Tender Title:
Annual Rate Contract for Hiring of Sound Items
Reference Number:
GEM/2025/B/6155640
Issuing Authority/Department:
Department of Higher Education, Ministry of Education
The Annual Rate Contract for Hiring of Sound Items aims to engage a qualified vendor for the supply and installation of sound equipment and related services. This contract is intended to ensure that the educational institutions under the Department of Higher Education are equipped with high-quality sound systems for various events, seminars, and functions organized throughout the academic year.
Scope of Work and Objectives
The primary scope of this tender includes:
- Provision of sound equipment including microphones, amplifiers, speakers, and related accessories.
- Installation services of the equipment to meet specific venue requirements.
- Technical support for maintenance and troubleshooting during events.
- Training for institutional staff on equipment usage, where necessary.
The objectives are to establish a reliable partnership that enhances the acoustic quality of events, ensuring that audio experiences meet the expectations of students, faculty, and attendees.
Eligibility Criteria
To participate in this tender, bidders must meet the following eligibility requirements:
- Must be a registered entity with the relevant government authority.
- Proven experience in providing sound equipment and services.
- Satisfactory record of performance from previous contracts.
- Capability to provide technical support and maintenance services.
Technical Requirements
Proposals must outline:
- Detailed specifications of all available sound equipment.
- Compliance with applicable quality standards.
- Evidence of prior successful installations within educational institutions.
- Technical qualifications of personnel responsible for installation and support.
Financial Requirements
Bidders must submit detailed financial information which includes:
- Pricing structure based on an annual rate contract.
- Evidence of any prior financial dealings or contracts that demonstrate fiscal responsibility.
- Clear payment terms defining service delivery, invoicing, and settlement procedures.
Document Submission Details
All proposals must be submitted electronically, which will include:
- A technical proposal detailing the approach to the scope of work.
- A financial proposal clearly outlining costs and payment terms.
- Certificates and relevant documents that affirm compliance with eligibility criteria. All submissions must be returned by the specified deadline via the designated platform.
Special Provisions
The tender encourages participation from Micro, Small, and Medium Enterprises (MSEs) and startups. These entities may benefit from special provisions designed to promote inclusivity and economic growth within the sector.
Evaluation Process
Evaluations will be based on:
- Compliance with technical specifications.
- Pricing competitiveness.
- Past performance and experience.
- Capability to deliver quality services consistently.
Delivery Locations
The sound equipment and services will be required primarily at institutions managed by the Department of Higher Education throughout the region. Specific locations will be communicated after the contract award.
Contact Information
For further inquiries, participants should reach out to the Department of Higher Education through the official contact methods provided during the submission phase.
In summary, the Annual Rate Contract for Hiring of Sound Items aims to establish a reliable vendor partnership that meets the sound equipment needs of educational institutions, is inclusive of MSEs and startups, and emphasizes quality and technical support.
General Information
Financial Information
Evaluation and Technical Information
Tender Documents
9 DocumentsDocuments Required from Seller
- Experience Criteria
- Bidder Turnover
- Certificate (Requested in ATC) *In case any bidder is seeking exemption from Experience / Turnover Criteria
- the supporting documents to prove his eligibility for exemption must be uploaded for evaluation by the buyer
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Frequently Asked Questions
The eligibility requirements include being a registered entity with the relevant authorities, having prior experience in the supply and installation of sound equipment, and a proven track record of performance from previous contracts. Bidders must illustrate their capacity for providing technical support and adhere to quality standards defined by the Department of Higher Education.
Bidders must submit relevant certificates that establish their eligibility, including registrations with local authorities, quality assurance certifications for sound equipment, and any prior performance certificates from institutions where they’ve delivered similar services. This documentation is vital in demonstrating compliance and capability.
The registration process entails registering as a vendor on the designated procurement platform, ensuring all entity-related information is up-to-date. Bidders should prepare all necessary documentation, including compliance certificates and evidence of past performance, before submitting their proposals electronically by the deadline stipulated in the tender.
The payment terms for the tender will be clearly specified in the financial proposals submitted by bidders. Generally, payments may follow milestones linked to service delivery, equipment setup completion, and satisfactory performance, ensuring transparency and budget control for both parties involved.
The evaluation and selection process is conducted through a thorough review of both technical and financial proposals. Bidders are assessed based on compliance with specifications and quality standards, pricing competitiveness, and their past performance metrics. A committee from the Department of Higher Education will facilitate this process to ensure fairness and transparency.
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