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PRE-QUALIFICATION OF SUPPLIERS FOR GOODS &

SERVICES FOR THE YEAR 2023–2025

CLOSING DATE: 16th February 2023

Please indicate the Category applied for as follows:

CATEGORY NO: …………………………………………

CATEGORY NAME: ……………………………………

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Table of Contents
1. INTRODUCTION ....................................................................................................................................... 3
2. TENDER NOTICE ...................................................................................................................................... 4
3. CATEGORIES OF GOODS AND SERVICES ........................................... Error! Bookmark not defined.
4. GENERAL INSTRUCTIONS ..................................................................................................................... 6
5. PREQUALIFICATION INSTRUCTION ................................................................................................... 8
5.1 Pre-qualification Objective .................................................................................................................... 8
5.2 Invitation of Pre-qualification ................................................................................................................ 8
5.3 Pre-qualification Document ................................................................................................................... 8
5.4 Consideration for Pre-Qualification....................................................................................................... 8
5.6 Questions Arising from Documents........................................................ Error! Bookmark not defined.
5.7 Requests for Quotations ......................................................................................................................... 8
5.8 Withdrawal of Prequalification .............................................................................................................. 8
5.9 Sworn Statement .................................................................................................................................... 8
6. ESSENTIAL CRITERIA FOR PREQUALIFICATION......................................................................... 8
6.1 Administrative- registration Documents ............................................................................................ 9
6.2 Experience ......................................................................................................................................... 9
6.3 Financial Condition............................................................................................................................ 9
6.5 Eligibility requirement- Administrative............................................................................................... 10
6.6 Eligibility Requirements- Technical .................................................................................................... 10
7. PRE-QUALIFICATION REGISTRATION DOCUMENTS .................................................................... 10
7.1 General and Company Information ..................................................................................................... 10
7.2 Company Profile .................................................................................................................................. 11
7.3 Disqualification.................................................................................................................................... 12
7.4 Capability and Competence to deliver Goods or Services................................................................... 13
What products/services to do you want to be considered to supply?......................................................... 13
7.6 Past and Current Performance and Experiences .................................................................................. 15
7.7 Comments ............................................................................................................................................ 16
7.8 Summary Sheet .................................................................................................................................... 16
7.9 SWORN Statement .............................................................................................................................. 17
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1. INTRODUCTION

PATH is an international organization that drives transformative innovation to save lives and
improve health, especially among women and children. We accelerate innovation across five
platforms—vaccines, drugs, diagnostics, devices, and system and service innovations—that harness
our entrepreneurial insight, scientific and public health expertise, and passion for health equity. By
mobilizing partners around the world, we take innovation to scale, working alongside countries
primarily in Africa and Asia to tackle their greatest health needs. Together, we deliver measurable
results that disrupt the cycle of poor health.

To support PATH’s mission of advancing healthy equity through innovation and partnership, we
are inviting well-established and reputable companies to register as suppliers of goods and
professional services for the period 2023- 2025 in the following categories:
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2. TENDER NOTICE
PRE-QUALIFICATION OF SUPPLIERS 2023-2025
PATH Zambia invites bids from competent firms/vendors for pre-qualification for supply of
goods, and services listed below for 2023-2025 financial years. Interested eligible suppliers are
invited to apply for pre-qualification, indicating the category number and Category name of good
or services they wish to be considered for as indicated below. The information is strictly
confidential and solely for the use of PATH.
CATEGORY 1: SUPPLIES/GOODS

CATEGORY NUMBER CATEGORY NAME AND DESCRIPTION

A1. Computer Equipment, Tablets and accessories

A2. Office Equipment

A3. Office Furniture

A4. Office Supplies

A5. Solar Products (Power backup solutions)

A6. Branding and Supplying of Promotional Materials

A7. Pharmaceutical Products

A8. Laboratory Equipment and Consumables

A9. Motor Vehicle/ Bike Services and Parts

A10. Supply of Bicycles (Heavy duty)

A11. Hardware Supplies

CATEGORY 2: SERVICES

CATEGORY NUMBER CATEGORY NAME AND DESCRIPTION

B1. Printing and publishing

B2. Motor Vehicle Hire, Taxi services and Transportation

B3. Hospitality Services (e.g., Accommodation, Conferencing,

Outside Catering Services)
B4. Documentation Services (photocopying and binding etc.)

B5. Courier services and hand-to-hand deliveries.

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B6. Translation Services

B7. IT Services

B8. Facility services ( Air Conditioner, fire extinguishers services,

cleaning services etc.)

Pre-qualification documents in plain sealed one envelope clearly marked “Pre-qualification of

Suppliers and Service provider for 2023-2025” indicating clearly the preferred Category No.....
and Category Name......... shall be submitted to the address below.

All existing suppliers are required to participate alongside prospective suppliers to be evaluated and
considered.
.

The envelope shall contain TWO copies, (1) original and (1) duplicate.
For submission purposes only, PATH address is:
Attention: The Procurement Review Committee
PATH Zambia
Mikwala House, Stand # 11059, Off Brentwood Drive
Postnet Box 370, Private bag E-10, Lusaka, Zambia

Prequalification documents must be received by PATH at the address specified above not later than
15 hours Thursday local time on 16th February 2023. Any Application received after the deadline
will be rejected and returned unopened to the Applicant. All bids will be opened internally at PATH
offices. No Application shall be rejected at Application opening, except for late Applications.
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4. GENERAL INSTRUCTIONS

Carefully read the instructions. Note that Submission of false information will lead to automatic
disqualification.
1. PATH invites potential suppliers to submit sealed applications for Prequalification of
suppliers for the fiscal year 2023-2025.
2. The objective of the Pre-qualification evaluation is to assess the responses and select
potential suppliers and service providers for the next stage of the procurement process.
3. Interested eligible companies may obtain the prequalification documents, free of charge,
from the link provide.
4. You are requested to provide particulars as indicated in part 7 of this document as
accurately as possible and where space provided is not sufficient, please use a separate
sheet of paper and attach to this form.
5. Interested applicants MUST comply with all instructions, terms and conditions and
particularly ensure that all the forms required are properly completed, attached, signed and
stamped and submitted.
6. PATH reserves the right to visit and inspect business premises of all the applicants to
verify information provided.
7. All the information provided shall be treated as confidential.
8. This Prequalification Document is eligible for one category number which should be
clearly written at the top of the form and placed in the correct box. Therefore, if an
applicant wishes to apply for multiple categories, they must use separate prequalification
documents for each of the categories
9. The document should be signed by the authorized representative of the organization,
stamped and submitted with relevant supporting documents requested in the questionnaire
such as relevant licenses, references, certificates, and any other information that the
applicant wishes to be considered.
10. The contact person given by the applicant’s will be considered the focal person for the
company and will be used as sole spokesperson for the supplier during the Prequalification
process.
11. The pre-qualified application forms, which are not filled out completely and submitted in
the prescribed manner, will not be considered. All the documents that form part of the
proposal must be written in English.
12. It is a condition that participants must have complied with all statutory requirements in
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regard to registration for TPIN , and appropriate business licenses.

13. At this stage, please DO NOT submit financial offer with your applications
14. This pre-qualification does not amount to any contractual obligation on the part of PATH
and PATH is not obliged to invite any tenders or quotations from any or all candidates that
have expressed their interest by responding to this invitation.
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5. PREQUALIFICATION INSTRUCTION
5.1 Pre-qualification Objective
The main objective is to supply and deliver assorted items and also provide services under
relevant tenders/quotations to PATH on as and when required during the stated period.
5.2 Invitation of Pre-qualification
Duly registered suppliers under the Laws of Zambia in respect of goods and services are invited
to submit their Pre-Qualification documents to PATH so that they may be pre-qualified for
submission of quotations whenever required. The prospective suppliers are required to supply
mandatory information for prequalification.
5.3 Pre-qualification Document
This document includes questionnaire forms and documents required of prospective suppliers.
5.4 Consideration for Pre-Qualification
In order to be considered for pre-qualification, prospective suppliers must submit all the information
herein requested.
5.5 Requests for Quotations
Request for quotations will be made available only to those bidders whose qualifications are
accepted by PATH after meeting the minimum requirements of the pre – qualification process.
5.6 Withdrawal of Prequalification
Should a condition arise between the time the firm is pre-qualified to bid and the subsequent
invitation to tender 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, PATH reserves the right to reject the tender from such a bidder even though they
have been initially pre-qualified.
5.7 Sworn Statement
Application must include a sworn statement by the company’s Authorized representative of the
tenderer, on section 7 ensuring the accuracy of the information given.

6. ESSENTIAL CRITERIA FOR PREQUALIFICATION

The evaluation process will mainly comprise the administrative, technical and financial
capacity evaluation, which will focus on the applicants response to the questionnaire; attached
documentations proceeded by site assessment to the selected suppliers offices and shops. In
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selection of suppliers, PATH will short-list only those firms that are able to demonstrate their
competence to supply the listed products or undertake listed services. A registered service
provider, manufacturers, as well as retailers and dealers are encouraged to apply within the
lines of their registered businesses.
6.1 Administrative- registration Documents

To be eligible, the supplier/service provider must prove/attach that they qualify to participate
in the procurement by providing the following documents for each category they are applying
for: i.e. Mandatory Requirements:
• Copies of Certificate of Incorporation/Partnership deed/business registration

• Valid Income Tax Clearance Certificate from Zambia Revenue Authority

• Copy of 2022 or 2023 trading license

• Copy of the TIN/Tax Registration Certificate

• Evidence of physical registered office where applicable

• Power of Attorney indicating the Authorized Representative of the Company

6.2 Experience
Past performance will be given due consideration in pre-qualifying bidders. Prospective suppliers
and service providers must have carried out successful supply and delivery of similar items/services
to Non-Governmental Organizations, Government/Corporations/ institutions of similar size.
Potential suppliers/contractors must demonstrate the willingness and commitment to meet the
prequalification criteria.
a) Prospective bidders shall have at least 3 years’ experience in the supply of goods &
services
b) Prospective supplier requires experience and capability to organize supply and delivery of
items, or services on short notice.
c) PATH reserves the right to request for additional qualification information at the
tender/quotation stage to suit particular procurement.
d) Letters of reference from past customers should be included in this document.

6.3 Financial Condition

a) The Supplier’s is required to indicate the annual turnover for the company for the period
2023- 2025.
b) The supplier should indicate the value of business they can handle at any one given time
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c) Potential suppliers/contractors will be prequalified on the satisfactory information given.

6.5 Eligibility requirement- Administrative

No. Requirements (Refer to Part No.1) Pass/Fail

1. Copy of Certificate of Registration/Incorporation
2. Copy of valid trading license for 2023
3. Copy of Valid Tax Registration Certificate
4. Copy of Income Tax Clearance Certificate for 2023
5. Evidence of physical registered office where applicable
6 Power of Attorney indicating the Authorized Representative
of the Company.

6.6 Eligibility Requirements- Technical

No. Requirements (Submit Evidence) Pass/Fail

1. Company Details
2. Past Performance & Experience

7. PRE-QUALIFICATION REGISTRATION DOCUMENTS

7.1 General and Company Information

Mandatory Requirement Supporting Documents. To be eligible, please attach certified copies of
the following:
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No. Requirements Required

1. Copy of Certificate of Registration/Incorporation Attach Copy
2. Copy of valid trading license for 2023 Attach Copy
3. Copy of Valid Tax Registration Certificate Attach Copy
4. Copy of Income Tax Clearance Certificate for 2023 Attach Copy
5. Evidence of physical registered office where Attach Copy
applicable
6 Power of Attorney indicating the Authorized Attach Copy
Representative of the Company.

7.2 Company Profile

1. Company Name:
_________________________________________________________________________
_____

2. Trading Name (if different from above):

___________________________________________________

3. Legal status (partnership/sole proprietor/ Pvt. Ltd Company/ Share Company):

_________________________________________________________________________
_________________________

4. Nature of business licensed to operate:

___________________________________________________

5. Contact Person: Name

Title

Tel .No. _____________________________________

6. Postal Address:
________________________________________________________________

Tel No. (must be filled):

_______________________________________________________

Fax:
__________________________________________________________________________
____

Physical location (must be filled) ____________________________________________

E-mail address (must be filled) ______________________________________________

Website
_________________________________________________
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7. Name of Bank __________________________________ Branch

__________________________

7.3 Disqualification
PATH will disqualify any supplier who:
• is bankrupt or is being wound up, where his affairs are being administered by the court,
where he has entered into an arrangement with creditors, where he has suspended business
activities or is in any analogous situation arising from a similar procedure under national
laws and regulations;
• is the subject of proceedings for a declaration of bankruptcy, for an order for compulsory
winding up or administration by the court or of an arrangement with creditors or of any other
similar proceedings under national laws and regulations.
• has been convicted by a judgment which has the force of res judicata in accordance with
the legal provisions of the country of any offence concerning his professional conduct.
• has committed any act of grave professional misconduct.
• has not fulfilled obligations relating to the payment of all government statutory payments.
• has not fulfilled obligations relating to the payment of taxes in accordance with the legal
provisions of Zambia.
• is guilty of serious misrepresentation in supplying the information required under this
Section or has not supplied such information.
• has been the subject of a conviction for participation in a criminal / terrorist organization.
• has been the subject of a conviction for corruption and/ or fraud/or money laundering.
• has been the subject of a conviction for child labor abuse and breach to PATH ethical
principles.
• Engages in unethical behavior such as giving bribes, or inducements to get business from
PATH.

Please confirm whether any of the above applies to your organization or its directors or any other
person who has powers of representation, decision, or control of the organization.

Yes / No _______________________________________________________________________
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Where the answer is affirmative, please provide details.

_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________

7.4 Capability and Competence to deliver Goods or Services

What products/services to do you want to be considered to supply?
(Indicate relevant Category Code and Category Description) Category
Code:_______________________
Category Description:________________________________________________________
___________________________________________________________________________

For how long you have been in business in the category you are applying for:
_______________ Years

Which quality standards certification have you attained in the last two years?
(Attach copies and give details, you can use separate sheet of paper)
___________________________________________________________________________
___________________________________________________________________________
__________________________________________________________________________

Are you a manufacturer/wholesaler/retailer/other (please specify)

___________________________________________________________________________
___________________________________________________________________________
______________________________________________________________

If a manufacturer or service organization: Are your products certified by Zambia Bureau of

standards or are you affiliated to a recognized accrediting body?
(Attach documentary evidence of certification) Attached? Yes _______ No ___________

If you are not a manufacture, are you an authorized dealer? Yes/No: __________
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(attach manufacturer’s authorization) Attached? Yes _________ No _____________

What is the country of origin for goods or services?

_______________________________________________________________________________
_______________________________

Who have been your major corporate clients for the past 2yrs? State Client’s name, Product
service provided, value of goods, works or service and contact person.

Contact Person’s Name Total Transaction Organization Contact Tel No.

Amount
(Value of Business)
1

2
3
4
5

Have you attached recommendation letter from your clients mentioned above and others? Yes/No
_________________. Please indicate number of recommendation letters you have attached
___________. (Please note that recommendation letters will have high value in the evaluation
process)

What is your average response time to a request for quotation/RFQ (in hours/ days)?
______________________________________________________________________

What is your average response to delivery of goods /services after issuance of Purchase Order (in
days)?
______________________________________________________________________________

What is the maximum value of business, which you can handle at any one time (in ZMW)?
_______________________________________________________________________
___________________ ___________
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If your firm is pre-qualified and is awarded the tender to supply goods or services, will you abide by
the agreed delivery period, quality and price as per specifications given by PATH? (Yes/No)
_____________________________

Are you willing to provide credit of facility of 30 days? (Yes/No)

___________________________________

7.6 Past and Current Performance and Experiences

Is the firm/company or its directors in any way associated with any other firm/company that is
currently conducting business with or have applied to be considered for pre-qualification or any or
any other tender with PATH Zambia? (YES/NO) ____________.

If yes, please provide the name(s) of those firm(s), their address, and their nature of business and
indicate the relationship with the company making this application. (Attach details)
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
Is the firm making this application currently or in previous periods been contracted to supply goods
or services to PATH Zambia? (Yes/No) _____________________________________________
If yes indicate hereunder the financial year, the goods or services that you supplied and their value
(Attach details, Orders, Contracts copies, Delivery Notes….)

Financial Goods or service supplied Total Value

Year
1
2
3
4
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Have your company/firm at any one time been requested to quote for supply of goods and services
and failed to return the quotation without assigning reason for your action?
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Yes/No ______________________ (if yes provide details)

__________________________________________________________________________
__________________________________________________________________________
__________________________________________________

Have you at any one time been issued with a purchase order by PATH and failed to deliver the
goods or services without assigning any reason for your action?
Yes/No ______________________ (if yes provide details)
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________
If you are a current or previous period supplier of goods and services to PATH, have you at any one
time been issued with a letter of cancellation of PO/ Contract for failure to supply goods within the
agreed time or supplying inferior goods not with in specifications? Yes/No
______________________ (if yes provide details)
__________________________________________________________________________
_________________________________________________________________________

7.7 Comments
Please insert any general comments you wish to make. This must be no longer than 2 paragraphs.
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________

7.8 Summary Sheet

S.N Summarized Information Yes No N/A

1 Have you attached relevant Business License

2 Have you attached TIN Certificate?

3 Have you attached VAT Certificate?

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4 Have you attached Shop/Office Space Ownership Certification or

Rental Agreement

5 Have you attached Recommendation letter from your clients/

organizations you have worked with?

5 If Yes, for how many organization did you attach ____________

6 Are you willing to give credit service (30 days at least)?

7 Have you Duly completed and signed Vendor Registration Form

NB- Summary sheet is summarized information requested in the above questionnaire

N/A = Not Applicable

7.9 SWORN Statement

For purpose of transparency and fair dealing, all vendors shall make full disclosure of any existing
business relationship with any PATH employee. Do you have a relationship with any PATH
employee that would cause any real or perceived conflict of interest?
Yes/No______________

(Please specify:) ___________________________________________________________

I declare that to the best of my knowledge the answers submitted in this pre-qualification
questionnaires (and any supporting documentation) are correct. I understand that any
misrepresentation will render my organization ineligible to participate in any future business
activities with PATH. PATH is hereby authorized to make such inquiries relating to the said
information including with the firms/company’s clients as it may deem necessary without prior
notice to the firm/company.

That in case of being pre-qualified we acknowledge that this grants us the right to participate in due
time in the submission of a tender or quotation on the basis of provisions in the tender or quotation
documents to follow.

We enclose all the required documents and information required for the pre-qualification evaluation.

We will not engage in corrupt practices with the Staff at PATH

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Form completed by:

Name: ____________________________________________________________________

Tel No: __________________________________________________________________

Signature: ________________________________________________________________

Date: _____________________________________________________________________

Position: __________________________________________________________________

Stamp (please stamp all pages): ______________________________________________