EDO STATE POLYTECHNIC, USEN
P.M.B. 1104, USEN, EDO STATE, NIGERIA
INVITATION TO TENDER FOR YEAR 2024/2025 (MERGED) TERTIARY EDUCATION TRUST FUND FOR LIBRARY DEVELOPMENT INTERVENTION PROJECT

1.0 INTRODUCTION
Incompliance with the requirement of the Public Procurement Act, 2007, the Edo State Polytechnic, Usen, Edo State, wishes to invite reputable and seasoned firms with proven track record and expertise to submit bids for the project mentioned below:

2.0 SCOPE OF WORKS
Lot 1: Proposed Procurement of Assorted Textbooks, Journals and Library Equipment

3.0 ELIGIBILITY REQUIREMENTS
a) Evidence of Certificate of Incorporation issued by the Corporate Affairs Commission (CAC) including Form CAC₁ or CAC₂ and CAC₃;
b) Evidence of Company’s Income Tax Clearance Certificate for the last three (3) years valid till 31ˢᵗ December, 2025;
c) Evidence of Pension Clearance Certificate valid till 31ˢᵗ December, 2025 (this requirement is only applicable to bidders whose number of staff is 15 and above);
d) Evidence of Industrial Training Fund (ITF) Compliance Certificate valid till 31ˢᵗ December, 2025
e) Evidence of Nigeria Social Insurance Trust Fund (NSITF) Clearance Certificate valid till 31ˢᵗ December, 2025;
f) Evidence of Registration on the National Database of Federal Contractors, Consultants and Service Providers by submission of Interim Registration Report (IRR) expiring on 31ˢᵗ December, 2025 or valid Certificate issued by BPP.
g) Letter of Authorisation as representative of the Original Equipment Manufacturers (OEMs);
h) Sworn Affidavit:
– disclosing whether or not any officer of the relevant committees of the Edo State Polytechnic, Usen, Edo State or the Bureau of Public Procurement is a former or present Director, shareholder or has any pecuniary interest in the bidder and to confirm that all information presented in its bid are true and correct in all particulars;
– that no Director has been convicted in any Country for any criminal offence relating to fraud or financial impropriety or criminal misrepresentation or falsification of facts relating to any matter;
– that the Company is not in receivership, the subject of any form of insolvency or bankruptcy proceedings or the subject of any form of winding up petition or proceedings;
– that the company does not have existing loan or financial liability with a bank, other financial institution or third party that is classified as doubtful, non-performance, bad or whose repayment portion has been outstanding for the last four (4) months;
i) Company’s Audited Accounts for the last three (3) years – 2022, 2023 & 2024;
j) Reference Letter from a reputable Commercial Bank in Nigeria, Indicating willingness to provide credit facility for the execution of the project when needed;
k) Company’s Profile with the Curriculum Vitae of Key Staff to be deployed for the project. Including copies of their Academic/Professional qualifications
l) Verifiable documentary evidence of at least three (3) similar jobs (in size, nature & complexity) executed in the last five (5) years including Letters of Awards, Valuation Certificates, Job Completion Certificates and Photographs of the projects;
m) For Joint Venture/Partnership, Memorandum of Understanding (MoU) should be provided indicating among others the Lead Partner (CAC, Tax Clearance Certificate, Pension Clearance Certificate, ITF Compliance Certificate, NSITF Clearance Certificate, IRR & Sworn Affidavit are compulsory for each JV partner);

Note: All documents for submission must be transmitted with a Covering/Forwarding letter under the Company/Firm’s Letter Head Paper bearing amongst others, the Registration Number (RC) as issued by the Corporate Affairs Commission (CAC), Contact Address, Telephone Number (preferably GSM No.), and e-mail address. The Letterhead Paper must bear the Names and Nationalities of the Directors of the Company at the bottom of the page, duly signed by the authorised officer of the firm.

4.0 COLLECTION OF TENDER DOCUMENTS
Bid documents shall be made available to interested Companies on presentation of evidence of payment of non-refundable Tender fee of Ten Thousand Naira only (₦10,000.00), paid into the Edo State Polytechnic, Usen, Edo State’s Account. All tender documents should be collected at the Office of the Head of Procurement of the Polytechnic.

5.0 SUBMISSION OF TENDER DOCUMENTS
Prospective bidders are to submit bid for the Lot, two hard copies each of pre-qualification and tender document separated by dividers and arranged as indicated above with soft copy of financial bid only in MS Excel format, package separately in sealed envelope and clearly marked as ‘Technical Bid’ or ‘Financial Bid’. Thereafter put the two sealed envelopes together in a bigger sealed envelope address to the Registrar, the Edo State Polytechnic, Usen, P.M.B. 1104, Usen, Edo State, Nigeria and clearly marked with the reverse of each sealed name of the project and lot number, furthermore, the reverse of each sealed envelope should bear the name and address of the bidder and submitted at the Procurement office, Edo State Polytechnic, Usen, P.M.B. 1104, Usen, Edo State, Nigeria not later than 12 Noon on Thursday 12th March, 2026.

6.0 OPENING OF TECHNICAL BIDS
Only the technical bids will be opened immediately after the deadline for submission at 12 Noon on Thursday 12th March, 2026, at the Edo State Polytechnic, Usen, Edo State Council Chamber, in the presence of the bidders or their representatives, while the financial bids will be kept un-opened. Please, ensure that you sign the Bid Submission Register at the Procurement office, Edo State Polytechnic, Usen, P.M.B. 1104, Usen, Edo State, Nigeria as Edo State Polytechnic, Usen will not be held liable for misplaced or wrongly submitted bids.

7.0 GENERAL INFORMATION
a) Bids must be in English Language and signed by an official authorised by the bidder;
b) Bids submitted after the deadline for submission would be returned un-opened;
c) All cost will be borne by the bidders as the Polytechnic will not be held responsible for any cost or expenses incurred by any interested party (ies) in connection with any response to this invitation;
d) Arrangement of the Technical Documents in hard copies should follow the order in the list above and appropriately paged. The technical documents should have a table of content indicating the pages, which these items are to be found. Failure to comply with this directive will result in disqualification of the bidder;
e) Non-Compliance with all the conditions stated herein will lead to automatic disqualification of the bidder from the bidding process.
f) Edo State Polytechnic, Usen reserve the right to confirm the authenticity or otherwise of any claim or document submitted by the prospective firms.
g) Only pre-qualified bidders at technical evaluation will be invited at a later date for financial bids opening, while the financial bids of un-successful bidders will be returned un-opened;
h) The Edo State Polytechnic, Usen, Edo State is not bound to pre-qualify any bidder and reserves the right to annul the Procurement Process at any time without incurring any liabilities in accordance with Section 28 of the Public Procurement Act, 2007.

Signed:
Head of Procurement
For the Rector
Edo State Polytechnic, Usen