May 2024

1. INTRODUCTION

The Public and Private Development Centre (PPDC), a non-profit organization that promotes increased citizenship participation in governance processes, is implementing a project to strengthen court administration and case management system in the following locations: Plateau, Nasarawa and Kaduna States.  The project aims to improve the capacity of courts in case management and scheduling, control, storage and preservation of evidence, and court administration. 

PPDC is an equal opportunity employer and seeks capable and suitably qualified Consultants to help implement the project in the said states. 

2. PROJECT DESCRIPTION

This is an invitation to Tender for Consultants to implement the CACM project by providing

Organization of Physical case files & evidence Materials that support cases in the Justice

Sector, in support of Court Administration and Case management projects. The table 1

below shows the tender description.

S/n	Descriptions
1	Subject	Organization of Physical Case Files and Evidence That Support Cases in The Justice Sector
3	Location for project	Plateau, Nasarawa & Kaduna State
4	Date of Tender	2nd May, 2024
5	Closing date for TenderSubmission	16th May, 2024

Background to the project: 

The CACM project commenced with a baseline assessment that presents the gaps and

recommendations for improvement on the current state of Court administration and Case

management system in the mentioned three states.

One of the key interventions is “Provision of service to organize physical (paper) case files

and evidence that supports the cases in archive storage boxes and racks.

The casefiles and evidence(exhibit) items will be stored in either a Record centre or in the

Archive. 

The final index to the collections will map the case files and the evidence together and

later stored in an electronic record management system.

The implementation process will cover the Terms of Reference (ToR)/Services below;

1. Inventory of site content
2. Vacuum/cleaning of casefiles and evidence materials
3. Classify and catalogue with archival providence and security codes
4. Storage of files in boxes with tamper control
5. Arrangement of evidence items on the racks
6. Develop easy retrieval tools (Indexes) for the collections files.

Your proposal to tender should be for the three locations in table 1 above.

Kindly confirm your interest to participate in the bid process by responding to this tender 

document before 5pm on 16^th of May 2024.

PROJECT SCOPE

The scope of services to be provided by the Consultant includes the following:-

1. Give a structured organization approach from Start-up to Requirement analysis, Implementation, Testing, Training, Deployment and Acceptance. 
2. Supply of storage boxes with barcode labels
3. Supply of tamper tags for the boxes
4. Provision of usage and tracking management system (conventional & IT) for routine operational services
5. Review the existing policies and standard operating procedures in managing case files and evidence items (with global best practices)
6. Training of court staff in charge of casefiles and evidence management
7. Development of maintenance and sustainability plan.

3. QUALIFICATION CRITERIA

1. Consultants must have capability to develop and implement large-scale physical case files and other information resources for the judiciary and other reputable organizations.
2. Consultants should have verifiable experience in case management project, archive resource management, records and Library management, data analysis, administrative control for storage infrastructure management and knowledge of risk assessment / disaster management, business continuity and archiving infrastructure
3. Consultants must work within an agreed timeline to deliver a best practice in case management and record management organization.
4. Consultants must demonstrate capacity to deliver the project in a cost-effective way.

4. SUPPORTING DOCUMENTS FOR BID SUBMISSION 

Mandatory

1. Evidence of professional experience / status for managing administrative and legal
2. records.
3. Memorandum and Article of Association of the company
4. Current Tax Clearance Certificate (evidence of payment of tax for the last three (3) years

Others

1. Detailed company Profile
2. Evidence of relevant experience for similar services
3. Verifiable reference list (at least 2) for whom similar services were / are being executed
4. Company’s audited financial reports in the last three years.
5. Statement of organization’s core technical competencies and skills available
6. Details of key manpower including names and short CVs of key professional staff to be
7. deployed.
8. Name, position, phone number and email address of key contact person.
9. Support, Maintenance and Knowledge transfer like training for administrators/system
10. support team.

NOTE THE INFORMATION BELOW: 

1. Appropriate taxes such as Withholding Tax (WHT) will be deducted prior to making any payments for  the good[s] supplied. Also, PPDC as an NGO is exempt from the payment of VAT.

2. ALL BIDS MUST BE SUBMITTED IN HARD COPY 

3. All hard copy bids must be put in an envelope and address to the below address:  

Public and Private Development Centre 

Block L, House No 2, Plot 622 Mercy Samuelson Estate,  

Karmo District, Abuja,FCT.

5. Ensure you put all bids into the PPDC bid box and complete the bid worksheet at the  office reception at the address stated above. 

6. All bids must be submitted before close of business, on 16^th May ,2024.

7. All financial bids must be in Naira (NGN). NOTE, partial quotes are not allowed.

8. All Prices must be valid for 90 days and must be inclusive of delivery costs. Note in  some circumstances PPDC may ask that this period be extended beyond this initial  period indicated in this RFQ.

9. Bids to be submitted between the hours of 10.00am and 4:00 pm on Monday through  Friday only. It is your responsibility to ensure your response reaches the address above before the deadline. 

10. Do not send submissions to this email as they will not be considered.

11. Note the selected bidder will be responsible for logistics attached to the delivery of the service at  Kaduna, Plateau and Nasarawa states respectively. 

Note: Specific location shall be discussed with the successful bidder.

12. The award of service of contract is subject to contract terms and conditions and  satisfactory outcome of due diligence checks on capacity to deliver this assignment.

For all request for clarification, feel free to contact the email procurement@ppdc.org

Closing Date: The deadline for submission is 16th May 2024.

Note: 

Responses received after the submission deadline for whatever reason will not be  considered for evaluation.