Terms of Reference (ToRs) for Prequalification Process Management: Bid Opening, Evaluation and Report Preparation – Ref: AAIU/SUPLS/SRVCS/WORKS/2025/2026/018
1.0 Introduction
ActionAid International Uganda (AAIU) is a Ugandan national development organization
affiliated with ActionAid International, a global federation operating in 47 countries across
Africa, Asia, Europe, and the Americas. AAIU has been working in Uganda since 1982,
focusing on supporting minority groups such as women, children, and people living in
extreme poverty. Its vision is to create a just, equitable, and sustainable world where every
person enjoys the right to a life of dignity, freedom from poverty, and all forms of
oppression.
AAIU is currently implementing its 6th Strategy Paper in various regions, central( Kampala),
Northern, Eastern and west Nile with the following strategic outcome areas:
1. People-led Climate Justice and Resilience to Shocks and Humanitarian Emergencies
2. People-centered Governance and Accountable Public Services
3. Women and Young People’s Access to Decent Opportunities and Productive
Resources
In line with its strategic goals, AAIU seeks to prequalify and engage suppliers to provide
Supplies/ Services and works to AAIU for the FY 2025/2026. To ensure the process is
transparent and efficient, AAIU intends to source a consultant to manage the prequalification
process, including bid opening, evaluation, and report preparation.
2.0 Purpose of the Assignment
The purpose of this assignment is to hire a consultant to manage the prequalification process
for suppliers to provide Supplies/ Services and works to AAIU for the FY 2025/2026. This
includes managing the bid opening, evaluation, and providing reports at each stage,
culminating in a final report at the conclusion of the process.
3.0 Specific Objectives
The Consultant will be required to:
1. Manage the bid opening process, ensuring transparency and compliance with AAIU
procurement regulations.
2. Conduct a thorough evaluation of the bids based on both technical and financial
criteria as outlined in the bidding documents.
3. Provide detailed reports after each stage (bid opening, evaluation) and compile a
comprehensive final report summarizing the entire process and (recommendations (if
any).
4.0 Expected Deliverables
The Consultant is expected to deliver the following:
1. Bid Opening Report: A report documenting the bid opening process, listing all
bidders, their submissions, and compliance with preliminary requirements.
2. Evaluation Report: A detailed report on the evaluation process, including technical
and financial assessments of each bid, scoring criteria, and recommendations for
further consideration.
3. Final Report: A comprehensive report consolidating the findings from the bid
opening and evaluation, providing clear recommendations for the selected bidders.
5.0 Scope of Work and Timeline
The scope of work will include:
1. Bid Opening: Coordinate the bid opening process in accordance with AAIU’s
procurement policies and procedures.
2. Bid Evaluation: Evaluate bids based on technical qualifications, financial proposals,
and compliance with eligibility requirements.
3. Reporting: Provide reports at each stage and a final report detailing the entire
prequalification process.
The assignment will be carried out in Kampala at AAIU head office and expected to be
completed within a period of 2 weeks.
6.0 Methodology
The Consultant will apply a two-stage evaluation process, including:
1. Preliminary screening for compliance with mandatory requirements.
2. Detailed technical and financial evaluation of eligible bids.
7.0 Legal Status
The Consultant must possess all necessary legal and registration documents, including
relevant certifications (if any) from the appropriate regulatory bodies.
8.0 Qualifications and Experience
The Consultant must have the following:
Proven experience in conducting bid evaluations, contractor prequalification
processes, and report writing.
Experience in managing prequalification projects, particularly in the NGO sector or
public sector.
Knowledge of Uganda’s procurement laws and regulations.
At least three recommendations for similar assignments conducted in the past.3 | P a g e
9.0 Reporting
The Consultant will report to the Procurement Officer, providing updates at each stage of
the process and finalizing the assignment with a comprehensive report.
10.0 Submission of Proposals
Interested firm/ individuals are required to submit proposals via
Procurement.Uganda@actionaid.org no later than 3rd January 2025 at 13:00 Hrs.
Proposals must include technical and financial proposals and evidence of the Consultant’s
qualifications and experience as outlined in this ToR.
ActionAid International Uganda may, at their own discretion, extend the deadline for
the submission of Proposals by amending the solicitation documents, in which case all
rights and obligations of ACTIONAID INTERNATIONAL UGANDA and Offerors
previously subject to the deadline will thereafter be subject to the deadline as extended.
For more inquires, please contact Procurement.Uganda@actionaid.org
11.0 Child protection, sexual harassment, exploitation, abuse, and safeguarding
standards
The Service Provider SHALL adhere to child protection, sexual harassment, fraud, and
safeguarding standards regarding the protection of children, women, young people and adults
from abuse, exploitation, and neglect.
ActionAid International Uganda maintains a corruption free environment, for all complaints
relating to fraud and Corruption involving ActionAid international Uganda staff in the
administration of this contract, report to these email addresses;
whistleblower.uganda@actionaid.org , safeguarding.uganda@actionaid.org
12.0 Evaluation Criteria
The proposals will be evaluated based on the following:
1. Compliance with submission requirements (legal and registration documents,
certifications, etc.)
2. Technical proposal quality (methodology, work plan, personnel qualifications)
3. Financial proposal feasibility (cost, payment terms, and validity period)
A METHODOLOGY USED
The evaluation methodology to be used for the evaluation of bids received shall be the
Technical Compliance Selection (TCS) methodology.4 | P a g e
Summary of Methodology
The evaluation shall be conducted in Four sequential stages –
(a) A preliminary examination to determine the eligibility of bidders and the administrative
compliance of bids received.
(b) A detailed evaluation to determine the technical responsiveness of the eligible and compliant
bids.
(c) A financial comparison to compare costs of the eligible, compliant, responsive bids received
and determine the best-evaluated bid; and
(d) Post qualification to confirm whether the best-evaluated bidder has the capacity and resources
to effectively execute the procurement.
Failure of a bid at any stage of the evaluation shall prevent further consideration at the next
stage of evaluation. Substantial responsiveness shall be considered a pass at the detailed
evaluation stage.
B PRELIMINARY EXAMINATION CRITERIA
Eligibility Criteria
The documentation required to provide evidence of eligibility shall be: -
The documentation required to provide evidence of eligibility shall be
1. A copy of the Memorandum and Articles of Association
2. a copy of the Bidder’s Certificate of Registration or equivalent.
3. Copy of the Tax Clearance Certificate for the year 2024 addressed to ActionAid
International Uganda (1000042267),
4. Signing of the ethical code of conduct for bidders
5. All pages MUST be serially numbered and initialled
6. a copy of the Bidder’s Valid Trading licence or equivalent and a Certified Copy of
the Trading License for the previous year
TECHNICAL EVALUATION CRITERIA. (TO BE EVALUATED OUT OF (70)
PERSONNEL (30)
Clearly state details of the proposed personnel and their Academic Qualification (as detailed
in the solicitation above)
- Include academic qualifications.
- Include certifications.
- CV of the Lead personnel
PREVIOUS WORKS (30)
- Candidate must provide evidence of both ongoing contracts or executed contracts in line
with the desired services.
- Recommendations at least three (3) (as described in the solicitation document above)
Financial Evaluation (to be assessed out of (40)
Sn Description of services Uom Unit Cost
1 Prequalification Process
Management: Bid Opening,
Evaluation, Site Visits, and
Final Report Preparation.
Svs
Provider’s offer including
- Payment terms
- Quotation Validity
- Completion Period
Period of validity of Proposals
a) Proposals shall remain valid for ninety (90) working days after the date of Proposal
submission set by ACTIONAID INTERNATIONAL UGANDA, pursuant to the
deadline clause. A Proposal valid for a shorter period may be rejected on the
grounds that it is not responsive.
b) In exceptional circumstances, ACTIONAID INTERNATIONAL UGANDA may
solicit the Offeror’s consent to an extension of the period of validity. The request
and the responses thereto shall be made in writing. An Offeror granting a request
will not be required nor permitted to modify the Proposal
FORMAT AND SIGNING OF PROPOSALS
ActionAid will not be responsible in any way for any costs incurred in the preparation or
submission of the documents. Submission of a proposal does not give any guarantee of award
of this project.
AAIU will evaluate bids and award the assignment based on technical and financial feasibility.
AAIU reserve the right to accept or reject any proposal received without giving reasons and is
not bound to accept the lowest, the highest or any other applicant.
Annex I:
INVITATION FOR PRE-QUALIFICATION OF PROVIDERS FOR FY: 2025/2026
[REF: AAIU/SUPLS/SRVCS/WORKS/2025/2026]
ActionAid International Uganda invites interested and suitably qualified bidders to submit
sealed bids for Prequalification for the following categories in the different regions;(Central -
Kampala head office), (Northern -Nebbi office) and (Eastern -Kumi office) as specified below
and on our website at www.actionaid.org/uganda
https://uganda.actionaid.org/jobs/2024/invitation-pre-qualification-pro…-
services-consultancies-and-works
SUPPLIES:
CODE / LOT No. ITEM
SUPL/1000 Computers and computer accessories & consumables -Kampala only
AAIU/FWK/
SUPL-
2000/2025/2026
Toners and cartridges. (To be subjected to a framework) – Kampala only
SUPL/3000 Medical supplies & related medical sundries. first aid use only-Kampala only
SUPL /4000 Assorted Electrical accessories; TVs, Fridges, phones, etc– Kampala only
SUPL /5000 Supply and maintenance of Firefighting equipment - All locations
SUPL/6000 Supply of protective safety wear etc - All locations
SUPL/7000 Supply and maintenance of Generators, UPS, Solar equipment etc - Kampala
SUPL/8000 Office consumables and sundries– All locations
SUPL/9000 Supply and maintenance of Air Conditioners and Accessories – Kampala only
SUPL/10000 Office Furniture and Fittings) – Kampala only
SUPL/11000 Supply and maintenance intercom and PABX solutions – Kampala only
AAIU/FWK/ SUPL-
12000/2025/2026
Assorted office stationery (Subjected to a framework contract). All locations
SUPL/13000 Supply of designed promotional materials and merchandise. Kampala only
SUPL /14000 Supply and installation of software, licenses, networks, servers Kampala only
SUPL /15000 Gift vouchers and souvenirs – Kampala only
SUPL /16000 Supply of motor vehicle and motorcycle tyres & fittings, batteries. All locations
SUPL/ 17000 Supply, installation and maintenance of solar equipment. Kampala only
SUPL/18000 Supply of Fuel and lubricant (Applies to Northern and Eastern region only)
SUPL/19000 Supply of farm & agricultural inputs, tools, seeds, livestock, etc. All locations7 | P a g e
CATEGORY A: SERVICES: NON-CONSULTANCY SERVICES:
CODE ITEM
SVCS/1000 Design, art and print services). All locations
SVCS/2000 Photography, videography and film production services. Kampala only
SVCS/3000 Air Ticketing, Tours & travel. Kampala only
SVCS/4000 Clearing & forwarding. Kampala only
SVCS/5000 Computer repair & maintenance (printers/copiers & CCTV Cameras etc. Kampala
only
SVCS/6000 Courier Services (local and global /international courier). Kampala only
SVCS/7000 Engraving services and tagging of assets. All locations
SVCS/8000 Events management and entertainment (Tents, chairs, PAS,Deco etc.) All locations
SVCS/9000 Motor vehicle and asset tracking services and related equipment. Kampala only
SVCS/10000 Repair & Maintenance of motor vehicles & motorcycles (In major Cities). All
locations
SVCS/16000 SMS services, Telemarketing, aggregation services & Internet services. Kampala
only
SVCS/17000 Car washing services. (Framework contract). All locations
AAIU/FWK/SVCS
/18000/2025/202
6
Provision of vehicle hire services, (framework contract). All locations
AAIU/FWK/
SVCS-
19000/2025/2026
Provision cleaning & fumigation (framework contract). All locations
SVCS/20000 Provision of Valuation and disposal services (assets etc.). Kampala only
AAIU/FWK/SVCS
-
21000/2025/2026
Broadcasting & Advertising -Radio and TV (framework contract) All locations
AAIU/FWK/SVCS
-
22000/2025/2026
Provision of hotel services (Framework contract) All locations
AAIU/FWK/SVCS
-
23000/2025/2026
Security services (guard duties)- (Framework contract). All locations
AAIU/FWK/SVCS
-
24000/2025/2026
Publication of advertisements in newspapers (Framework contract) Kampala
AAIU/FWK/SVCS
-
25000/2025/2026
Outside Catering services (To be subjected to a framework contract). All
locations
CATEGORY B: CONSULTANCY SERVICES:
CODE ITEM
SVCS/38000 Legal services.
SVCS/39000 Architectural design, supervision & quantity surveying, Valuation and Surveying
Companies (Property valuation). All locations
SVCS/40000 Various HR Consultancies Apply based on the priority area expertise.
SVCS/41000 Programmes/Projects Consultancies Apply based on the priority area expertise)
CATEGORY C: WORKS
CODE ITEM
Works/1000 Mechanical works including plumbing (Pipes/ fittings), and drainage. All locations
Works/2000 Electrical works and maintenance:Wiring, Generators & Solar installation) All
locations
Works/3000 Provision of Civil works including major construction. All locations
Works/4000 Minor repairs and maintenance of buildings. (Below UGX 30M) All locations
Works/5000 Carpentry, wood joinery and masonry. All locations
Works/6000 Fabrication and installation of signage. Kampala only
MANAGEMENT
CODE OF ETHICAL CONDUCT- IN BUSINESS FOR BIDDERS AND
PROVIDERS
(Under Section 93 of the Public Procurement and Disposal of Public Assets Act, 2003)
1. Ethical Principles
Bidders and providers shall at all times
a) maintain integrity and independence in their professional judgement and conduct;
b) comply with both the letter and the spirit of-
i. the laws of Uganda; and
ii. any contract awarded.
c) avoid associations with businesses and organizations which are in conflict with this
code.
2. Standards
Bidders and providers shall-
a) strive to provide works, services and supplies of high quality and accept full
responsibility for all works, services or supplies provided;
b) comply with the professional standards of their industry or of any professional body of
which they are members
3. Conflict of Interest
Bidders and providers shall not accept contracts which would constitute a conflict of interest
with, any prior or current contract with any procuring and disposing. entity Bidders and10 | P a g e
providers shall disclose to all concerned parties those conflicts of interest that cannot
reasonably be avoided or escaped
4. Confidentiality and Accuracy of Information
i. Information given by bidders and providers: in the course of procurement
processes or the-performance of contracts shall be true, fair and not designed to
mislead
ii. Providers shall respect the confidentiality of information received in the course
of performance of a contract and shall not use such information for personal gain
5. Gifts and Hospitality
Bidders and providers` shall not offer gifts or hospitality directly or indirectly, to staff of a
procuring and disposing entity that might be viewed by others as having an influence on a
government procurement decision.
6. Inducements
i. Bidders and providers shall not offer or give anything of value to influence the
action of a Procurement Unit official in the procurement process or in contract
execution.
ii. Bidders and providers shall not ask a Procurement Unit to do anything which is
inconsistent With the Act, Regulations. Guidelines or the Code of Ethical Conduct
in Business
7. Fraudulent Practices
Bidders and providers shall not-
a) collude with other businesses and organizations with the intention of depriving a
procuring and disposing entity of the benefits of free and open competition;
b) enter into business arrangements that might prevent the' effective operation- of fair
competition;
c) engage in deceptive financial practices, such as bribery, double billing or other
improper financial practices;11 | P a g e
d) misrepresent facts in order to influence a procurement process or the execution of a
contract to the detriment of the Procuring, and: Disposing Entity; or utter
false documents;
e) unlawfully obtain. information relating to, a procurement process in order to influence
the process or execution of-a contract to the detriment of the PDE; and
f) withholding information from the PDE during contract execution to the detriment of
the PDE.
I …………………………………………………….. agree to comply with the above code
of ethical-conduct in business
AUTHORISED SIGNATORY NAME OF BIDDER/PROVIDER
……………………………… ………………………………
Download Full Document Below