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Public and Private Development Centre (PPDC)- Invitation to Tender – Physical Storage Infrastructure


The Public and Private Development Centre (PPDC), a non-profit organization that promotes increased citizenship participation in governance processes, is implementing a project to strengthen court administration and case management systems in the following locations: Plateau, Nasarawa and Kaduna States.  The project aims to improve the capacity of courts in case management and scheduling, control, storage and preservation of evidence, and court administration.

PPDC is an equal opportunity employer and seeks capable and suitably qualified Consultants to help implement the project in the said states.


This is an invitation to Tender for Consultants to implement the CACM project by providing physical storage infrastructure for the management of Court Administration and Case management (CACM) project for the Justice sector.

The table 1 below shows the tender description.

1SubjectProvision of Physical Storage Infrastructure for Case Files and Evidence in The Justice Sector
2Tender NumberINL/CACM/08-2023
3Location for projectPlateau, Nasarawa & Kaduna State
4Date of Tender6th February, 2023
5Closing date for Tender Submission20th February, 2023

Background to the project: The CACM project commenced with a baseline assessment that presents the gaps and recommendations for improvement on the current state of Court administration and Case management system in the mentioned three states.

One of the key interventions is the provision of service to supply, install and maintain equipment that will ensure secured storage and lasting preservation of records, with adequate access and hazard control that will protect the casefiles & evidence, to guarantee business continuity in case of disaster.

The storage infrastructure should be an ideal space saving, secured with locks, anti-rust and cost-effective system for keeping Court records in space measuring from 4.3Mx4.5M (L&B) to 12Mx10M(L&B). See breakdown of the space in the project scope.

Your proposal to tender should be for the three locations in table 1.

Kindly confirm your interest to participate in the bid process by responding to this tender document before 5pm on 20th of February 2023.


  1. The scope of services to be provided by the Consultant is stated below. It is advisable that the Consultants visit the site to validate the requirement for the storage infrastructure for case files and evidence materials.
  2. The storage space expected to meet our needs for semiactive files in Record centers:
  • Nasarawa state – Mobile shelves for 6.6MX6M(L&B)
  • Plateau State – Mobile shelves for 7.5Mx5.8M(L&B), static shelves for 4.85Mx5.8(L&B) and 4.3MX4.5M (L&B). Wire Mesh racks for 7.5Mx1.83M (L7B)
  • Kaduna State – Mobile and static shelves for 10MX8M(L&B) and 12Mx10M(L&B) in Kaduna state.

Your bid should cover the storage system you can supply and maintain as listed below:

  1. Static shelves
  2. Mobile shelves (Mechanical)
  3. Carousel rotary system
  4. Wire Mesh racks for evidence materials


  1. Consultants must have capability to develop and implement a large-scale physical storage infrastructure for Casefiles, evidence and other information resources for the judiciary and other reputable organizations.
  2. Consultants must have verifiable experience in supply and installation of archiving and library equipment of international standard. Preference will be for installation and maintenance of case files, archive resource management, records and Library management, data analysis, administrative control for storage infrastructure management and knowledge of risk assessment / disaster management, and business continuity for archive infrastructure
  3. Consultants must work within agreed timeline to deliver a best practice in casefile & record management infrastructure.
  4. Consultants must demonstrate capacity to deliver the project considering all stake holders whether onsite or offsite in a timely and cost-effective way.



  1. Evidence of professional experience / status for supply and installation of storage infrastructure for administrative and court/legal records and evidence.
  2. Memorandum and Article of Association of the company
  3. Current Tax Clearance Certificate (evidence of payment of tax for the last two (2) years


  1. Detailed company Profile
  2. Evidence of relevant experience for similar services
  3. Verifiable reference list (at least 2) for whom similar services were / are being executed
  4. Company’s audited financial reports
  5. Statement of organization’s core technical competencies and skills available
  6. Details of key manpower including names and short CV’s of key professional staff to be deployed
  7. Name, position, phone number and email address of key contact person
  8. Support, Maintenance and Knowledge transfer like training for administrators/system support team


Bid / tender document must be submitted via email to [email protected] and copy [email protected] on or before 5pm on Monday, 20th February 2023.

For any clarifications kindly send a mail to:  [email protected]


The vendor must prepare a detailed and final cost analysis of the project based on the work activities listed in the project scope.


Price submission will remain valid for 3 months.


Consultant’s preferred milestone payment terms should be clearly stated in the proposal.


This is to be included in the tender document.


12 months post implementation support