Malaria Consortium- Request For Expression Of Interest For Registered Auctioneers For Auctions Service And Sales Of Assets For SUNMAP2 Project States

DEADLINE: 28TH DECEMBER, 2021 MALARIA CONSORTIUM REQUEST FOR EXPRESSION OF INTEREST FOR REGISTERED AUCTIONEERS FOR AUCTIONS SERVICE AND SALES OF ASSETS FOR SUNMAP2 PROJECT STATES FROM: MALARIA CONSORTIUM ABUJA CONTACT: NO 33 POPE JOHN PAUL STREET, OFF GANA STREET, MAITAMA ABUJA, NIGERIA

Registered Auctioneers for auctions service and sales of assets for SuNMaP2 project states

Malaria Consortium is one of the world’s leading non-profit organizations dedicated to the comprehensive control of malaria and other communicable diseases in Africa and Southeast Asia. Malaria Consortium works with communities, government and non-government agencies, academic institutions, and local and international organizations, to ensure good evidence supports delivery of effective services, providing technical support for monitoring and evaluation of programmes and activities for evidence-based decision-making and strategic planning. The organization works to improve not only the health of the individual, but also the capacity of national health systems, which helps to relieve poverty and support improved economic prosperity.

The Support to National Malaria Programme, phase 2 (SuNMaP 2) is a 6-year programme funded by UKaid through DFID in Nigeria. The programme in being implemented by a consortium of international and Nigeria partners lead by Malaria Consortium; in support of NMEP at the national level and SMEP in six programme states: Kaduna, Kano, Katsina, Jigawa, Yobe and Lagos.

Rationale Malaria Consortium is looking for registered auctioneers that will create awareness and conduct auctions for the disposal of assets for its SuNMaP2 project, consequently reputable firms interested in rendering such specialist service to the Company, are requested to send in their Expression of Interest (EOI) for this purpose. In line with the asset disposal procedures, MC would engage the services of an Auctioneer to support sales of the selected assets. The Programme assets are currently in seven (7) locations Kaduna, Kano, Katsina, Jigawa, Yobe, Lagos and Abuja ; therefore, the auction process would be coordinated across the various locations.

Objective of the Service request The independent Auctioneer would support the SuNMaP 2 asset disposal process and coordinate the sales of selected equipment across all Programme states.

Key activities for the Service Provider Key activities include:

Pre‐Auction Services (i) The Auctioneer will design and develop all necessary advertising and publishing material pertaining to the auction. The advertisement should begin at the latest two (2) weeks before the auction and by at least two (2) notices before the auction, and shall include the auction venue, auction date/times, terms of participation and lot/items viewing period. The Terms of Participation should be clearly stipulated in all advertisement material. The advertisement, when possible, shall be done by using the auctioneer’s already established channels: local, regional and/or international newspapers, local TV/radio, Web, e‐ mail and SMS. Any additional advertisement shall be requested/approved by MC/FCDO.

(ii) If required, the Auctioneer shall provide MC/FCDO with written market valuation of all assets to be sold for approvals based on the calculated asset depreciation value per donor requirements, at least ten (10) days prior to the auction. This may be an indicative value and the minimum individual value for auctioning of every item. If possible or required by local regulations, the Auctioneer will arrange for a tax authority valuation of duty/taxes and/or physical presence of tax officers prior to the conduct of the auction and notify MC/FCDO, in writing of the results for each vehicle.

Auction Day Services (i) In cooperation with MC/FCDO, adapt security measures to ensure the safety of the participants and that crowd control measures are applied accordingly to the event context and number of participants. Especially in line with statutory COVID-19 protocols

(ii) Ensure all participants have read/understood and signed the terms and conditions and that all participants have been registered.

(iii) To conduct the public/live auction in a professional manner by providing each auction participant with an equal opportunity to place their bids to ensure transparency and integrity of the auction process.

(iv) In case it is necessary, the auctioneer will provide an interpreter for the audience.

(v) Publicly announce and record each winning bid (i.e., lot number, winning amount, bidder’s name, and number) for each asset sold at the auction.

(vi) In conjunction with MC Finance representative, The Auctioneer will ensure the collection of the full sales amount for each asset sold at the auction within one (1) working day following the date of the auction.

(vii) The expenses incurred from the preparation until the auction day will be validated by MC/FCDO official representative upon submission of the respective invoices/receipts from the auctioneer.

Post‐Auction Services (i) Provide the complete list of registered bidders.

(ii) The commission due for the auctioneer will be based on the successfully collected sales proceeds amount

(iii) Confirm with the official MC/FCDO representative at the auction the sale details of each asset (i.e., the amount of the highest bidder, bidder’s name, and number, etc.), and the confirmation of the total expected revenue from the auction.

(iv) At the end of the auction day, to sign jointly with MC/FCDO the Awarded Bid Report that includes the details of the preliminary outcome of the auction.

(v) Auctioneers will provide MC/FCDO with an updated collection report during the period between the conduction of the auction and the remittance of MC/FCDO’s money.

(vi) Within five (5) working days after the auction date, to provide MC/FCDO with the Auction Report containing all aspects of the auction (i.e., amounts received from each buyer, Auctioneer’s commission, and any other auction related costs as pre‐approved by FCDO). This Report shall also contain a written confirmation of Auctioneer’s deposit of monies to FCDO designated accounts (less Auctioneer’s commission).

(vii) Auctioneer will sign agreement with the buyer to pay all duty and other applicable taxes including VAT prior to releasing property to the buyer.

(viii) Auctioneer is accountable for any legal issue related to sale of goods and will intercede with bidders in such instances.

Other services : The auctioneer is responsible and will cover from the proposed commission the travel expenses, advertisement and daily allowance of their staff to and from the capitol city of the country where the auction is conducted (if applicable).

Malaria Consortium’s Responsibilities. MC will provide support and facilitation of the sales process with the following:

(i) Access to all assets identified for disposal.

(ii) Assistance with official requests for approvals from FCDO.

(iii) Access to all pertaining documentation to facilitate sales/customs procedures.

Expected Output/deliverables

The Auctioneer report will include: (i) General auction results

(ii) Percentage of items sold at auction. (100% of lots)

(iii) Sale price above the reserved price for all lots (100%)

(iv) Percentage of collections of winning bids. (100%)

Profile requirements for the Auctioneer The auctioneer should be legally authorized to perform public auctions in the country and provide original written proof of this.

Requirements for selection Interested firms are required to submit EOI prepared in English Language with the following requirements which shall be used as criteria for preliminary selection.

Mandatory (Without which companies will be disqualified) (i) Evidence of current registration as a Licensed Auctioneer from either of the following – FCT, State or Federal government.

(ii) Evidence of registration with Corporate Affairs Commission.

(iii) Certified true copies of Memorandum and Article of Association.

(iv) Positive Reference letter from not less than three clients.

(v) Detailed financial offer applicable to service provision

Required Documents for Selection The Auctioneers shall submit the following in addition to the Mandatory requirements, but not necessarily be limited to:

(i) Proof of relevant experiences: minimum 3 auctions events organized during the last 5 years (2016 – 2021) with Non-Governmental Organizations (NGO) and non-profit organizations

(ii) Include information on your capability of providing services through an online platform

(iii) Additional supporting documents (sample reports)

(iv) Complete annex 1

EOI Submission Applications for EoI accompanied by the relevant documents should also be forwarded in sealed envelope marked at the top left corner and boldly written: –

“EOI in respect of Registered Auctioneers’’

and addressed to: Country Director Malaria Consortium, Plot 33 Pope John Paul Crescent, Off Gana Street Or by email to: tenders@malariaconsortium.org

Closing Date All submissions must be received at the above Office or tenders box not later than 4:00pm on 5 January, 2022.

Important Notice

Only short-listed firms will be contacted The company reserves the right to reject any response to this request for EoI.

Estimated Timeline for activities: December 2021 (could be over by 2 days)

S/No ACTIVITY TA days National Auctioneers 1. Engagement in pre-auction activities 5 2. Auction Day 3 3. Engagement in post – auction activities 5 Total 12

AUCTION SCHEDULE TO BE PROVIDED UPON ENGAGEMENT. Kindly note that auction days may be held concurrently in 3 different locations at the same time and service providers are to be prepped for such eventuality.

Timing of the consultancy Will be provided upon engagement as convenient scheduling for both parties will be considered

Malaria Consortium Malaria Consortium is committed to fair and competitive procurement processes, and all expression of interests received will be considered confidential, and will not be shared with other bidders.

Any inappropriate action to influence the award including personal incentives to Malaria Consortium staff is prohibited. Any discounts or cost reductions must be included in the original quote to be considered.

For more information or question(s), you can send it as an email to tenders@malariaconsortium.org before close of business on 28 December, 2021.

ANNEX: Malaria Consortium – Pre-qualification Submission Document for all Bidders

NOTE: All information provided will be subject to verification and service providers will be disqualified and blacklisted if any provided information is found false

About you and your bid Service applied for Company Name Company Address and Contact Your Name(the person filling the form) Please state clearly any relationships you may have with MC staff?Friends/Family/Business partners etc.(Failure to name such relationships will invalidate this bid.) About your company? How long has the company been formed? Is the Business incorporated? Please enclose CAC Please enclose details of the company bank account if you have one. Please give the names of the company owners? About your experience/skills providing these goods/services? What experience do you have of supplying this items/service previously? Give details Have you provided similar service to other NGO’s in Nigeria? Who? /What kind of Service?Attach proof Have you provided services to Malaria Consortium? Please give a brief summary What expertise do you have concerning the items/service you are bidding to supply? Do you hold any relevant qualifications in this area? Standard payment terms: 30 days payment after delivery Is this acceptable to you? Is it acceptable for us to visit your office/premises? Give name of 2 business referees and detail of business undertaken? (Someone you have supplied goods / provided service to in the last year, preferably work of a similar nature) Signature, Date and Company Stamp

Malaria Consortium- Request For Expression Of Interest For Registered Auctioneers For Auctions Service And Sales Of Assets For SUNMAP2 Project States

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