Job Details

Job Description

PURCHASER’S CONTACT DETAILS:

Kwacha Pension Trust Fund

Plot No. 5534 Corner Libala/Kakola Roads Kalundu

Lusaka

User Department: Investments

Tender Date: 4th September 2025

Tender Closing Date: 18th September 2025 Tender Closing Time: 14:30 hours

TENDER DESCRIPTION: REQUEST FOR PROPOSAL (RFP) FOR THE PRE-QUALIFICATION OF CONTRACTORS FOR THE SUPPLY AND INSTALLATION OF A NEW HEATING, VENTILATION, AND AIR CONDITIONING (HVAC) SYSTEM, INCLUDING THE REMOVAL OF THE OLD HVAC SYSTEM

INSTRUCTIONS TO BIDDERS

1. You are invited to submit pre-qualification proposals for the aforementioned tender.
2. Your proposal in the required format must be addressed to: The Director, Kwacha Pension Trust Fund, Plot 5534, Corner Libala/Kakola Road Kalundu, Lusaka, Zambia
3. Sealed proposals shall, clearly be labelled “REQUEST FOR PROPOSAL (RFP) FOR THE PRE-QUALIFICATION OF CONTRACTORS FOR THE SUPPLY AND INSTALLATION OF A NEW HEATING, VENTILATION, AND AIR CONDITIONING (HVAC) SYSTEM, INCLUDING THE REMOVAL OF THE OLD HVAC SYSTEM” on the face of the envelope, with the bidders information on the back of the envelope.
4. Proposals should be deposited in the Tender Box at the Kwacha Pension Trust Fund reception, Plot 5534 Cnr Libala/Kakola Road, Kalundu, Lusaka; before 18th September 2025 at 14:30 hours.
5. The deadline for the receipt of your RFP is Thursday, 18th September 2025 at 14:30 hours.
6. Bidders are encouraged to attend the tender closing and bid opening ceremony to be held at Kwacha Pension Trust Fund’s Head Office on Thursday, 18th September 2025 at 14:30 hours.
7. Kindly note that electronic proposals will not be accepted, while unlabeled and late bids will be rejected.
8. A site visitation will be conducted only with bidders that pass the pre-qualification stage of the evaluation.

EVALUATION CRITERIA

Selection Criteria: As part of eligibility requirements, the following evaluation criteria will be used:

Bidders will be expected to submit ALL of the following information:

• Written Power of Attorney from Management or Board of Directors, clearly stating the appointed Representative, his/her specimen signature and designation in the firm. The names, designation(s) and signatures of the appointing authority must also be  clearly indicated.
• Company profile describing the core business of the firm/company and a list of current and previous clients;
• Proof of physical operational premises, e.g., utility bill, lease agreement, Lusaka city council certificates showing address
• Litigation status from an independent Legal Practitioner. Self-authored Litigation status and those authored by Commissioners for oath will not be accepted;
• Certificate of Incorporation or registration;
• PACRA Stamped form printed out within the last two (2) months (with details of directors/shareholders);
• Copies of IDs of Shareholders/Directors/Partners and Senior Management with a clear distinction of the shareholders, the Directors and those representing Senior Management;
• Valid 2025 NAPSA Compliance Certificate;
• Valid 2025 ZRA Tax Clearance Certificate;
• Valid certificate of registration with the Engineering Institute of Zambia (EIZ);
• Valid accreditation with supplier of priced HVAC Equipment;
• Proof of execution of contract works above US$ 250,000.00 or Kwacha Equivalent;
• Project experience with written Purchase Orders or Contracts;
• Proof of experience: list of at least five (5) works undertaken with details of the client, project undertaken including contract sum, date works were undertaken and reference contact person.
• At least three reference letters from traceable references from past clients for similar projects. Each reference letter must be dated within the last 12 months;
• Duly Signed Request For proposal;
• Signed Joint Venture Agreement: Where a bid is being submitted as a Joint Venture (JV), all parties to the JV must submit Preliminary evaluation statutory documents stated above, and
• Bid validity of 90 days which should be clearly stated

1) About the Client

Kwacha Pension Trust Fund (the “Fund”) is a self-managed pension scheme regulated by the Pensions and Insurance Authority. Its main objective is to provide pension benefits to its Members on retirement or death. The Fund holds commercial properties as part of its investment portfolio.

2) The Assignment

The assignment involves supply and installation of new Heating, Ventilation, and Air Conditioning (HVAC) system, including the removal of the existing system, at one of the Fund’s commercial properties. The scope of the assignment includes the entire building, excluding toilet spaces that already have functional extractors.

3) Requirements

Interested Firms are to submit three (3) copies and one (1) original of the required documentation in a sealed envelope clearly marked “REQUEST FOR PROPOSAL (RFP) FOR THE PRE-QUALIFICATION OF CONTRACTORS FOR THE SUPPLY AND INSTALLATION OF A NEW HEATING, VENTILATION, AND AIR CONDITIONING (HVAC) SYSTEM, INCLUDING THE REMOVAL OF THE OLD HVAC SYSTEM” on the face of the envelope, and the bidders information on the back of the envelope.

Tender closing date is 18th September 2025 at 14:30hrs.