SHORT LISTING (PRE-QUALIFICATION) OF

PROVIDERS FOR GOODS AND SERVICES FOR A

TWO-YEAR PERIOD

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PREFACE
This document outlines Sanlam Life Uganda Limited’s (SLUL) prequalification shortlisting
process. The prequalification will be for the two calendar years beginning 1st March, 2024
and ending on 1st March, 2026.

Short listing is a pre-tender process that provides for a shortlist of providers from which
providers are obtained to bid. Short listing is used where works, services or supplies are of
a routine nature or bidding is for a group of similar contracts. Short listing shall be open to
all providers and providers shall be invited using a short list notice.

A short list notice shall be published in at least one publication of wide circulation to
ensure effective competition.

The short-listing document is divided into:

• Part I: General Part

• Part II: Instructions to Bidders

• Part III: Preparation of Applications

• Part IV: Submission of Applications

• Part V: Evaluation of Applications

• Part VI: Short listing

Appendices:

A: Application Submission Sheet

B: Statement of Requirements

C: Evaluation Criteria

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TABLE OF CONTENTS

PREFACE.....................................................................................................................................ii
PART I: INTRODUCTION ..............................................................................................................5
1.1 Scope of Application .................................................................................................5
1.2 Corrupt Practices ........................................................................................................5
PART II: INSTRUCTIONS TO PROVIDERS......................................................................................6
2.1 Introduction.................................................................................................................6
2.2 Objectives ...................................................................................................................6
2.3 Eligible Applicants and Countries .............................................................................6
2.4 Cost of Applying .........................................................................................................8
2.5 Clarification of short-listing Documents ....................................................................8
PART III: PREPARATION OF APPLICATIONS .............................................................................10
3.1 Language of Application ........................................................................................10
3.2 Documents Establishing Applicant’s Eligibility and Qualifications ........................10
3.3 Format and Signing of Applications ........................................................................10
PART IV: SUBMISSION OF APPLICATIONS ...............................................................................11
4.1 Sealing and Labelling of Applications ....................................................................11
4.2 Deadline for Submission of Applications.................................................................11
4.3 Late Applications......................................................................................................11
PART V: EVALUATION OF APPLICATIONS................................................................................12
5.1 Evaluation of Applications: ......................................................................................12
5.2 Clarification of Applications ....................................................................................12
5.3 Contacting the Administration department ..........................................................12
5.4 Confidentiality...........................................................................................................12
PART VI: SHORT LISTING ...........................................................................................................13
6.1 Notification to the Short listed Applicants ..............................................................13
6.2 Inspection ..................................................................................................................13
6.3 Currency....................................................................................................................13
6.4 Changes in Qualifications of Applicants ................................................................13
APPENDIX A: ............................................................................................................................14

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 FORM A1: APPLICATION SUBMISSION SHEET ......................................................................14
FORM A2: APPLICANT INFORMATION SHEET ......................................................................16
FORM A3: FINANCIAL STATEMENT.......................................................................................17
FORM A4: RESOURCES: PERSONNEL ...................................................................................17
FORM A5: RESOURCES: PROVIDERS EQUIPMENT AND FACILITIES .....................................18
FORM A6: EXPERIENCE: RELEVANT PROJECTS COMPLETED ..............................................18
FORM A7: LEGAL STATUS .....................................................................................................19
APPENDIX B: STATEMENT OF REQUIREMENTS ..........................................................................20
APPENDIX C: EVALUATION CRITERIA ......................................................................................21

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PART I: INTRODUCTION

1.1 Scope of Application

1.1.1 The Administration department invites applications for the short list of services and
supplies/goods described in Appendix B.

1.1.2 Throughout this document:

(a) The “Applicant” means the bidder submitting an application; and

(b) “Application” means a bid or submission to be short-listed.

1.2 Corrupt Practices

1.2.1 It is SLUL’s policy to require that administration department, as well as Applicants,
and Providers observe the highest standards of ethics during procurement and the
execution of contracts. In pursuit of this policy, SLUL (herein referred to as the Purchaser):

(a) Defines, for the purposes of this provision, the terms set forth below as follows:

(i) “corrupt practice” includes the offering, giving, receiving, or soliciting of anything
of value to influence the action of an official in the procurement process or in contract
execution; and

(ii) “fraudulent practice” includes a misrepresentation of facts in order to influence a

procurement process or the execution of a contract to the detriment of the Procuring
Entity, and includes collusive practices among Providers prior to or after bid submission
designed to establish bid prices at artificial, non-competitive levels and to deprive the
company of the benefits of free and open competition;

(b) will reject a recommendation for award if it determines that the Bidder
recommended for award has engaged in corrupt or fraudulent practices in competing
for the Contract; and

1.2.2 In pursuit of the policy, the SLUL requires representatives of both the Administration
department and of Providers to adhere to the relevant codes of ethical conduct.

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PART II: INSTRUCTIONS TO PROVIDERS

2.1 Introduction
SLUL will evaluate and shortlist all eligible companies for the provision of various services,
works and goods for a period of two years. Once a firm has been short listed, it will be
invited, several times during the financial years, to submit a proposal/quotation/bid for
the provision of some or all of the services or supplies.

SLUL reserves the right to add similar types of services and goods to the list in Appendix B.

2.2 Objectives
SLUL invites sealed Applications from reputable providers for services, works and goods
for the provision of various services and goods for a period of two years.

The list of items required during the above mentioned financial years are given in
Appendix B. The services, works and goods are not restricted to those listed in Appendix
B.

2.3 Eligible Applicants and Countries

2.3.1 An Applicant, and all parties constituting the Applicant, shall meet the following
criteria to be eligible to participate in Pre – Qualification:

(a) The applicant has the legal capacity to enter into a contract;

(b) The applicant is not:

(i) Insolvent;

(ii) In receivership;

(iii) Bankrupt; or

(iv) Being wound up

(c) The applicant’s business activities have not been suspended;

(d) The applicant is not the subject of legal proceedings for any of the circumstances
in (b); and

(e) The applicant has fulfilled his or her obligations to pay taxes and social security
contributions.

2.3.2 All countries are eligible except countries subject to the following provisions.

A country shall not be eligible if:

(a) As a matter of law or official regulation, the Government of Uganda prohibits

commercial relations with that country, provided that the Government of Uganda is

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satisfied that such exclusion does not preclude effective competition for the provision of
supplies or related services required.

2.3.3 An Applicant shall be a natural person, private entity, government-owned entity,

subject to 2.3.9, or any combination of them with the formal intent to enter into an
agreement or under an existing agreement in the form of a joint venture, consortium or
association. In the case of a joint venture, consortium or association, unless otherwise
specified in the Application Submission Sheet, all parties shall be jointly and severally
liable.

2.3.4 An Applicant and all parties constituting the Applicant shall have the nationality
of an eligible country. An Applicant shall be deemed to have the nationality of a country
if the Applicant is a citizen, or is constituted, incorporated or registered and operates in
conformity with the provisions of the laws of that country.

2.3.5 This criterion shall also apply to the determination of the nationality of proposed
subcontractors or providers for any part of the Contract including related services.

2.3.6 Applicants shall not have a conflict of interest. All Applicants found to be in conflict
of interest shall be disqualified. Applicants shall be considered to have a conflict of
interest with one or more parties in this short-listing process, if they:

(a) Have controlling shareholders in common; or

(b) Receive or have received any direct or indirect subsidy from any of them; or

(c) Have the same legal representative for purposes of this application; or

(d) Have a relationship with each other, directly or through common third parties, that
puts them in a position to have access to information about or influence on the
application of another Applicant, or influence the decision of the Administration
department regarding this short-listing process; or

(e) Participated as a consultant in the preparation of the design or technical

specifications of the services or supplies that are the subject of this short listing.

2.3.7 A firm shall submit only one bid in the same bidding process, either individually as
a Bidder or as a partner of a joint venture. No firm can be a subcontractor while
submitting a bid individually or as a party of a joint venture in the same bidding process.
A firm, if acting in the capacity of Subcontractor in any bid, may participate in more than
one bid, but only in that capacity. A Bidder who submits, or participates in, more than
one bid will cause all the proposals in which the Bidder has participated to be
disqualified.

2.3.8 A firm that is under a declaration of suspension by the Government at the date of
submission of the application or thereafter, shall be disqualified.

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2.3.9 All organizations shall be eligible only if they can establish that they are legally and
financially autonomous and operate under commercial law.

2.3.10 Applicants shall provide such evidence of their continued eligibility satisfactory to
the Administration department, as the Administration department shall reasonably
request.

2.4 Cost of Applying

The Applicant shall bear all costs associated with the preparation and submission of its
Application and SLUL in no case is responsible or liable for those costs, regardless of the
conduct or outcome of the short-listing process.

2.5 Clarification of short-listing Documents

A prospective Applicant requiring any clarification of the short-listing documents may
notify the SLUL in writing or by cable (hereinafter, the term cable is deemed to include
telephone, and e-mail) at the client’s address indicated below. SLUL will respond in
writing to any request for clarification on the short-listing documents, which it receives no
later than seven (7) days prior to the deadline for the submission of Applications. Written
copies of SLUL response (including an explanation of the query but without identifying
the source of inquiry) will be sent to all prospective applicants that have received the
short-listing documents.

For clarification purposes only, the Administration department address is:

Attention: PROCUREMENT: HUMAN RESOURCE DEPARTMENT

Street Address: Plot 15 Princess Anne Drive, Bugolobi

City: Kampala

Postal Code: 25495

Country: Uganda

Telephone: +256 323 526 526

Email: tenders@sanlam4u.co.ug

2.6 Amendment of short-listing document

2.6.1 At any time prior to the deadline for submission of applications, the Administration
department may amend the short-listing Document by issuing addenda.

2.6.2 Any addendum issued shall be part of the short-listing Document and shall be
communicated in writing to all who have obtained the short-listing document from the
Administration department.

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2.6.3 To give prospective Applicants reasonable time to take an addendum into
account in preparing their applications, the Administration department may, at its
discretion, extend the deadline for the submission of applications.

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PART III: PREPARATION OF APPLICATIONS

3.1 Language of Application

The Application prepared by the Applicant, as well as all correspondence and
documents relating to the Application exchanged by the Applicant and SLUL Shall be
written in English.

3.2 Documents Establishing Applicant’s Eligibility and Qualifications

The Applicant shall provide as part of its Application, the documentary evidence of the
Applicant's legal status, financial, technical and production capability to provide the
services.

3.3 Format and Signing of Applications

3.3.1 The Applicant is requested to submit their short-listing Documents (included in
Annex A) in one envelope marked: “Short listing Documents for the provision of services
or supplies to SLUL for a Period of Two Years.” The envelope shall contain One (1) original
and soft copy sent on email to tenders@sanlam4u.co.ug

3.3.2 The original and the copies of the Application shall be typed or written in indelible
ink and shall be signed by the Applicant or a person or persons duly authorized to sign
the short listing documents. All pages of the Application, except for unamended printed
literature, shall be initialed by the person or persons signing the Application and each
page numbered.

3.3.3 Any interlineations, erasures, or overwriting shall be valid only if they are initialed
by the person or persons signing the Application.

3.3.4 ALL PAGES OF THE PROPOSAL MUST BE INITIALED AND NUMBERED SEQUENTIALLY
STARTING WITH PAGE NUMBER ONE (1) BEING THE COVER PAGE.

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PART IV: SUBMISSION OF APPLICATIONS

4.1 Sealing and Labelling of Applications

4.1.1 The short-Listing Application shall be composed of one envelope marked “Short
listing Document for the provision/supply of …………………………………………………. The
envelope shall contain One (1) original and soft copy sent on email to
tenders@sanlam4u.co.ug

4.1.2 For application submission purposes only, the Procuring and Disposing
Department’s address is:

Attention: PROCUREMENT: ADMINISTRATION DEPARTMENT

Street Address: Plot 15 Princess Anne Drive, Bugolobi

Town/City: Kampala

Postal Code: 25495

Country: Uganda

Telephone: +256 323 526 526

Email: tenders@sanlam4u.co.ug

4.1.3 The envelope shall also indicate the name and address of the Applicant to enable
the Application to be returned unopened in case it is declared “late”.

4.1.4 If the envelope is not sealed and marked as required SLUL will assume no
responsibility for the Applications misplacement or premature opening.

4.2 Deadline for Submission of Applications

Applications must be received by SLUL, at the address specified above, no later than
12:00PM, Monday, 11th March 2024.

4.3 Late Applications

Any Application received after the deadline for submission of Applications prescribed will
be rejected and returned unopened to the Applicant.

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PART V: EVALUATION OF APPLICATIONS
5.1 Evaluation of Applications:
(a) SLUL will carry out the evaluation of proposals/bids on the basis of their responsiveness
to:

a) Legal Status
b) Tax Payment
c) Financial Position – Presentation of copies of Audited reports for the last two years.
d) Evaluation criteria as given in Appendix C.
e) Experience of similar services carried out in the last two years. (Attach proof of LPOs,
contract documents or recommendation letters)

(b) Any application that fails to meet the requirements in 5.1 (a) will be considered
unsuitable and shall be rejected at this stage. The Administration department shall notify
successful Applicants.

5.2 Clarification of Applications

5.2.1 During evaluation of the Applications, SLUL may, at its discretion, ask the Applicant
for clarification of its Application. An email requesting for clarification shall be sent to a
bidder by the chairperson of the evaluation committee.

5.2.2 A bidder shall be instructed to reply to clarifications in writing within a specified

time, addressing their responses to the Head of Finance and Administration.

5.2.3 The Head of Finance and Administration shall ensure that all replies are promptly
forwarded to the chairperson of the evaluation committee.

5.4.4 Failure of a bidder to respond to a request for clarification may result in the
rejection of its bid.

5.3 Contacting the Administration department

5.3.1 No Applicant shall contact SLUL on any matter relating to its Application from the
time of Application opening to short listing of Applicants.

5.3.2 Any effort by the Applicant to influence SLUL in its decisions on the Application
evaluation may result in the rejection of the Application.

5.4 Confidentiality
5.4.1 Information relating to the evaluation of applications, and recommendation for
short listing, shall not be disclosed to Applicants or any other persons not officially
concerned with such process until the notification of short listing is made to all Applicants.

5.4.2 From the deadline of submission of applications to the time of notification of the
results of the short listing, any Applicant that wishes to contact the Administration
department on any matter related to the short-listing process, may do so but only in
writing.

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PART VI: SHORT LISTING
6.1 Notification to the Short listed Applicants
SLUL will notify all Applicants in writing by registered letter or by cable, that they have
been short listed to provide works, services and goods for a period of two years.

6.2 Inspection
SLUL reserves the right to conduct a physical inspection of the premises of the Applicant
at its own cost and discretion. If, after the inspection, it is deemed that the physical
structure and quality of service equipment is unsatisfactory, then the Application will be
rejected. The Administration department reserves the right to verify all information
submitted.

6.3 Currency
All monetary/financial information furnished, must be quoted in Uganda Shillings.

6.4 Changes in Qualifications of Applicants

6.4.1 Applicants and those subsequently short listed or conditionally short listed, shall
inform the Administration department of any material change in information that might
affect their qualification status. Providers shall be required to update key short listing
information at the time of bidding.

6.4.2 Prior to award of contract, the best evaluated bidder will be required to confirm
its continued qualified status in a post-qualification review process.

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APPENDIX A:

FORM A1: APPLICATION SUBMISSION SHEET

Date: [insert day, month, year]

To: [insert full name of Procuring and Disposing Entity]

We, the undersigned declare that:

(a) We have examined and have no reservations to the short listing document,
including Addenda No:……..., [insert the number and issuing date of each Addenda];

(b) We hereby apply to be short listed for the following works, services or supplies:

- Item Number;
- Item Description;

(c) We, including any subcontractors or providers for any part of the contract or
contracts resulting from this short listing process, are eligible to participate in public
procurement;

(d) We undertake to abide by the Code of Ethical Conduct for Providers during the
procurement process and the execution of any resulting contract;

(e) We, including any subcontractors or providers for any part of the contract or
contracts resulting from this short listing process, have nationals from the following eligible
countries [insert the nationality of the Applicant, including that of all parties in case of a
joint venture and the nationality of any subcontractors, if applicable];

(f) We, including any subcontractors or providers for any part of the contract or
contracts resulting from this short listing process do not have any conflict of interest, and
are not associated, nor have been associated in the past, directly or indirectly, with the
consultant or any other entity that has prepared the design or technical specifications of
the Supplies;

(g) We are not a government owned entity, or if we are, we meet the requirements
of 2.3.9.

(h) We declare that the following commissions, gratuities, or fees have been paid or
are to be paid with respect to the short-listing process, the corresponding bidding process
or execution of the Contract: [insert complete name of each Recipient, their full address,
the reason for which each commission or gratuity was paid and the amount and

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currency of each such commission or gratuity. If none has been paid or is to be paid,
indicate “none”.]

Name of Recipient; Address; Purpose/Reason; Amount & currency

(i) We understand that you may amend the scope and value of any contracts to be
bid or cancel the short-listing process at any time and that you are neither bound to
accept any application that you may receive nor to invite the short-listed applicants to
bid for the contract or contracts, which are the subject of this short listing, without
incurring any liability to the Applicants;

(j) We understand that qualification information will be subject to verification through

a post-qualification process prior to any award of contract;

(k) We hereby authorize you and your authorized representatives, to conduct any
enquiries or investigations to verify the statements, documents and information submitted
in connection with this application and to seek clarification from our bankers and clients
regarding any financial and technical aspects. This Application Submission Sheet will also
serve as authorization to any individual or authorized representative of any institution
referred to in the supporting information to provide such information deemed necessary
and as requested by you to verify statements and information provided in this
application.

Signed: [signature of person whose name and capacity are shown below]

Name: [insert complete name of person signing the application]

In the capacity of [insert legal capacity of person signing the application]

Duly authorized to sign the application for and on behalf of: [insert complete name of
Applicant/Joint Venture]

Dated on ____________ day of __________________, _______ [insert date of signing]

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FORM A2: APPLICANT INFORMATION SHEET

STRUCTURE AND ORGANIZATION

1. Name of Company: [insert full legal name]

a) Physical address: [insert street/ number/ town or city/ country]

b) Postal address:
c) Telephone number:
d) Telefax number:
e) Email:

2. Description of the Company’s activities:

3. Number of years of experience in the provision of the works, services or supplies under
reference

4. In case of a Joint Venture, the following documentation shall be required for each
member of the joint venture:

a) A copy of the Bidder’s Trading license ;

b) A copy of the Bidder’s Certificate of Registration;
c) A copy of the Bidder’s income tax clearance certificate ;
d) Power of Attorney of the signatory(ies) of the bid authorising signature of the bid
on behalf of the joint venture;
e) A certified copy of the Joint Venture Agreement, which is legally binding on all
partners, showing that all partners shall be jointly and severally liable and one of
the partners will be nominated as being in charge, authorised to incur liabilities,
and receive instructions for and on behalf of any and all partners of the joint
venture.

The Applicant’s authorized representative for information is:

a) Name: [insert full legal name]

b) Address: [insert street/ number/ town or city/ country]
c) Telephone/Fax numbers: [insert telephone/fax numbers, including country and
city codes]
d) E-mail address: [indicate e-mail address]

5. Describe your company’s access from other sources (name the sources/companies)
to works, services or supplies it does not carry out or does not have in stock, and the
delivery schedule in these cases

6. What is the time schedule of providing and completing the works, services or supplies
being applied for?

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7. Please indicate here or attach an organization chart showing the company structure
including key personnel

8. What are the specific types of equipment/vehicles that the company is certified to
work on? (E.g. Motor vehicle, equipment maintenance, e.t.c.)- provide a copy of
authorization if the company is the authorized dealer

9. Please indicate the additional works, services or supplies that the company can
provide e.g. mobile repair, vehicle breakdown, pickup service, etc

FORM A3: FINANCIAL STATEMENT

1. Share capital

Authorized share capital:

2. Annual value of business under taken in the last two years

a) Year
b) Turn over

3. Approximate value of current work related to this type of works, services or supplies

4. Please attach copies of the company’s audited accounts for the previous two years
(profit/loss, assets/liabilities) and any financial data, which you consider to be useful in
the shortlisting. Please list all the attachments below.

5. Name and address of Bankers from which references can be obtained and authority
to seek references

FORM A4: RESOURCES: PERSONNEL

1. Number of staff, i.e.:

I. Management staff:
II. Technical staff:
III. Support staff:

2. Please list the present key personnel and management staff.

I. Name
II. Qualification
III. Years of relevant experience

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FORM A5: RESOURCES: PROVIDERS EQUIPMENT AND FACILITIES
On the basis of the information provided in the short-listing documents, please indicate
equipment and facilities considered by your firm to be necessary for undertaking the
contract and whether this is already in the company’s ownership or will be purchased.

The following facilities and infrastructure are available at the Applicants workshop (where
applicable):

FORM A6: EXPERIENCE: RELEVANT PROJECTS COMPLETED

Please fill in information about the relevant contracts completed over the past three
years.

Name of Employer Description of Total Contract Price Date of Completion

(Client) Contracts

The applicant MUST attach evidence of performance of the above contracts either in
the form of reference letters from the clients. This is applicable for both completed and
current similar assignments.

EXPERIENCE: CURRENT RELEVANT CONTRACTS

Please fill in information about the current relevant contracts being executed.

Name Employer Description of Contract Price Value completed

Contract and certified

Please attach evidence to confirm the above.

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FORM A7: LEGAL STATUS

1 Certificate of Incorporation

2. Memorandum and articles of association

3. Powers of attorney

4. Current Trading License

5. Income Tax Clearance Certificate

6. Physical address of the company

7. Audited financial reports for the last two years by certified auditors

8. Evidence of previous and ongoing contracts

9. At least two reference letters from previous clients

10. VAT Registration / TIN registration for non vat registered companies

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APPENDIX B: STATEMENT OF REQUIREMENTS
List and codes of works, services and goods to be provided include but are not restricted
to the following:

Category of items

SUPPLIES / GOODS

Item No. Item description

1 Supply of I.T. equipment and accessories

2 Supply of office stationery and printing

3 Supply of drinking water (Certified) and dispensers

4 Supply and maintenance of fire-fighting equipment and spares

5 Supply of office furniture

6 Supply and delivery of promotional and branded materials

7 Supply of Newspapers

SERVICES

Item description

Svc/01 Provision of general cleaning & pest control (fumigation) services

Svc/02 Provision of Staff lunch catering services

Svc/03 Provision car hire services

Svc/04 Provision of local courier services

Svc/05 Servicing and repair of I.T. equipment (e.g. Laptops, Desktops, Scanners,
Projectors, Printers & Photocopiers)

Svc/06 Provision of hotel conference facilities and accommodation

Svc/07 Servicing and repair of vehicles including motorcycles

Svc/08 Repair and maintenance of power backups, solar, generators and inverters,
air conditioners, lighting, etc

Svc/09 Repair of office furniture and fittings

Svc/10 Provision of security and access control services

Svc/11 Provision of travel agency services

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 Svc/12 Provision of office branding and in-house branding solutions

Svc/13 Provision of legal advisory services

Svc/14 Provision of security guarding services

Svc/15 Provision of occupational safety and health advisory services (i.e. audits,
assessment and trainings)

Svc/16 Provision of HR consultancy services (i.e. employee satisfaction, staff

recruitment, vetting/background checks and various consultancy services
etc)

Svc/17 Provision of garbage collection services

Svc/18 Provision of internet services

Svc/19 Provision of network infrastructure services, data communication services,

computer networks and structured cabling including managed services

Svc/20 Provision of bulk SMS services, USSD and short-code services

Svc/21 Provision of Service repair and maintenance of air conditioning units

Svc/22 Provision of service and maintenance of fire equipment and safety

APPENDIX C: EVALUATION CRITERIA

The evaluation criteria is based on four main areas namely eligibility, experience, and
capacity, technical and quality requirements. The following evaluation criteria shall be
used:

1. Certificate of Incorporation

2. Memorandum and articles of association

3. Powers of attorney

4. Current Trading License

5. Income Tax Clearance Certificate

6. Physical address of the company

7. Audited financial reports for the last two years by certified auditors

8. Evidence of previous and ongoing contracts

9. At least two reference letters from previous clients

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10. VAT Registration / TIN registration for non vat registered companies

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