Partitioning ZDSP offices — Zambia Devolution Support Program

MINISTRY OF LOCAL GOVERNMENT AND RURAL DEVELOPMENT ZAMBIA DEVOLUTION SUPPORT PROGRAMME (ZDSP) REQUEST FOR QUOTATIONS FOR SMALL WORKS PROJECT ID: P178492 DESIGN, SUPPLY AND INSTALLATION OF OFFICE PARTITIONS AND ASSOCIATED OFFICE WORKS FOR THE ZAMBIA DEVOLUTION SUPPORT PROGRAMME (ZDSP) RFQ Reference No.: ZM-MLGRD-568070-CW-RFQ Date of Issue: 1 October, 2026 Deadline for Submission of Quotations: 20th October, 2026 SECTION I – REQUEST FOR QUOTATIONS The Government of the Republic of Zambia, through the Ministry of Local Government and Rural Development (MLGRD) , is implementing the Zambia Devolution Support Programme (ZDSP) with support from the World Bank. The Ministry intends to procure the Design, Supply and Installation of Office Partitions and Associated Office Works for the Zambia Devolution Support Programme (ZDSP) . You are hereby invited to submit a quotation for the execution and completion of the Works described in this Request for Quotations. The Works generally comprise the assessment and measurement of the existing office space, preparation of partitioning layouts/designs, supply and installation of partition systems, associated electrical and finishing works, and making good of affected areas. The Works shall be executed at: Ministry of Local Government and Rural Development / Zambia Devolution Support Programme offices, 6th Floor. The Contractor shall be responsible for verifying site conditions and measurements before submitting its quotation. 1. Site Visit Interested firms are encouraged to undertake a site visit to inspect the proposed work areas and familiarize themselves with the existing conditions. The site visit shall be held on: Date: 12th October, 2026 Time: 10:00hours Venue: Ministry of Local Government and Rural Development The cost of the site visit shall be borne by the prospective Contractor. Any clarification arising from the site visit shall be submitted to the Procuring Entity in writing. 2. Submission of Quotations Quotations shall be submitted to: The Head Procurement/Procurement Specialist Zambia Devolution Support Programme Ministry of Local Government and Rural Development Lusaka, Zambia Email: Gretchen.Mushinge@mlgrd.gov.zm The quotation must be clearly marked: "QUOTATION – DESIGN, SUPPLY AND INSTALLATION OF OFFICE PARTITIONS AND ASSOCIATED OFFICE WORKS – ZDSP – RFQ No. [INSERT]" Quotations must be received no later than:20th October, 2026 at 14:00 hours, Central African Time (CAT). Late quotations shall not be considered. SECTION II – INSTRUCTIONS TO QUOTERS 1. Scope of Works The Contractor shall undertake the design, supply, installation and completion of office partitioning and associated works as specified in this RFQ. The Works shall include, but shall not necessarily be limited to: Site inspection and verification of dimensions; Preparation of proposed partitioning layout/design; Supply and installation of office partition systems; Supply and installation of doors and associated hardware; Electrical modifications necessitated by the partitioning works; Relocation or adjustment of lighting points, switches and sockets, where required; Data/telephone point adjustments, where required; Ceiling and floor interface works; Painting and finishing; Making good of surfaces affected by the Works; Removal and disposal of construction waste; Cleaning of the work area upon completion; Testing and commissioning of relevant installations; and Rectification of defects identified during inspection and within the applicable defects liability period. The Contractor shall provide all labour, supervision, materials, tools, equipment, transport and other resources necessary for satisfactory completion of the Works. 2. Design Responsibility The Contractor shall verify the existing site conditions and dimensions before commencing the Works. Where drawings or layouts are provided by the Client, these shall be treated as indicative unless expressly stated otherwise. The Contractor shall identify any discrepancies affecting the execution of the Works. The Contractor shall submit the proposed partitioning layout/design to the Client for approval before commencing installation. No material alteration to the approved design shall be undertaken without prior written approval from the Client. 3. Specifications and Standards All materials and workmanship shall be of good quality and fit for purpose and shall comply with applicable Zambian standards and regulations. Where applicable, materials and installations shall comply with relevant international standards and manufacturers' specifications. The Contractor shall ensure that all electrical works are undertaken by suitably qualified personnel and comply with applicable electrical safety requirements. SECTION III – TECHNICAL REQUIREMENTS 1. Office Partitioning Unless otherwise approved by the Client, partitions should generally comprise a durable commercial-grade office partition system suitable for an institutional office environment. The partition system may comprise: Aluminium, steel or other approved framing; Appropriate partition boards/panels; Acoustic insulation where required; Glazed panels where specified; Appropriate skirting and trims; Doors and frames; Door furniture and locks; and Finishing accessories. The Contractor shall propose the specific partition system and materials in its quotation. The proposed system shall be: Durable; Easy to maintain; Suitable for office use; Neat and professionally finished; Compatible with the existing building; Stable and secure; and Suitable for the expected level of use. 2. Doors Doors shall be commercial-grade and suitable for office use. Each door shall include, as applicable: Door leaf; Frame; Hinges; Lockset; Handles; Door stops; and Other necessary hardware. The Contractor shall provide a consistent and professional finish. 3. Electrical Works Where partitioning affects existing electrical installations, the Contractor shall: Relocate or extend electrical points as required; Provide additional sockets where identified; Relocate switches where necessary; Adjust lighting points where required; Protect existing electrical installations; and Test all modified electrical installations before handover. All electrical works shall be undertaken by appropriately qualified personnel. 4. Data and Communication Points Where required, the Contractor shall make provision for the relocation or extension of: Data points; Telephone points; Network cabling; and Associated communication infrastructure. The Contractor shall coordinate such works with the Client's designated ICT representative. 5. Finishing and Making Good The Contractor shall make good all surfaces affected by the Works. This shall include, where applicable: Patching; Plastering; Painting; Ceiling repairs; Floor repairs; Replacement of damaged fittings; and Cleaning. The completed Works shall be handed over in a clean and ready-to-use condition. SECTION IV – BILL OF QUANTITIES / PRICE SCHEDULE The Quote shall complete all applicable items in the Price Schedule. No. Description of Works Unit Estimated Quantity Unit Rate (ZMW) Amount (ZMW) 1 Site establishment, mobilisation and demobilization LS 1 2 Site measurement and preparation of partitioning layout/design LS 1 3 Supply and installation of solid office partitions m² [Insert] 4 Supply and installation of glazed office partitions m² [Insert] 5 Supply and installation of single office doors including frames and hardware No. [Insert] 6 Supply and installation of double doors, where required No. [Insert] 7 Electrical socket relocation/provision No. [Insert] 8 Lighting point relocation/provision No. [Insert] 9 Data/ICT point relocation/provision No. [Insert] 10 Ceiling modifications and making good m² [Insert] 11 Floor modifications and making good m² [Insert] 12 Painting and finishing m² [Insert] 13 Removal and disposal of waste LS 1 14 Final cleaning and handover LS 1 15 Fabricated Kitchen SUBTOTAL VAT TOTAL QUOTATION PRICE Note: Quantities indicated in the BOQ are subject to verification during the site visit and final measurement. The Quote shall clearly state whether the quoted prices include all applicable taxes, duties, transport, labour, materials, installation, overheads and other costs necessary to complete the Works. SECTION V – COMPLETION PERIOD The Works shall be completed within: [Insert number] calendar days/weeks from the date specified in the Letter of Acceptance/Contract or the commencement date communicated by the Client. The Contractor shall submit a simple work programme indicating: Mobilisation; Site measurement; Design/layout approval; Procurement of materials; Installation; Electrical/data works; Finishing; Testing; and Handover. SECTION VI – CONTRACTOR'S QUALIFICATION REQUIREMENTS The Contractor shall demonstrate that it has the capacity and experience to undertake the Works. The Contractor shall provide: 1. Legal Registration Certificate of incorporation/registration; Valid tax clearance certificate; Relevant business licence/registration; Valid National Council for Construction (NCC) registration; Relevant professional registration/licences for specialized works, where applicable NAPSA/Workers Compensation. 2. Similar Experience The Contractor shall provide evidence of having successfully completed at least [two/three] similar office partitioning, office renovation or related small works contracts during the last [five] years . For each assignment, provide: Client; Description of works; Contract value; Location; Completion date; and Client contact/reference. 3. Personnel The Contractor shall provide details of key personnel proposed for the Works, including: Site Supervisor/Foreman; Qualified electrician, where applicable; and Other relevant skilled personnel. 4. Equipment and Resources The Contractor shall demonstrate access to the equipment, tools and resources required for the Works. SECTION VII – EVALUATION OF QUOTATIONS Quotations shall be evaluated in accordance with the applicable procurement requirements. The evaluation shall consider: Compliance with the requirements of the RFQ; Responsiveness to the technical requirements; Contractor eligibility and qualification requirements; Experience in similar Works; Completeness of the quotation and Price Schedule; and Evaluated quotation price. The Client reserves the right to verify information submitted by Contractors. The contract will be awarded to the substantially responsive quotation offering the lowest evaluated cost , subject to the applicable procurement requirements and availability of funds. SECTION VIII – VALIDITY OF QUOTATIONS Quotations shall remain valid for a period of: 90 days from the quotation submission deadline. SECTION IX – PAYMENT Payments shall be made against satisfactory completion of agreed milestones and submission of appropriate documentation. Unless otherwise agreed in the Contract, a proposed payment structureshall be: Milestone Percentage Mobilisation and approved design/layout 20% Delivery and substantial installation of partitions 35% Completion of associated electrical, data and finishing works 25% Final inspection, rectification and handover 15% Retention 5% Total 100% Payment shall be subject to satisfactory verification and acceptance of the relevant Works by the Department of Rural Development. SECTION X – DEFECTS LIABILITY The Contractor shall be responsible for rectifying, at its own cost, defects arising from defective workmanship or materials during the defects liability period. The defects liability period shall be: 6 months from the date of practical completion/handover. Manufacturer warranties shall be passed to the Client where applicable. SECTION XI – OCCUPATIONAL HEALTH AND SAFETY The Contractor shall comply with all applicable occupational health and safety requirements. The Contractor shall: Provide appropriate personal protective equipment; Maintain a safe working environment; Protect staff and visitors from construction hazards; Properly manage construction materials and waste; Ensure electrical works are safely isolated where necessary; Maintain appropriate housekeeping; and Immediately report accidents and incidents to the Client. The Works shall be undertaken in a manner that minimizes disruption to the normal operations of the Ministry. Where works are undertaken in occupied offices, the Contractor shall coordinate working hours and access arrangements with the Client. SECTION XII – ENVIRONMENTAL AND SOCIAL REQUIREMENTS The Contractor shall undertake the Works in a manner that minimizes adverse environmental and social impacts. The Contractor shall: Properly dispose of construction waste; Prevent unnecessary damage to existing facilities; Minimize dust, noise and disruption; Maintain safe access routes; Avoid obstruction of emergency exits; Use materials safely; Protect workers and building occupants; and Comply with applicable national environmental, labour and occupational health and safety requirements. SECTION XIII – FRAUD AND CORRUPTION The Contractor shall comply with the World Bank's applicable requirements relating to fraud and corruption. The Contractor shall not engage in corrupt, fraudulent, collusive, coercive or obstructive practices in connection with the procurement or execution of the Contract. The Client and/or the World Bank shall have the applicable rights to inspect and audit relevant records and accounts in accordance with the applicable procurement and contractual requirements. SECTION XIV – CONFIDENTIALITY The Contractor shall maintain confidentiality regarding information obtained during the execution of the Works and shall not disclose such information to third parties without prior authorization from the Client, except where disclosure is required by law. SECTION XV – CONTRACT FORM CONTRACT FOR SMALL WORKS This Contract is made on the [day] day of [month] [year] between: The Government of the Republic of Zambia, through the Ministry of Local Government and Rural Development/Zambia Devolution Support Programme , hereinafter referred to as "the Employer", and [Name and address of Contractor] , hereinafter referred to as "the Contractor". WHEREAS The Employer has requested quotations for the Design, Supply and Installation of Office Partitions and Associated Office Works and has accepted the Contractor's quotation for the execution and completion of the Works. The parties therefore agree as follows: 1. Contract Price The total Contract Price shall be: ZMW [Amount in words] (ZMW [Amount in figures]), inclusive/exclusive of applicable taxes as specified in the quotation. 2. Contract Documents The following documents shall form part of the Contract: Letter of Acceptance; Contractor's Quotation; Price Schedule/BOQ; Technical Specifications; Drawings/layouts approved by the Employer; Conditions of Contract; and Any other documents expressly incorporated into the Contract. 3. Completion The Contractor shall complete the Works within [insert period] from the commencement date. 4. Payment Payments shall be made in accordance with the agreed payment schedule and upon satisfactory completion and acceptance of the relevant Works. 5. Defects The Contractor shall rectify defects attributable to defective workmanship or materials during the defects liability period. 6. Applicable Law The Contract shall be governed by the laws of the Republic of Zambia, subject to the applicable requirements of the World Bank financing and procurement framework. SECTION XVI – FORM OF QUOTATION Date: ______________________ To: The Ministry of Local Government and Rural Development Zambia Devolution Support Programme We, the undersigned, having examined the Request for Quotations for: Design, Supply and Installation of Office Partitions and Associated Office Works hereby offer to execute and complete the Works in conformity with the RFQ requirements for the total price of: ZMW __________________________ Amount in words: __________________________________________ We confirm that: Our quotation shall remain valid for [insert] days from the submission deadline; We have examined the site and/or familiarized ourselves with the site conditions; We have examined and understood the RFQ requirements; We have included all labour, materials, transport, equipment, overheads and other costs necessary to complete the Works; We have disclosed any actual or potential conflict of interest; We are eligible to participate in the procurement; The information provided in our quotation is true and accurate; and We undertake to execute the Works in accordance with the requirements of the RFQ if awarded the Contract. Name of Firm: ______________________________ Authorized Representative: ____________________ Position: ___________________________________ Signature: __________________________________ Date: ______________________________________ Company Stamp: ______________________________ SECTION XVII – CHECKLIST FOR QUOTERS The Quoter should ensure that the submission contains: No. Requirement Included 1 Signed quotation 2 Completed Price Schedule/BOQ 3 Company registration documents 4 Tax clearance certificate 5 NCC registration, where applicable 6 Evidence of similar works 7 Client references 8 Proposed completion period 9 Proposed work programme 10 Key personnel details 11 Confirmation of quotation validity 12 Confirmation of site inspection/site conditions 13 Signed declaration regarding conflict of interest 14 Other documents specified in the RFQ SECTION XVIII – EMPLOYER'S PARTICULARS Employer: Ministry of Local Government and Rural Development Zambia Devolution Support Programme Project: Zambia Devolution Support Programme Project ID: P178492 Contract: Design, Supply and Installation of Office Partitions and Associated Office Works Contract Manager: Orbet Kasemuka Procurement Specialist: Gretchen Mushinge Technical Contact: Tionge Machele Physical Address: Ministry of Local Government and Rural Development Email: Gretchen.Mushinge@mlgrd.gov.zm AND tiwongedmachele@gmail.com Submission Deadline: 20th October, 2026 Opening/Evaluation Date: 21st October, 2026 Expected Commencement Date: 9th November, 2026 Completion Period: 60 days Defects Liability Period: 6 months