Job Description

PRE-QUALIFICATION OF SUPPLIERS 2024

ICAP

INVITATION TO BID 

 Issued 20th November 2024

Introduction

ICAP at Columbia University, in partnership with the Ministry of Health, is enhancing medical training and improving diagnostic services by procuring and installing advanced medical equipment. This initiative includes procurement and installation of a state-of-the-art digital cadaver at the College of Medicine and Allied Health Sciences, two Computed Tomography scanners at Connaught and Kenema Government Hospitals, and ten ultrasound machines in selected health facilities across the country. 

ICAP will hire Engineer to conduct comprehensive site assessments, preparing detailed designs and technical specifications, overseeing renovations and installations, and carrying out final inspections to ensure all buildings are compliant with building standards and requirements for the equipment.

Scope of Work for Engineers

• Develop a comprehensive assessment checklist to evaluate structural integrity, electrical systems, plumbing, roofing, ventilation, safety standards, and space optimization at the proposed sites.
• Perform detailed site assessments using the developed checklist, collecting photographs, measurements, and necessary documentation for analysis.
• Prepare a detailed Bill of Quantities outlining material quantities, labor costs, and other expenses.
• Create technical design drawings and architectural layouts based on the assessment findings.
• Supervise renovation activities regularly to ensure compliance with design plans and standards.
• Conduct a final inspection of all renovated areas using the assessment checklist.
• Verify the completion and quality of structural, electrical, plumbing, roofing, and air conditioning works.
• Test all electrical systems, plumbing fixtures, air conditioning units, and safety equipment for proper functioning.
• Obtain certification or compliance reports from relevant authorities, as needed.
• Prepare and submit detailed handover documentation, including as-built drawings and compliance certificates.
• Provide post-renovation support for a defined period to address any emerging issues or defects.

List of Deliverables from Engineers

• Comprehensive Assessment Checklist
• Site Assessment Report
• Bill of Quantities 
• Design Drawings and Technical Plans
• Renovation Plan
• On-Site Supervision Reports
• Quality Assurance and Safety Inspection Reports
• Final Inspection Report
• Testing and Commissioning Report
• Handover Documentation Package
• Post-Renovation Support Plan

Information and Documents required by ICAP 

The following is a list of the supporting documentation that ICAP requires for the purpose of this Bid:

Licences, certificates and declarations

• Copy of Certificate Business Registration with appropriate registration entity or incorporation or trading license 
• Evidence of Tax registration and compliance in Sierra Leone (NRA Tax Clearance Certificate or GST Registration
• Certificate from the Ministry of Works

Experience

• Evidence of similar services performed in the last 2 years with references (please include at least two INGOs and UN agencies or government).
• Evidence of Financial Capability (Bank Statement/Audited Financial Statements. 
• Cost of past services
• Qualification and CV
• Years of experience

ICAP reserves the right to confirm the information given by vendors (including our current and previous vendors) in order to validate the information and make informed decisions.

The bidding process is strictly for Vendors who are registered and licensed in Sierra Leone.

ICAP provides bidders the same information and/ or the same opportunity to obtain information and a minimum amount of time, (one week as advertised) is considered for the bidders to prepare and submit their bids.

ICAP reserves the right to accept or reject any application.

Responses to this bid should be submitted to the following address and in the following manner.

“Pre-qualification of Suppliers 2024”

Procurement Committee

ICAP at Columbia University,

In Sierra Leone,

# 69B Sir Samuel Lewis Road,

Aberdeen

Freetown,

Sierra Leone.

The envelopes should:

• Be addressed to the Procurement Committee as the address provided above
• Bear the name and identification of the supplier

Note: When signing in for submission of your bid, please indicate your business name on the bid register and not your personal names.

Completed applications must be deposited in the tender box placed at the ICAP reception in sealed envelopes clearly indicating the address above on or before 5:00pm on Wednesday, 27th November 2024.

Note: ICAP office is open during the following hours:

Monday to Thursday from 08.00 a.m. to 05.00 pm

On Friday from 08.00am to 02.00pm

Office will be closed during all public holidays.