Mbale Clinical Research Institute (MCRI)

BID DOCUMENT FOR PRE-QUALIFICATION OF

SUPPLIERS
For the Supply of Goods, Works, and Services (2025-2029)

Issued by: Mbale Clinical Research Institute (MCRI)

Tender Reference Number: MCRI/PQ/2025-2029

TABLE OF CONTENTS
1. Introduction
2. Invitation to Bid
3. Instructions to Bidders
4. Eligibility Criteria
5. Scope of Work & Categories
6. Submission Guidelines
7. Evaluation and Selection Process
8. General Terms and Conditions
9. Confidentiality & Ethical Considerations
10. Application Form
11. Declaration Form
12. Contact Information

1. INTRODUCTION
Mbale Clinical Research Institute (MCRI) is a premier research institute dedicated to
conducting high-quality clinical research and training in East Africa. As part of its strategic
plan for 2025-2029, MCRI invites applications from eligible and reputable suppliers,
contractors, and service providers for pre-qualification in various categories of goods,
works, and services.

This document provides the necessary details, instructions, and requirements for submitting a
successful bid for pre-qualification. Pre-qualified suppliers will be included in MCRI’s
official supplier database and considered for procurement opportunities during the specified
period.

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2. INVITATION TO BID
MCRI invites sealed bids from eligible suppliers for pre-qualification in the following
categories:

• Goods – ICT equipment, stationery, office consumables, laboratory supplies, medical

equipment, etc.
• Works – Electrical works, carpentry, construction, metal fabrication, etc.
• Services – Transport, catering, legal, insurance, fumigation, internet services, and
more.

A full list of categories is provided in Section 5 of this document.

3. INSTRUCTIONS TO BIDDERS
3.1 Bid Document Availability

This bid document is available at the MCRI Procurement Office and can be collected by
interested bidders upon payment of a non-refundable processing fee of UGX 150,000.

Note: The payment applies to each Lot in all the three categories. If you wish to apply
for multiple Lots, you will need to make a separate payment for each Lot.

Payment should be made to the following account:

• Account Name: Mbale Clinical Research Institute

• Bank: ABSA Bank, Mbale Branch
• Account Number: 6005209518

Proof of payment must be submitted with the bid application.

3.2 Bid Submission Deadline

• All bids must be hand-delivered to MCRI by 17th April 2025, 5:00 PM (local time).
• Late submissions will not be accepted.
• Bids should be enclosed in a sealed envelope clearly marked:
"Pre-qualification of Suppliers 2025-2029 – [Category Code & Name]"
• Bids should be addressed to:

Procurement Committee
Mbale Clinical Research Institute (MCRI)
Plot 29–33 Pallisa Road
Mbale Regional Referral & Teaching Hospital Complex
P.O. Box 1966, Mbale, Uganda

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3.3 Bid Validity

All submitted documents must be valid for at least 12 months from the submission deadline.

4. ELIGIBILITY CRITERIA
To be considered for pre-qualification, bidders must submit certified copies of the following:

1. Company Profile – including legal name, address, and contact details.

2. Company Registration Certificates – Certificate of Incorporation or Business
Registration.
3. Tax Compliance Documentation – Valid Tax Clearance and VAT registration
certificate.
4. Trading License – A valid Trading License for 2025/2026.
5. Financial Records – Latest 4 months’ bank statements and audited financial
accounts for the last 2 years.
6. References/Recommendations – At least two letters from previous clients.
7. Legal Compliance – A declaration that the company is not involved in legal
proceedings or bankruptcy.
8. For Medical Suppliers Only – National Drug Authority (NDA) Certificate of
Authorization.

Failure to provide any of the above documents may lead to disqualification.

5. SCOPE OF WORK & CATEGORIES

Bidders should specify the category they wish to pre-qualify for. Below are the available
categories:

5.1 Goods

• Lot-01: ICT Equipment, Software & Repairs

• Lot-02: Assorted Stationery Supplies
• Lot-03: Furniture, Repair & Fittings
• Lot-04: Office Consumables (sugar, coffee, cleaning items, etc.)
• Lot-05: Medicine and Medical Supplies
• Lot-06: Laboratory and Clinical Equipment
• Lot-07: Laboratory Consumables

5.2 Works

• Lot-08: Electrical Works and Supplies

• Lot-09: Metal Works and Fabrication
• Lot-10: Carpentry and Fitting Works
• Lot-11: General Construction, Maintenance, and Refurbishment

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5.3 Services

• Lot-12: Internet & Network Services

• Lot-13: Printing and Publishing Services
• Lot-14: Cleaning, Sanitary, and Fumigation Services
• Lot-15: Catering Services
• Lot-16: Transport & Car Hire Services
• Lot-17: Insurance Services
• Lot-18: Garbage Collection and Waste Disposal
• Lot-19: Security and Guard Services
• Lot-20: Air Ticketing and Travel Agency Services
• Lot-21: Advertising and Public Relations Services
• Lot-22: Hotel & Conference Facilities
• Lot-23: Legal Services
• Lot-24: Audit and Financial Consultancy Services
• Lot-25: Event Management Services
• Lot-26: Supply of Generator Maintenance Services
• Lot-27: Supply and Maintenance of Firefighting Equipment
• Lot-28: Consultancy and Research Services
• Lot-29: Supply of Tyres and Batteries
• Lot-30: Photography and Videography Services
• Lot-31: Medical Insurance Services
• Lot-32: Courier and Delivery Services
• Lot-33: Pest Control Services
• Lot-34: Laboratory Waste Disposal Services
• Lot-35: IT and Cyber Security Services
• Lot-36: Supply of Protective Clothing & Uniforms
• Lot-37: Provision of Printing and Branding Services
• Lot-38: Training and Capacity Building Services
• Lot-39: Supply of Fuel, Lubricants, and Related Services
• Lot-40: Vehicle Maintenance and Repairs
• Lot-41: Supply and Maintenance of Air Conditioning Systems

6. SUBMISSION GUIDELINES
• Submit two hard copies of the bid documents in a sealed envelope.
• Clearly indicate the category code and description on the envelope.
• Attach proof of processing fee payment.
• Include a cover letter specifying the category applied for.

7. EVALUATION AND SELECTION PROCESS

MCRI will evaluate bids based on:

1. Compliance with submission requirements (all requested documents provided).

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 2. Financial capability (proof of financial stability).
3. Experience & past performance (letters of recommendation).
4. Technical capacity (for works-related categories).
5. Legal compliance (valid licenses, tax compliance, and no pending legal cases).

8. GENERAL TERMS AND CONDITIONS

• MCRI reserves the right to accept or reject any application.
• Pre-qualification does not guarantee contract awards.
• All documents submitted become the property of MCRI.

9. CONFIDENTIALITY & ETHICAL

CONSIDERATIONS
MCRI is committed to conducting fair, transparent, and ethical procurement processes. All
bidders must comply with the following confidentiality and ethical requirements:

9.1 Confidentiality Obligations

• All bid submissions will be treated as strictly confidential.

• Bidders must not disclose any information related to the bid evaluation process,
competitors, or MCRI’s procurement strategies.
• Any bidder found leaking confidential information will be disqualified and may face
legal action.

9.2 Ethical Business Practices

Bidders must uphold high ethical standards, including:

• Integrity: All documents submitted must be genuine and verifiable.

• Fair Competition: Collusion, price-fixing, or any anti-competitive behavior is
prohibited.
• No Bribery or Corruption: Any attempt to offer gifts, kickbacks, or favors to MCRI
officials will lead to immediate disqualification and legal action.
• Corporate Social Responsibility (CSR): Bidders should demonstrate compliance
with labor laws, fair wages, and environmental protection policies.

9.3 Conflict of Interest

• Bidders must declare any existing relationships with MCRI staff that could create
conflicts of interest.
• Any supplier found to have undue influence over the procurement process will be
blacklisted.

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10. APPLICATION FORM
(To be completed by the applicant and submitted with bid documents)

COMPANY INFORMATION

Field Information
Company Name
Trading Name (if different)
Physical Address
Postal Address
Telephone Number
Email Address
Website (if available)
Contact Person & Designation
Year of Incorporation
Company Registration Number
Tax Identification Number (TIN)
VAT Registration Number (if applicable)
Type of Business (Sole Proprietor, Partnership, Ltd,
etc.)
Number of Employees
UGX
Annual Turnover (Last Financial Year)
Name of Bankers
Bank Account Number

CATEGORY OF PRE-QUALIFICATION

(Select the category you are applying for – tick the relevant box)

☐ Goods (Specify: )
☐ Works (Specify: )
☐ Services (Specify: )

PAST EXPERIENCE

(List at least three major contracts executed in the last five years)

Client Name Description of Work Contract Year Contact

Value Completed Person
(UGX)

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 UGX

UGX

UGX

SUPPORTING DOCUMENTS CHECKLIST

(Ensure you attach the following mandatory documents)

☐ Certified copy of Company Registration Certificate

☐ Valid Trading License
☐ Tax Clearance Certificate (latest)
☐ VAT Registration Certificate (if applicable)
☐ Latest 4 months’ Bank Statements
☐ Audited Financial Statements for the last 2 years
☐ List of directors and company shareholders
☐ Copies of at least two previous contracts or LPOs
☐ At least two recommendation letters from past clients
☐ Business Profile with contact details

☐ I have attached all required documents and confirm that the information provided is
correct.

Signed by:

Applicant Name: Title: Date:

Company Stamp:

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11. DECLARATION FORM
This Declaration Form must be signed and submitted with the bid documents.

I/We, the undersigned, confirm that:

1. We have read and understood the requirements of this Pre-Qualification Bid

Document and agree to abide by all terms and conditions.
2. All information provided in our application is accurate and truthful.
3. We have not been blacklisted, suspended, or disqualified from any procurement
process due to fraud, corruption, or unethical practices.
4. We agree to maintain confidentiality regarding MCRI’s procurement process and
will not disclose sensitive information.
5. We shall comply with all statutory regulations, tax laws, and labor laws in our
business operations.
6. We have not engaged in any collusion or bid-rigging practices in this application.
7. We shall inform MCRI immediately if any conflict of interest arises during the
contract period.
8. We understand that any false information provided will lead to automatic
disqualification and potential legal action.

Signed by the Authorized Representative

Company Name:

Full Name:

Position in the Company:

Signature:

Company Stamp:

Date:

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12. CONTACT INFORMATION
For any inquiries regarding this pre-qualification process, please contact:

Procurement Office
Mbale Clinical Research Institute (MCRI)
Plot 29–33 Pallisa Road
Mbale Regional Referral & Teaching Hospital Complex
P.O. Box 1966, Mbale, Uganda

Email: [email protected]

Phone: 0773698346

CONCLUSION
This detailed Bid Document is designed to ensure fairness, transparency, and
accountability in the pre-qualification of suppliers, contractors, and service providers. By
participating in this process, you agree to comply with the stated requirements and
conditions.

We appreciate your interest in working with MCRI and look forward to mutually
beneficial partnerships

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Here are the items categorized under each lot:
Goods
Lot 1: ICT Equipment, Software & Repairs
• Computers and laptops
• Printers and scanners
• Software licenses
• ICT repairs and maintenance
• Network equipment

Lot 2: Assorted Stationery Supplies

• Office paper and stationery
• Pens and pencils
• Notebooks and journals
• Filing and binding supplies
• Desk accessories

Lot 3: Furniture, Repair & Fittings

• Office furniture (chairs, desks, tables)
• Furniture repair and maintenance
• Fittings (shelves, cabinets, etc.)
• Carpentry services
• Interior design services

Lot 4: Office Consumables

• Sugar and coffee
• Cleaning supplies (detergents, mops, etc.)
• Tea and snacks
• Water and beverages
• Office cleaning services

Lot 5: Medicine and Medical Supplies

• Pharmaceuticals
• Medical equipment (thermometers, stethoscopes, etc.)
• Medical consumables (gloves, syringes, etc.)
• First aid kits
• Medical furniture (hospital beds, etc.)
Lot 6: Laboratory and Clinical Equipment
• Laboratory equipment (microscopes, centrifuges, etc.)
• Clinical equipment (defibrillators, ECG machines, etc.)
• Medical imaging equipment (X-ray machines, etc.)
• Laboratory furniture (benches, cabinets, etc.)

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 • Equipment maintenance and repair

Lot 7: Laboratory Consumables

• Laboratory chemicals and reagents
• Laboratory glassware and equipment
• Laboratory consumables (pipettes, tubes, etc.)
• Laboratory paper and stationery
• Laboratory cleaning supplies

Works
Lot 8: Electrical Works and Supplies
• Electrical installation services
• Electrical repair and maintenance
• Electrical supplies (wires, switches, etc.)
• Electrical testing and inspection
• Electrical engineering services

Lot 9: Metal Works and Fabrication

• Metal fabrication services
• Metal repair and maintenance
• Metal supplies (sheets, pipes, etc.)
• Metal welding services
• Metal cutting services

Lot 10: Carpentry and Fitting Works

• Carpentry services
• Fitting services (shelves, cabinets, etc.)
• Woodworking services
• Wood repair and maintenance
• Furniture making services

Lot 11: General Construction, Maintenance, and Refurbishment

• Building construction services
• Building maintenance services
• Building refurbishment services
• Civil engineering services
• Architectural services

Services
Lot 12: Internet & Network Services
• Internet service provision
• Network installation and maintenance
• Wi-Fi installation and management

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 • Network security services
• Internet connectivity solutions

Lot 13: Printing and Publishing Services

• Printing services
• Publishing services
• Design and layout services
• Binding and finishing services
• Digital printing services

Lot 14: Cleaning, Sanitary, and Fumigation Services

• Office cleaning services
• Sanitary waste management
• Fumigation and pest control services
• Carpet cleaning and maintenance
• Window cleaning services

Lot 15: Catering Services

• Event catering services
• Corporate catering services
• Wedding catering services
• Outdoor catering services
• Specialized catering services (e.g. halal, vegetarian)

Lot 16: Transport & Car Hire Services

• Car rental services
• Bus rental services
• Taxi services
• Chauffeur services
• Logistics and transportation services

Lot 17: Insurance Services

• Life insurance services
• Health insurance services
• Property insurance services
• Liability insurance services
• Insurance brokerage services
Lot 18: Garbage Collection and Waste Disposal
• Residential garbage collection
• Commercial garbage collection
• Industrial waste disposal
• Hazardous waste disposal
• Recycling services

Lot 19: Security and Guard Services

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 • Armed guard services
• Unarmed guard services
• Mobile patrol services
• Access control services
• CCTV installation and monitoring

Lot 20: Air Ticketing and Travel Agency Services

• Air ticketing services
• Hotel booking services
• Tour packages
• Travel insurance services
• Visa processing services

Lot 21: Advertising and Public Relations Services

• Advertising agency services
• Public relations services
• Media planning and buying
• Event management services
• Social media marketing services

Lot 22: Hotel & Conference Facilities

• Hotel accommodation services
• Conference venue rental
• Meeting room rental
• Catering services for events
• Event planning and management
• Audio-visual equipment rental
• Wi-Fi and internet services
• Parking and transportation services

Lot 23: Legal Services

• Corporate law services
• Litigation services
• Intellectual property law services
• Employment law services
• Real estate law services
• Contract review and drafting
• Legal research and advisory
• Dispute resolution services

Lot 24: Audit and Financial Consultancy Services

• Financial audit services
• Tax consultancy services
• Financial planning and advisory services
• Accounting services

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 • Business advisory services
• Financial reporting and analysis
• Internal audit services
• Risk management services

Lot 25: Event Management Services

• Event coordination services
• Event marketing and promotion
• Event logistics and supply chain management
• Event evaluation and reporting
• Venue selection and management
• Catering and hospitality services
• Audio-visual and technical services

Lot 26: Supply of Generator Maintenance Services

• Generator maintenance services
• Generator repair services
• Generator installation services
• Generator testing and commissioning
• Generator spare parts supply
• Generator fuel supply and management
• Generator maintenance scheduling
• Generator performance monitoring

Lot 27: Supply and Maintenance of Firefighting Equipment

• Firefighting equipment supply
• Firefighting equipment maintenance
• Firefighting equipment repair
• Firefighting equipment inspection and testing
• Fire safety training services
• Fire risk assessment services
• Fire alarm and detection system installation
• Fire suppression system installation

Lot 28: Consultancy and Research Services

• Management consultancy services
• Human resources consultancy services
• IT consultancy services
• Market research services
• Social research services
• Data analysis and interpretation
• Policy development and review
• Strategic planning services

Lot 29: Supply of Tyres and Batteries

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 • Tyre supply services
• Battery supply services
• Tyre repair and maintenance services
• Battery testing and maintenance services
• Tyre and battery recycling services
• Tyre fitting and balancing services
• Battery charging and testing services
• Tyre and battery warranty services
Lot 30: Photography and Videography Services
• Photography services
• Videography services
• Photo editing and post-production services
• Video editing and post-production services
• Drone photography and videography services
• Event photography and videography services
• Portrait photography services
• Product photography services

Lot 31: Medical Insurance Services

• Medical insurance brokerage services
• Health insurance services
• Life insurance services
• Disability insurance services
• Medical insurance claims administration
• Insurance policy development and review
• Risk management services
• Employee benefits administration

Lot 32: Courier and Delivery Services

• Courier services
• Delivery services
• Express mail services
• Parcel services
• Logistics and supply chain management
• Freight forwarding services
• Customs clearance services
• Warehousing and storage services

Lot 33: Pest Control Services

• Pest control services
• Rodent control services
• Termite control services
• Mosquito control services
• Fumigation services

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 • Pest inspection and monitoring
• Pest prevention and control measures
• Pest control training and education
Lot 34: Laboratory Waste Disposal Services
• Laboratory waste collection services
• Laboratory waste disposal services
• Hazardous waste disposal services
• Chemical waste disposal services
• Biological waste disposal services
• Waste segregation and sorting services
• Waste storage and transportation services
• Waste treatment and disposal services

Lot 35: IT and Cyber Security Services

• IT consulting services
• Cyber security services
• Network security services
• Data protection services
• IT infrastructure management
• Cloud computing services
• Software development services
• IT training and support services

Lot 36: Supply of Protective Clothing & Uniforms

• Protective clothing supply
• Uniform supply

Lot 37: Provision of Printing and Branding Services

• Printing services (business cards, brochures, etc.)
• Branding services (logo design, corporate identity, etc.)
• Signage production (banners, posters, etc.)
• Promotional material production (t-shirts, mugs, etc.)
• Digital printing services
• Large format printing services
• Binding and finishing services
• Design and layout services

Lot 38: Training and Capacity Building Services

• Leadership training programs
• Communication skills training
• Team building and team management training
• Time management and productivity training
• IT and software training
• Customer service training

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 • Sales and marketing training
• Coaching and mentoring services

Lot 39: Supply of Fuel, Lubricants, and Related Services

• Fuel supply services (petrol, diesel, etc.)
• Lubricant supply services (engine oil, grease, etc.)
• Fuel management services
• Fuel storage and handling services
• Lubricant testing and analysis services
• Fuel and lubricant logistics services
• Fuel and lubricant supply chain management

Lot 40: Vehicle Maintenance and Repairs

• Vehicle servicing and maintenance
• Vehicle repairs (mechanical, electrical, etc.)
• Vehicle inspection and testing services
• Vehicle diagnostic services
• Brake repair and replacement services
• Suspension and steering repair services
• Electrical system repair services
• Air conditioning system repair services

Lot 41: Supply and Maintenance of Air Conditioning Systems

• Air conditioning system supply and installation
• Air conditioning system maintenance and repair
• Air conditioning system servicing and testing
• Air conditioning system design and installation
• Air conditioning system retrofitting and upgrading
• Air conditioning system energy efficiency optimization
• Air conditioning system air quality improvement services
• Air conditioning system troubleshooting and diagnostic services

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