Federal Republic of Somalia

Ministry of Internal security MoIS

Office of Admin and Finance


No. MoIS/ -ITB-01


Start Date for Submission of Bids: 25 January 2021

Deadline for Submission of Bids: 12 February 2021 At 14:00 hours (Somalia Time) 

Section 1. Letter of Invitation

Submission Start Date: 25 January 2021


Dear Sir/Madam,

MOIS invites hereby invites you to submit a bid to this to this Invitation to Bid (ITB) for the above-referenced subject.

This ITB includes the following documents:

Section 1 – This Letter of Invitation

Section 2– Instructions to Bidders (including Data Sheet)

Section 3– Schedule of Requirements and Technical Specifications

Section 4– Bid Submission Form

Section 5– Documents Establishing the Eligibility and Qualifications of the Bidder

Section 6– Price Schedule Form

Your offer, comprising of a Technical Bid and Price Schedule, in separate sealed envelopes, should be submitted in accordance with Section 2. You are kindly requested to submit an acknowledgment letter to MOIS to the following address:

Ministry of Internal security (MOIS)

Attention: Mukhtar Mohamed Ma’ow

Director Administration and Finance, MOIS

The letter should be received by MOIS no later than 5 February 2021 at 14:00 hours (Somalia Time). The same letter should advise whether your company intends to submit a Bid. If that is not the case, MOIS would appreciate your indicating the reason, for our records.   If you have received this ITB through a direct invitation by MOIS, transferring this invitation to another firm requires notifying MOIS accordingly.

Should you require any clarification, kindly communicate with the contact person identified in the attached Data Sheet as the focal point for the queries on this ITB. MOIS looks forward to receiving your Bid and thank you in advance for your interest in MOIS procurement opportunities.

Yours faithfully,

Mukhtar Mohamed Ma’ow

Director Administration and Finance, MOIS

Section 2: Instruction to Bidders


  1. “Bid” refers to the Bidder’s response to the Invitation to Bid, including the Bid Submission Form, Technical Bid and Price Schedule and all other documentation attached thereto as required by the ITB.
  2. “Bidder” refers to any legal entity that may submit, or has submitted, a Bid for the supply of goods and provision of related services requested by MOIS.
  3. “Contract “refers to the legal instrument that will be signed by and between the MOIS and the successful Bidder, all the attached documents thereto, including the General Terms and Conditions (GTC) and the Appendices.
  4. Country” refers to the country indicated in the Data Sheet.
  5. “Data Sheet” refers to such part of the Instructions to Bidders used to reflect conditions of the tendering process that are specific for the requirements of the ITB.
  6. “Day” refers to calendar day.
  7. “Goods” refer to any tangible product, commodity, article, material, wares, equipment, assets or merchandise that MOIS requires under this ITB.
  8. “Government” refers to the Government of the country where the goods and related services provided/rendered specified under the Contract will be delivered or undertaken.
  9. “Instructions to Bidders” refers to the complete set of documents which provides Bidders with all information needed and procedures to be followed in the course of preparing their Bid
  10. “ITB” refers to the Invitation to Bid consisting of instructions and references prepared by MOIS for purposes of selecting the best supplier or service provider to fulfil the requirement indicated in the Schedule of Requirements and Technical Specifications.
  11. “LOI” (Section 1 of the ITB) refers to the Letter of Invitation sent by MOIS to Bidders.
  12. “Material Deviation” refers to any contents or characteristics of the bid that is significantly different from an essential aspect or requirement of the ITB, and (i) substantially alters the scope and quality of the requirements; (ii) limits the rights of MOIS and/or the obligations of the offeror; and (iii) adversely impacts the fairness and principles of the procurement process, such as those that compromise the competitive position of other offerors.
  13. “Schedule of Requirements and Technical Specifications” refers to the document included in this ITB as Section 3 which lists the goods required by MOIS, their specifications, the related services, activities, tasks to be performed, and other information pertinent to MOIS’s receipt and acceptance of the goods.
  14. “Services” refers to the entire scope of tasks related or ancillary to the completion or delivery of the goods required by MOIS under the ITB.
  15. Supplemental Information to the ITB” refers to a written communication issued by MOIS to prospective Bidders containing clarifications, responses to queries received from prospective Bidders, or changes to be made in the ITB, at any time after the release of the ITB but before the deadline for the submission of Bid.
  1. MOIS hereby solicits Bids as a response to this Invitation to Bid (ITB). Bidders must strictly adhere to all the requirements of this ITB. No changes, substitutions or other alterations to the rules and provisions stipulated in this ITB may be made or assumed unless it is instructed or approved in writing by MOIS in the form of Supplemental Information to the ITB.
  2. Submission of a Bid shall be deemed as an acknowledgement by the Bidder that all obligations stipulated by this ITB will be met and, unless specified otherwise, the Bidder has read, understood and agreed to all the instructions in this ITB.
  3. Any Bid submitted will be regarded as an offer by the Bidder and does not constitute or imply the acceptance of any Bid by MOIS.MOIS is under no obligation to award a contract to any Bidder as a result of this ITB.
  4. MOIS implements a policy of zero tolerance on proscribed practices, including fraud, corruption, collusion, unethical practices, and obstruction. MOIS is committed to preventing, identifying and addressing all acts of fraud and corrupt practices against MOIS as well as third parties involved in MOIS activities.
  5. In responding to this ITB, MOIS requires all Bidders to conduct themselves in a professional, objective and impartial manner, and they must at all times hold MOIS’s interest’s paramount. Bidders must strictly avoid conflicts with other assignments or their own interests, and act without consideration for future work. All Bidders found to have a conflict of interest shall be disqualified. Without limitation on the generality of the above, Bidders, and any of their affiliates, shall be considered to have a conflict of interest with one or more parties in this solicitation process, if they:

5.1      Are, or have been associated in the past, with a firm or any of its affiliates which have been engaged MOIS to provide services for the preparation of the design, Schedule of Requirements and Technical Specifications, cost analysis/estimation, and other documents to be used for the procurement of the goods and related services in this selection process;

5.2      Were involved in the preparation and/or design of the programme/project related to the goods and related services requested under this ITB; or

5.3      Are found to be in conflict for any other reason, as may be established by, or at the discretion, of MOIS.

In the event of any uncertainty in the interpretation of what is potentially a conflict of interest, Bidders must disclose the condition to MOIS and seek MOIS’s confirmation on whether or not such conflict exists.

  1. Similarly, the following must be disclosed in the Bid:
  • Bidders who are owners, part-owners, officers, directors, controlling shareholders, or key personnel who are family of MOIS staff involved in the procurement functions and/or the Government of the country or any Implementing Partner receiving the goods and related services under this ITB; and

6.4  Others that could potentially lead to actual or perceived conflict of interest, collusion or unfair competition practices.

Failure of such disclosure may result in the rejection of the Bid.

  1. The eligibility of Bidders that are wholly or partly owned by the Government shall be subject to MOIS’s further evaluation and review of various factors such as being registered as an independent entity, the extent of Government ownership/share, receipt of subsidies, mandate, access to information in relation to this ITB, and others that may lead to undue advantage against other Bidders, and the eventual rejection of the Bid.
  2. Anti-Terrorism: The Contractor agrees to undertake all reasonable efforts to ensure that none of the Ministry funds received under this Contract are used to provide support to individuals or entities associated with terrorism and that the recipients of any amounts provided by the ministry hereunder do not appear on the list maintained by the Security Council Committee established pursuant to resolution 1267 (1999).
  1. Sections of Bid

Bidders are required to complete, sign and submit the following documents:

  • Bid Submission Cover Letter Form (see ITB Section 4);
  • Documents Establishing the Eligibility and Qualifications of the Bidder (see ITB Section 5);
  • Technical Bid (see prescribed form in ITB Section 6);
  • Price Schedule (see prescribed form in ITB Section 7);
  • Bid Security, if applicable (if required and as stated in the DSnos. 9-11, see prescribed Form in ITB Section 8);
  • Any attachments and/or appendices to the Bid (including all those specified under the Data Sheet) 
  1. Clarification of Bid

10.1        Bidders may request clarification of any of the ITB documents no later than the number of days indicated in the Data Sheet (DSno. 16) prior to the Bid submission date. Any request for clarification must be sent in writing via courier or through electronic means to the MOIS address indicated in the Data Sheet (DSno. 17). MOIS will respond in writing, transmitted by electronic means and will transmit copies of the response (including an explanation of the query but without identifying the source of inquiry) to all Bidders who have provided confirmation of their intention to submit a Bid.

10.2        MOIS shall endeavor to provide such responses to clarifications in an expeditious manner, but any delay in such response shall not cause an obligation on the part of MOIS to extend the submission date of the Bid, unless MOIS deems that such an extension is justified and necessary.

  1. Amendment of Bid                                                                                                                                                                            3.-Invitation-to-Bid-ITB_-Production-of-Operating-Manuals-and-guidelines-HO

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