

IITA/PREQ/001/2024-2026
IITA/PREQ/002/2024-2026
IITA/PREQ/003/2024-2026
IITA/PREQ/004/2024-2026
IITA/PREQ/005/2024-2026
Supply and delivery of assorted general office supplies and
Stationery
Supply, delivery and maintenance of photocopiers, scanners,
computers, printers, uninterruptible power supply (UPS), laptops,
tablets, phones, software, toners, cartridges, Scanners, LCD
Projectors, audio visual equipment and related accessories
Supply and delivery of motorcycle tires, tubes and rims, spare
parts, and related Accessories
Supply and maintenance of networking equipment e.g. LAN
cabling
Supply and delivery of motor vehicle tires, tubes and rims, spare
7
 parts, and related accessories
IITA/PREQ/006/2024-2026 Supply, delivery, and Installation of vehicle tracking and
management systems
IITA/PREQ/007/2024-2026 Supply and installation of generators and solar equipment e.g. solar
panels, power inverters, batteries etc.
IITA/PREQ/008/2024-2026 Supply and delivery of Office furniture, furnishings & fittings
(including all sorts of office curtains)
IITA/PREQ/009/2024-2026 Supply and delivery of bottled mineral drinking water and water
dispensers
IITA/PREQ/10/2024-2026 Supply of promotional materials and branding e.g. T-shirts,
Corporate wear, caps, banners, flyers etc.
IITA/PREQ/11/2024-2026 Supply of petroleum products e.g. fuel.
IITA/PREQ/12/2024-2026 Supply and delivery of Personal Protective equipment
IITA/PREQ/13/2024-2026 Supply, delivery and maintenance of fire suppression and
firefighting equipment
IITA/PREQ/14/2024-2026 Supply, delivery and maintenance of electrical appliances, fittings
& accessories
IITA/PREQ/15/2024-2026 Supply and delivery of assorted general office supplies and
Stationery
CDA/PREQ/16/2024-2026 Supply and delivery of Airtime
IITA/PREQ/17/2024-2026 Supply, Installation Commissioning & Servicing of CCTV &
Access Control equipment.
IITA/PREQ/18/2024-2026 Supply and delivery of agricultural inputs, fertilizers, seeds,
seedlings, and pesticides
IITA/PREQ/19/2024-2026 Supply and delivery of agricultural tools and equipment
IITA/PREQ/20/2024-2026 Supply of sports equipment and uniforms

CATEGORY B: PROVISION OF SERVICES

IITA/PREQ/21/2024-2026 Repair and maintenance of office furniture, fittings, and fixtures

IITA/PREQ/22/2024-2026 Provision of Creative design, Illustrations, Printing, Branding and
Photocopying Services
IITA/PREQ/23/2024-2026 Provision of legal, audit and tax consultancy services
IITA/PREQ/24/2024-2026 Provision of transport and motor vehicle hire services (taxi, car hire
including 4WDs, mini vans and buses)
IITA/PREQ/25/2024-2026 Provision of hotel accommodation and conference facilities in the
following regions: Kampala, Northern region, Eastern Region and
Mid-Central Region
IITA/PREQ/26/2024-2026 Provision of security and guarding services including alarm systems
and access control system
IITA/PREQ/27/2024-2026 Provision of outside catering services
IITA/PREQ/28/2024-2026 Provision of air travel, reservations and ticketing services
IITA/PREQ/29/2024-2026 Provision of sanitary, fumigation, pest control, cleaning services
and garbage collection
IITA/PREQ/30/2024-2026 Provision of preventive maintenance works/small building works
including renovations, partitioning, plumbing, electrical and related
services
IITA/PREQ/31/2024-2026 Maintenance of ICT equipment (computers laptops, printers etc)
IITA/PREQ/32/2024-2026 Provision of translation services (indicate the various languages in
8

IITA/PREQ/33/2024-2026
IITA/PREQ/34/2024-2026
IITA/PREQ/35/2024-2026
IITA/PREQ/36/2024-2026
IITA/PREQ/37/2024-2026
IITA/PREQ/38/2024-2026
IITA/PREQ/39/2024-2026
IITA/PREQ/40/2024-2026
IITA/PREQ/41/2024-2026
IITA/PREQ/42/2024-2026
which you are proficient)
Provision of team building and management skills training
Provision of vehicle fleet management systems including tracking
services
Provision of photography, videography, editing, Documentary
Production, media production, including digital communication
services
Provision of clearing & forwarding services
Provision of motor vehicle repair and maintenance services
Provision of motorcycle repair and maintenance services
Provision of insurance brokerage services (Medical, Group life,
Motor vehicle etc.)
Provision of comprehensive insurance
Provision of medical insurance cover service
Plumbing services
Provision of event management services e.g. event décor, hire of
tents and chairs, PA systems etc.
Provision of Asset valuation services

IITA/PREQ/43/2024-2026 Provision of Programme and Project consultants (Monitoring &

IITA/PREQ/44/2024-2026
IITA/PREQ/45/2024-2026
IITA/PREQ/46/2024-2026
IITA/PREQ/47/2024-2026
IITA/PREQ/48/2024-2026
IITA/PREQ/49/2024-2026
Evaluation, Baseline study, Mid-term and end of project
evaluations etc.).
Scientific Lab Equipment’s, Reagents, Chemicals and consumables.
Provision of Firefighting & protection equipment, servicing, and
maintenance
Provision Weighing scales, balances, weights, spare parts and
accessories
Provision of Hazardous and non-hazardous waste management and
waste disposal
Provision Electrical works e.g. Replacement of bulbs, sockets,
electrical wiring etc.
Provision of Building and Construction Works

CONFIDENTIAL BUSINESS QUESTIONNAIRE

(Please note that giving false information under this section will result in your application
being disqualified automatically)

GENERAL INFORMATION

1. The questionnaire must be fully and comprehensively completed in all respects.

2. Information given by the applicant shall be treated in strict confidence.
3. IITA reserves the right to visit and inspect the business premises of the company/firm
that will have participated in this prequalification exercise.
4. Any information given under and later found to be incorrect shall lead to disqualification
from the tendering process.

9
4. CORPORATE INFORMATION

No. PARTICULARS RESPONSE

3.1 Full name of organization/Company:

3.2 Is your i) Public/Private Limited company?

organizatio Yes, please attach copies of the
n (Please company’s memorandum of
tick one) association and articles including
any change of name (if any).
ii) Partnership? Yes, please attach
partnership deed.
iii) Sole proprietorship? Yes, please
attach business registration
certificate for sole proprietorship.
iv) Any other form of business?
Yes, please specify and attach the
registration documents.

Date of Registration (attach certificate of

3.3 incorporation)

3.4 Full physical address of principal place of City/Town:

business: Street:
Telephone number: Plot number:

Mobile Number: Building Name:

3.5 E-mail address:

Website address (if any):

3.6 Tax Registration Certificate (indicate the various
tax obligations covered).

3.7 Tax Registration Certificate number

Please attach Tax clearance certificate addressed
to IITA
3.8
Trading license
3.9 Period of experience in which you have been in
the specific business for which you wish to be pre-
qualified.

4.0 1.
2.
Names of the shareholders, Directors, and partners
3.
(as in the registration documents)
4.
5.
4.1 Associated companies full legal (if any) 1.
2.
10
 3.
4.

4.2 Contact person within the Name:

organization/company to
whom enquiries about this Title
application should be directed:
Tel:

Email:

5. FINANCIAL INFORMATION

4.1 What was your turnover in the

last two years? ………… for year ……… for year

ended --/--/---- ended --/--/----

4.2 Yes / No
Has your organization/company met all its obligations to pay
its creditors and staff during the past year?

If No, please give details

4.3 Have you had any contracts terminated for poor performance Yes / No
in the last three years, or any contracts where damages have
been claimed by the contracting authority?

If yes, please give details:

4.4 What is the name(s) and Bank Name:

branch of your bankers (who
Account Name:
could provide a reference)?
Provide banking information Branch Address:
Telephone Number:
Postal Address:
Account Currency:
Contact Person
Name:
Contact Position
Contact E-mail:
Bank Name:
Account Name
Branch Address:

Telephone Number:
Postal Address:

11
 Account Currency:
Contact Person
Name:
Contact Position

Contact E-mail:

4.5 Provide a copy of your most recent audited accounts (for the last 2 years)

4.6 Attach letters of reference from the bankers regarding supplier’s credit position

4.7 State Credit period (minimum proposed is 30 days)

6. BUSINESS ACTIVITIES

5.1 a). Nature of business

b). What are the main business activities of your organization? (Please specify).
List main activities undertaken by your company/organization

5.2
How many staff does your organization have? ................ Indicate the number under
each category:
i. Technical (Permanent………, Temporary……)
ii. Semiskilled (Permanent……., Temporary…….)

5.3 Please generally describe the experience and expertise your organization possesses
that will enable you to undertake the work effectively and efficiently you are
applying for as required by IITA.

• Attach you company organogram with emphasis on the job you are applying for.

•Attach CV’s of key staff

• Expatriate provide copies of valid work permit (if applicable)

7. TRADE REFERENCES
7.1 Please provide in the table below details of at least five (5) projects/jobs you have
undertaken relevant to the category you are applying for performed over the last three (3)
years, or that are relevant to this pre-qualification document.

Customer Customer Contract Date Period of

organization contact name& reference/ LPO contract contract
(Name) Phone no. & brief awarded
description

12
1

(Attach documental evidence of existence of contract (s) or Local Purchase order)

8. AGENCIES AND PARTNERSHIPS

a) Detail any agencies and partnerships that you have that are relevant to the
categories of goods and/or services you are interested in supplying.

b) List your primary sources of supply for goods that you propose to supply

9. BUSINESS PROBITY AND LITIGATION MANAGEMENT

Please confirm whether any of the following criteria applies to your organization: Note that
failure to disclose information relevant to this section may result in your exclusion as a
potential IITA Uganda supplier.

No. PARTICULARS RESPONSE

9.1 Is the organization bankrupt or being wound
up, having its affairs administered by the court,
or have you entered into an arrangement with
creditors, suspended business activities or any
analogous situation arising from similar
proceedings in Kenya or the country in which
it is established?

9.2 Please provide a statement of any material

pending or threatened litigation or other legal
proceedings.
9.3 Has any partner, director, shareholder or
employee been convicted of an offence
concerning his professional conduct?
9.4 Has any partner, director or shareholder been
the subject of corruption or fraud
investigations by the police, Uganda Anti-
Corruption Authority, or similar authority in
the country in which your organization is
established?
13
 9.5 Has the organization not fulfilled obligations
relating to the payment of any statutory
deductions or contributions including income
tax as required under Uganda law or the laws
of the country in which it is established?
9.6 Please state if any Director shareholder/
Partner and / or Company Secretary of the
Organization is currently employed or has
been employed in the past three years by IITA
Uganda
9.7 Please state if any Director / Partner and / or
Company Secretary of the Organization has a
close relative who is employed by IITA
Uganda and who is in a position to influence
the award of any supply. For purpose of pre-
qualification process close relative refers to
parents, siblings, spouse or children

10. Clarification of Prequalification Documents

10.1. The prospective applicant requiring any clarification of the pre-qualification
documents may notify IITA in writing or by email at the IITA email addresses;
iita-ugandaprocurement@cgiar.org
10.2. The IITA Uganda representative will respond in writing through email to any request
for clarification that he receives earlier than 3 days prior to the deadline for the submission
of applications. Copies of the IITA response to queries raised by applicants (including an
explanation of the query but without identifying the sources of the inquiry) will be sent to
all prospective applicants who will have picked the pre-qualification documents.

11. Opening of Pre-qualification Documents

11.1 The applications shall be opened in the presence of a procurement committee at the
time, date, and location stipulated in the Prequalification Notice. The procurement
committee who are present shall sign a register evidencing their attendance.
11.2 The IITA Uganda shall prepare minutes of the opening of the pre-qualification
documents, including the information disclosed to those present.
11.3 Applications not opened and read out at opening shall not be considered further for
evaluation, irrespective of the circumstances.
12. Format and Signing of Applications
12.1 The applicant shall prepare one original document comprising the pre-qualification
document, as described in Instructions to Applicants, bound with the section containing
the Appendix to instructions and clearly marked “ORIGINAL”. In addition, the

14
 applicant shall submit one copy of the same prequalification document clearly marked
“COPY”. In the event of discrepancy between them, the original shall prevail.
12.2 The original and copy of the pre-qualification document shall be typed or written
in indelible ink (in the case of copies, photocopies are also acceptable) and shall be
signed by a person or persons duly authorized to sign on behalf of the applicant. The
person or persons signing the pre-qualification document shall initial all pages of the
Application where entries or amendments have been made. The pre-qualification
document shall be without alterations, omissions, or conditions except as necessary to
correct errors made by the applicant, in which case such corrections shall be initialed by
the person or persons signing the prequalification document.

13. SUMMARY OF EVALUATION PROCESS

13.1 MANDATORY REQUIREMENTS-General

No Requirement Score
.
1. Certified Copy of Certificate of Registration/Incorporation Mandatory
2. Certified Copy of valid Trading License 2023 from relevant authority Mandatory
e.g. Municipal councils, Cities etc.
3. A copy of Memorandum and Articles of Association Mandatory
4 Registered Power of Attorney Mandatory
5. Valid Tax Compliance/Clearance Certificate from Uganda Revenue Mandatory
Authority (URA).
6. A copy of Tax Registration Certificate of firm from Uganda Revenue Mandatory
Authority
7. Air Travel Firms must be registered with International Air Travel Mandatory
Association (IATA) and any other relevant bodies.
8. Transport Hire Firms, Taxis, etc…must attach evidence of having Mandatory
taken all the necessary insurance covers.
9. Outside Catering services and hotels must attach food handling Mandatory
certification from the relevant authorities.
10. Copies of National Identity Cards (IDs) or valid passports of all Mandatory
Directors of the company/enterprise
11. ICT firms to provide copies of partnership certificates and Mandatory
manufacturer’s authorization forms
12. Copy of Letter of recommendation from three (03) previous Mandatory
organizations served with similar works,
13. Copy of Practicing Certificate for all professionals e.g. certificate of Mandatory
affiliated bodies /associations (legal, audit, accountancy, medical etc)
15
14 For providers of Insurance Services only Submit copies of current Mandatory
registration certificate by Insurance Regulatory Authority –IRA as well
as current membership with Association of Uganda Insurers or
Association of Insurance Brokers of Uganda
15 Dully completed Confidential Business Questionnaire Mandatory

Please Note: Any applicant who fails to provide ALL the mandatory requirements shall NOT
proceed to the next stage of the evaluation

13.2 TECHNICAL EVALUATION – GENERAL

Requirement Maximum Score

Score awarded
Company Profile
a) Provide Company profile showing names of Directors, 10
Management team and general structure of the company
b) Certification by regulatory /affiliation bodies (attach a 5
copy (ies))
c) State number of permanent and temporary employees 3
2
d) Any quality standard certifications?
2 Physical Facilities
Evidence of physical Registered office– Attach utility bill e.g.
electricity /water bill etc. or tenancy agreements with the name of
the firm /Company.
3 Staffing, Attach CVs of at least three key technical staff and 10
directors
An organogram should be attached as well, including the contact
information of the person who will be handling any of the IITA
contracts for supply of goods and services.
4 Financial Capacity
Evidence of financial capability.
Attach copies of your most recent audited financial statements (for 10
the last two years) or the audited accounts to be signed and
stamped by recognized audit firms (registered with ICPAU with
valid practicing certificate).

Attach letters of reference from the bankers regarding supplier’s 5

credit position

What will be your preferred payment terms (IITA proposes a 5

minimum of 30 days credit terms?)

What will be your preferred mode of payment? bank transfer/any 5

other (please indicate)

5 Experience

Prospective supplier/service provider shall have at least two (2) 10

16
years’ experience.

Past Performance; Experience and Reference; provide at least 20

five contracts/Local Purchase Orders (LPOs)
Suppliers’ written reference from the companies they have
supplied goods and services to must be attached to the bid
documents-at least three reference letters addressed to IITA dated
not before 30th November 2023.
Suppliers with references coming from recognized companies or
organizations especially NGOS shall have an added advantage.
The reference letter shall only be acceptable if it is on the
referencing company letter head and a company stamp and signed
by the director of the referee company.

Properly filled Confidential business questionnaire and well- 15

arranged business profile
Total 100
Pass Mark 75

12.3. Due Diligence: This stage shall involve site visit, Reference check and Sample
testing where applicable).
Please Note: The minimum pass mark to qualify for prequalification shall be 75.
Applicants who will not meet this minimum pass mark shall be disqualified at this stage.
13. Certifications, Accreditations and Approvals

Attach any relevant certifications and accreditations by principals or accreditation bodies

and attach copies of such certification. Such certifications may be for your company or for
your Individual staff as relevant to the work they do and the key skills for the service or
goods you propose to supply.

14. Management Policies

a) Employee Integrity
How does the firm/company ensure the integrity of staff? Detail any related policies.

b) Code of Conduct/Ethics
Does your company/firm/organization have a code of conduct? If so, please attach
copy. Indicate if the company subscribes to a professional body with a code of
conduct /ethics.

c) Company employment policy

Does the firm have a documented employment policy? What are key highlights from this
policy if in existence?

d) Customer Service
17
  Does the firm have a documented policy on Customer Service?
 Which position in your firm is responsible for customer service and how is this
position supported by other functions?
 Does your firm use any performance management techniques, including
customer satisfaction measurement? If so, what are the key parameters?

Note: IITA Uganda may require that customers for products/services provided by your
firm fill out an appraisal form and rate your services for use in subsequent decisions on
whether to shortlist your company

15. General Requirements

i. The returned documents must be bound and clearly marked as per clause 2

ii. IITA Uganda will examine the documents to determine completeness, general
orderliness, and sufficiency in responsiveness.
iii. Suppliers shall not contact any IITA office on the matter relating to the pre-
qualification process from the time of submission to the official communication of
the results. Any attempts by the supplier to influence IITA Uganda in the
evaluation shall result in disqualification of their application as suppliers.
iv. Pre-qualification will be based on meeting the minimum criteria regarding the
Applicant’s legal status, general and experience, personnel and financial position as
demonstrated by the responses in the attached forms.
v. The applicants should have registered office (s) and reserves the discretion of
visiting physical premises from which the applicant conducts business if so desired
to confirm physical existence and capability to deliver the said goods/services.

vi. Suppliers who qualify according to the selection criteria will be invited to submit
their quotations for the supply of goods/services as and when required depending
on continuous performance.

16. Additional Requirements

i. Agents/Distributors/ shall provide copies of Letters of appointment by the

manufacturers to be dealers.
ii. Uganda National Bureau of Standards (UNBS) certifications /or equivalent where
applicable
iii. Attach catalogues and brochures for the items you wish to supply.

17. Notification of Qualified Applicants

17.1. Applicants whose applications are determined to be successful will be

notified within sixty (60) days from the date of opening of pre-qualification
documents.
17.2. At the same time the International Institute of Tropical Agriculture
Uganda notifies qualified Applicants that their applications are responsive, the
International Institute of Tropical Agriculture shall notify the other Applicants
whose applications are not responsive.

18
18. Declaration
I declare that to the best of my knowledge the answers submitted in this pre-qualification
questionnaire (and any supporting documentation) are correct. I understand that any
misrepresentation will render my organization ineligible to participate in any future
business activities with IITA Uganda.

Form Completed by
Name:
Position (Job Title):
Date:
Telephone number:
Email:
Signature:
Stamp/Seal

Form witnessed by
Name:
Position (Job Title):
Date:
Telephone number:
Email:
Signature:
Stamp/Seal

19