The role of Procurement Department at USIU-Africa is to provide support to the university operational requirements and aid in the realization of the University strategic objectives by undertaking to procure goods, services or works efficiently, effectively and equitably guided by the established Procurement & Disposal policy.
Procurement Department Support Function
Key objectives of the Procurement Department are:-
1. Manage procurement process efficiently and effectively and ensure all purchases go through the approved procurement processes and procedures.
2. Develop strong relationships with end user departments to achieve greater understanding of their requirement and integration to get early insight into item specifications and statement of works to enable timely execution of their planned activities.
3. Ensure that value for money in all purchases is realized in terms of timeliness, quality and price
Procurement function also acts as the interface between the University and the external customers (suppliers and service providers) and the management of supplier relationship including responding to supplier enquiries.
TURN KEY PROJECT FOR DEVELOPMENT OF COMPONENTS FOR A STATE-OF-THE-ART eLEARNING RESOURCE CENTER
United States International University - Africa (USIU-Africa) is a private not for profit institution of higher learning that is dually accredited by the Commission for University Education in Kenya, and by the WASC Senior College and University Commission (WSCUC) in the USA.
The United States International University - Africa eLearning Initiative project designed to help strengthen the university’s capacity to develop and deliver high quality and inclusive online content intends to, among others, address the technology gap currently existing in its overall infrastructure. To achieve this, the University is calling for proposals for the development of components of a state-of-the-art eLearning Resource Centre as it seeks to strengthen and enhance capacity to better support online content development and delivery.
OBJECTIVE OF REQUEST FOR PROPOSALS
The request for proposal seeks to attract and identify eligible and experienced firms or consortiums for the development of the physical structure design, layout and finishes of the eLearning Resource Center including the acoustic treatment and broadcast technical systems and turn key delivery of respective project components.
Component 1 - Hyflex Implementation in Classrooms and Auditorium:
i. Implement Hyflex technology in 15 classrooms to enable both in-person and remote learning simultaneously.
ii. Equip the 500-seater auditorium with advanced AV equipment to facilitate hybrid lectures and events.
Component 2 - TV Studio Upgrade and Portable Recording Equipment:
i. Renovate and modernize an existing TV studio in the Lillian K. Beam building on campus.
ii. Upgrade audio and video equipment to meet modern industry standards.
iii. Improve lighting and acoustics to enhance production quality.
iv. Provide three (3) portable sets of recording equipment that can be used in different rooms on the campus.
v. Ensure compatibility and integration with existing infrastructure.
vi. Provide necessary training for USIU-Africa staff on the use of the equipment.
Component 3 - Mini Production Studios Set-up:
i. Establish four (4) mini production studios in Classrooms M and N (Block MNOQ) on campus.
ii. Design and equip the studios with state-of-the-art audio-visual equipment and infrastructure.
iii. Ensure that the studios are conducive for faculty to create high-quality online course content.
Component 4 - Computer Lab Redesign and Equipment:
i. Redesign an existing computer lab into a state-of-the-art teaching facility.
ii. Equip the lab with high-quality computers and AV equipment to facilitate interactive teaching and learning.
The following mandatory information must be submitted:-
1. A detailed proposal that must include the project design and overall project implementation plan. Preliminary scope and schedule of the project.
2. Demonstrated understanding of and responsiveness to the University’s project objectives.
3. Demonstrated competencies in the design and development of similar projects. Demonstrated prior experience in management of similar nature.
4. Detailed CVs of key professional team which must include particulars of past projects undertaken.
5. Organizational profile, certificate of registration, CR12 form, PIN and valid tax compliance certificates.
6. Demonstrated financial capacity for undertaking projects of similar magnitude.
7. Provide audited financial statements for the last 3 years.
8. The overall cost of the project – financial proposal.
COMPULSORY SITE VISIT
A compulsory site visit and briefing session shall be held on Thursday, November 9, 2023 at 11.00 am – 1.30 pm at designated rooms and spaces at the University.
The survey should include assessment of available space, electrical requirements, acoustics, and other necessary infrastructure.
(NB: No service provider shall be allowed into the premises 30 minutes after the compulsory site survey and briefing has commenced).
Those interested eligible firms who shall attend the site visit and briefing session should confirm their attendance via email to email@example.com to be received on or before Monday, November 6, 2023.
CONDITIONS OF THE REQUEST FOR PROPOSAL (RFP)
1. The University reserves the right to accept or reject any proposal or part thereof and is not bound to accept the lowest or any bid. The University may at any time terminate procurement proceedings before contract award and shall not be liable to any person for the termination.
2. The University shall not be liable for any costs incurred in the preparation and submission of proposals
3. Failure to attend the compulsory site visit and briefing session shall result in automatic disqualification of your proposal
4. No late submission shall be accepted and no email submission of proposals shall be accepted.
5. The firm or consortium may be called upon to make a presentation to the project committee to assess the vendor or consortium’s suitability for the project. The presentation will cover the design, equipment specifications, timelines, and estimated costs for the respective components.
6. The committee may contact any of the provided references to assess the vendor or consortium’s track record and quality of work.
7. The University requires that firms or consortiums observe the highest standards of ethics during the proposal submission, selection and award of contract and also during the performance of the assignment. The University will reject a proposal for award if it determines that the firm or consortium recommended for award of contract has engaged in corrupt or fraudulent practices in competing for the contract in question.
The original and all copies of the proposals shall be placed in a sealed envelope clearly marked “REQUEST FOR PROPOSALS FOR TURN KEY PROJECT FOR DEVELOPMENT OF COMPONENTS FOR A STATE-OF-THE-ART eLEARNING RESOURCE CENTER – REF: USIU-AFRICA/RFP/ERC/10/2023” addressed to:
The Chief Manager – Procurement
United States International University – Africa
P. O. Box 14634 – 00800
The sealed envelopes containing the Proposal documents shall be deposited in the TENDER BOX available at the University Administration Block, Reception area, so as to be received on or before November 15, 2023 at 12:00 pm.