Ghana: invitation to tender for printing toners

1. Purpose

The service provider must make provision for the supply and delivery of printing toners at the right quantity, price, time and place.

2. Locations of service delivery and approximate coverage area

The British High Commission (BHC) office in Accra, Ghana.

3. The objective

The objective is to deliver a high quality and properly scheduled supply of printing toners for the office compound, to a mutually agreed standard, and in accordance with the Foreign, Commonwealth & Development Office (FCDO) and other health and safety standards pertaining to the scope of work.

4. Scope of work

The service provider will be responsible for the proper supply of printing toners. The scope of work will include, but not be restricted to the:

supply the specified printing toners mentioned in Annexure 1

price including the cost of handling and transportation (where applicable)

supply being taken in small lots during the period of the contract, depending on the requirement raised by the respective authority

delivery, which should be made within 3 working days between 08h00 and 15h00, from the date of receipt of confirmed request from the Authority

quantities mentioned, which are only for calculation purposes. Authority may or may not take part/ full service provider of any/ all items

It is the responsibility of the service provider to ensure that no deliveries are done without a valid requisition list from the Authority. The service provider must make provision for invoicing as per order and must make provision for the replacement of faulty stationery items within 3 days.

5. Types of Toners

HP 78A

HP 410A

HP 203A

HP 410A

HP 130A

HP 15A

HP 125A

HP 125A

HP 307A

HP 307A

HP 49A

HP 87A

HP 203A

HP 508A

HP 504A

HP 504X

HP 410A

TB FC 30E

T- 3008E

6. Specific tasks/ activities

The key tasks/ activities will cover the supply of printing toners at The British High Commission, Accra.

7. Methodology

The service provider will apply the following methodology for the supply of printing toners:

programme and hours of working

supply and delivery of printing toners at the British High Commission, Accra as and when required by the Authority

the delivery should be made within 3 working days between 08h00 and 15h00, from the date of receipt of confirmed request from the Authority

8. Reporting

The service provider will:

report to the BHC’s Logistics Officer for major issues and on day-to-day basis issues relating to the services provided

be required to attend quarterly meetings with the Logistics Officer to review progress to date and resolve any issues arising

ensure that invoices are sent to the BHC for payment during the first working week of each month, covering the stationery items delivered

9. KPIs and performance measurement

The following KPIs and performance monitoring are applicable to the supply of printing toners service contract. The following table provides a high level overview of the service specific KPIs and performance monitoring.

Ref

Description

Performance Measurement

KPI 1

Suitability and quality of goods

Supply of quality printing toners and good service

99% to 100% Green

80% to 99% Amber

Below 80% Red not acceptable

KPI 2

Timeliness

Printing toners to be delivered within 3 working days of placement of order, unless otherwise agreed to by council

99% to 100% Green

90% to 99% Amber

Below 90% Red not acceptable

KPI 3

Accuracy of delivery

Ensure correct items are delivered at all times

99% to 100% Green

90% to 99% Amber

Below 90% Red not acceptable

KPI 4

Invoice accuracy and timeliness

Correct invoice issued within 3 working days after delivery

99% to 100% Green

95% to 99% Amber

Below 95% Red not acceptable

10. The British High Commission’s responsibilities

The British High Commission must:

agree the monitoring service proposed by the service provider

approve the service provider’s service methodologies

make available and provide any updates on any policies that affect the service, including any government initiatives

11. Special considerations

Supervision: To ensure the smooth running of this contract, it is extremely important that the service provider employs English–speaking staff. The appointed supervisor shall have regular contact with the appointed representative from the British High Commission for this contract and keep them informed on both progress and any problems that arise. All staff must have the appropriate security clearance.

Review meetings: The service provider shall be required to attend quarterly meetings with the British High Commission to review the running of the contract and to resolve any contractual issues.

For further information on this, please contact Thabang[email protected]