Job Description

1. About ZHI
Zimbabwe Health Interventions (ZHI) is a local not-for-profit human development organization which is registered as a Private Voluntary Organization PVO Number 17/22, with a vision to see the populations it serves live with optimal health, well-being, and self-sufficiency. ZHI’s mission is to develop and deliver innovative and sustainable high impact integrated health interventions with local communities while working with and strengthening existing institutions. ZHI is currently implementing the Re-Ignite Innovate Sustain and Empower (RISE) program and the Accelerated and Comprehensive HIV Care for Epidemic Control (ACCE) programs which are five-year (October 2021 – September 2026) United States Agency for International Development (USAID) funded programs. To learn more about ZHI, please visit: www.zhi.org.zw.

2. Background to the Requirement
Zimbabwe Health Interventions (ZHI) has offices in various districts of the country which.
houses project staff and assets, with the head office being in Harare. Currently, ZHI has contracted security guards who provide access services for all these offices. However, there is a need to implement a different security layer to enhance access and streamline access control for employees and visitors to its offices to prevent, delay and minimize the likelihood and impact of any unexpected violations, and cover designated entry and exit points at the premises.

3. Objective of the Terms of Reference (ToR)
The purpose of this Terms of Reference (TOR) is to outline the requirements and process for selecting the most suitable Service Provider that has the capacity to supply, install and maintain a Biometric Time and Attendance, Access Control System for ZHI National Office in Harare.

5. Minimum Specifications of the System(s)
Bidders will have the opportunity to visit the premises, assess requirements the structure and propose a suitable and appropriate system(s) which should have provision or meet the minimum specifications which include but not limited to the following:
- Multi-function two (2) access terminal points with biometrics (fingerprint, facial recognition, iris scan etc.), multi-tasking and multi-users-based system for the two (2) separate office blocks (Block A and Block B).
- The system(s) should be cloud based and supplier to advise ZHI on the server specifications needed for system efficiency.
- Provide and implement backup and security strategies for the system and data.
- Integration capabilities with existing ZHI networks and systems such as Timesheets, Payroll, Human Resources Information System (HRIS) and a CCTV system, if required in future.
- Expandable based on any future requirements e.g. scalability to sub-national levels
- Upgradable software in situ to keep the system up to date with latest technology
developments and without need to change software or the biometrics.
- Environmentally friendly – compliant with relevant regulations and designed for minimal power consumption.
- Power Backup System – the system should have an internal power backup system and/or be able to be connected to an existing ZHI alternative power system in the event of main AC power failure.
- Provision of the UPS shall be under the scope of this contract.
- Availability of spare parts and maintenance in short time, with no gaps or delay for maintenance.
- Emergency switch to disable the system in case of emergency.
- Enable retrieval of multiple reports from stored information in the system(s)
- Visitor configuration so that visitors can be managed from either a reception workstation or a guardroom including automatic removal of access on visit completion at the exit point.
- A minimum of 1-year warrantees and guarantees on all new equipment as well as workmanship.
- Provide an aftersales maintenance plan for a duration of twelve (12) months (to be costed separately as an SLA which will include agreed terms and conditions).

Duties and Responsibilities

4. Scope of Work/Services
The service provider will be required to:
- Recommend, supply and install the most suitable, user-friendly Biometric Time and Attendance, Access Control System(s) with deveoped features that meet the prevention and delay of any violation, and control the access to the ZHI premises as well as track staff time and attendance information by providing accurate data for a digital audit trail in real time.
- Install the system at the ZHI National Office in Harare first, with possibilities of rolling out to the rest of the offices nationwide.
- Test the system after installation.
- Training ZHI staff on usage of the systems (s) upon completion of the installation
- Provide complete training to designated ZHI system administrators, including documentation on the configuration, operation, and maintenance of the systems.
- Provide regular maintenance of the system as required as per Service Level Agreement (SLA)

Qualifications and Experience

9. Qualifications, Specialized Knowledge/Experience of Service Provider
- Legally registered company, with minimum three (3) years of experience in providing the required services.
- Appropriately qualified human resources
- Valid Tax Clearance
- VAT registered and ability to provide fiscal tax invoices.
- At least three or more written references from reputable companies, entities or organizations who received similar services.
- Ability to provide technical support 24/7.

How to Apply

11. Application and Submission Instructions to Bidders
11.1 Application Procedure
Interested candidates/companies are requested to submit the following documents:
a) A Letter of Interest/Capacity Statement indicating significant relevant work experience including ability/capacity to handle the assignment.
b) A Technical Proposal, responding to the requirements of the Terms of Reference/ Scope of Work and timelines, including three (3) references related to the execution of similar assignments from recent clients.
c) A Financial Proposal, providing a breakdown of daily fees/rates and any other related costs.
d) Mandatory requirements for companies as follows:
1. Certificate of incorporation
2. Company Profile with minimum of 3 years’ experience in the industry
3. Valid Tax Clearance Certificate
4. VAT Registration

11.2 Submission Instructions and Deadline
Letter of Interest/Capacity Statement, Proposals, including References and other supporting documentation should be emailed to:
 [email protected] with subject: “Supply and Installation of a Biometric Access System”
 The deadline for submission of proposals is Wednesday, May 8, 2024 at 23:59pm.
 Proposals MUST be received on or before the closing date and time. All bids received after the closing date and time will not be considered.

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