appendix 3: tender dossier - action against hunger · web viewtender dossier instructions: tender...

Tender Dossier

A. Instructions:

Tender Ref: DRC/CONS/001/2013

With the funding from the Department for International Development (DFID), the DRC Water, Sanitation and Hygiene Promotion (WASH) Consortium comprising of five International NGOs, which are: Action Contre la Faim (ACF); Agence d'aide à la Coopération Technique et au Développement (ACTED); Catholic Relief Services (CRS); Concern Worldwide and Solidarités International, seeks suppliers for the following products for their respective programmes in six different provinces in Democratic Republic of Congo - DRC:

1. Explanation of Lot Identification Numbers: Below are the explanation on how the required merchandise are categorised by Lots for guidance

(i) Lot indicates general item/market: There are total of 6 Lots in this bid, as specified below; which will be represented by the first number on the bid table.

Lot 1: Vehicles Lot 2: Motorbikes Lot 3: Generators Lot 4: Afridev Hand Pumps and Spare parts Lot 5: PVC Casings and Screens Lot 6: Terrameter equipment

(ii) Delivery Locations : There are six different delivery locations, each carrying a unique number as below, which will be represented by the second number on the bid table

No. 1: Kinshasa, (Kinshasa Province) No. 2: Lubumbashi, (Katanga Province) No. 3: Kalemie, (Katanga Province) No. 4: Bukavu, (South Kivu Province) No. 5: Bangui, (Central Africa Republic) No. 6: Goma, (North Kivu Province)

(iii) Item specifications : This is the specification of a particular item per Lot, and will be represented by the third number on the bid table below. The specifications are presented in the annexes to this document

(iv) Letters letters in the main line of the table (under "quantity required per agency") represent each agency as stipulated below;

Letter A. Represent ACF Letter B. Represent ACTED Letter C. Represent CRS Letter D. Represent CONCERN WORLDWIDE Letter E. Represent SOLIDARITES INTERNATIONAL

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2. Required Merchandise: Lot 1 - Vehicles

Lot No Market Delivery location Item specificationQuantity required per

agency Total for all

UnitA B C D E

Lot.1.1.1

Vehicles Kinshasa, DRC

Toyota Land Cruiser Hard Top HZJ78L (10 seat - 5 door)

1 1 Unit

Lot.1.1.2 Toyota Land Cruiser Hard Top HZJ78L (13 seat - 3 doors)

1 1 2 Units

Lot.1.1.3 Toyota Land Cruiser Pick-up - HZJ79L (2 doors - Single Cabin)

2 1 1 4 Units

Lot.1.1.4 Toyota Land Cruiser Pick-up - HZJ79L (4 doors - Double Cabins)

1 1 Unit

Lot.1.1.5 Toyota Corolla Saloon 1.8L4-Cylinder or Equivalent

2 2 Units

Lot.1.2.1

VehiclesLubumbashi, Katanga,

DRC

Toyota Land Cruiser Hard Top HZJ78L (10 seat - 3 door)

1 1 2 Units

Lot.1.2.2 Toyota Land Cruiser Pick-up - HZJ79L (2 doors - Single Cabin)

2 2 Units

Lot.1.2.3 IVECO or Mercedes Benz 10T Truck

1 1 Units

Lot.1.4.1Vehicles Bukavu, South Kivu,

DRC

Toyota Land Cruiser Pick-up - HZJ79L (2 doors - Single Cabin)

1 1 Unit

Lot.1.4.2 Tata Xenon Pick-up 4 x 2 (Double Cabins)

1 1 Unit

Lot.1.5.1 Vehicles Bangui, Central Africa Republic (CAR)

Toyota Land Cruiser Pick-up - HZJ79L (2 doors - Single Cabin)

1 1 Unit

Lot.1.6.1Vehicles Goma, North Kivu, DRC

Toyota Land Cruiser Pick-up - HZJ79L (4 doors - Double Cabins)

2 2 unit

Total 20

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Lot 2 - Motorbikes



UnitA B C D E

Lot.2.1.1Motorbikes Kinshasa, DRC

Motorbike Yamaha DT 125 or Equivalent Model

15 8 23 Units

Lot.2.1.2 Motorbike Yamaha AG 100 or Equivalent

3 3 Units

Lot.2.2.1Motorbikes Lubumbashi, Katanga,

DRC

Motorbike Yamaha DT 125 or Equivalent Model

2 2 Units

Lot.2.2.2 Motorbike Yamaha AG 100 or Equivalent

7 3 10 Units

Lot.2.4.1 Motorbikes Bukavu, South Kivu, DRC

Motorbike Yamaha AG 100 or Equivalent

9 9 Unit

Lot.2.5.1 Motorbikes Bangui, Central Africa Republic (CAR)

Motorbike Yamaha AG 100 or Equivalent

8 8 Unit

Total 55 Units

Lot 3 - Generators



UnitA B C D E

Lot.3.1.1

Generators Kinshasa, DRC

Generator Yamaha 4.8 to 5Kva or Equivalent

3 3 Units

Lot.3.1.2 9Kva to 11KVA Diesel Generator (Mitsubishi or Perkins powered diesel engines)

1 1 Unit

Lot.3.1.3 Generator KIPOR 5KVA or equivalent

2 2 Unit


1 1 Unit

Lot.3.1.5 Generator SDMO 5KvA or equivalent

2 2 Units

Lot.3.1.6 Generator SDMO 7KvA or 1 1 Unit3

equivalent - (Mitsubishi or Perkins powered diesel engines)

Lot.3.2.1Generators Lubumbashi, Katanga,

DRC

6KVA Generator (Yamaha or Honda Powered)

2 2 Unit


1 1 Unit

Lot.3.3.1Generators Kalemie, Katanga,

DRC

Generator SDMO 5KvA or equivalent

2 2 Units

Lot.3.3.2 Generator SDMO 7KvA or equivalent - (Mitsubishi or Perkins powered diesel engines)

1 1 Unit

Lot.3.4.1Generators Bukavu, South Kivu,

DRC


3 3 Units


1 1 Unit

Lot.3.5.1Generators Bangui, Central Africa

Republic (CAR)


2 2 Units


1 1 Unit

Total 23 Units

Lot 4 – Hand Pumps and spare parts



UnitA B C D E

Lot.4.1.1 AFRIDEV Hand Pumps

Kinshasa, DRC

Afridev Hand pump with SS (AISI 304) connecting rods and UPVC Riser pipes - 45 meters

50 50 Kits

Lot.4.1.2 AFRIDEV Hand Pump Spare parts

Afridev Hand pump spare parts 144 144Kits

Lot.4.2.1 AFRIDEV Hand Pumps

Afridev Hand pump with SS (AISI 304) connecting rods and

113 113 Units

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Lubumbashi, Katanga, DRC

UPVC Riser pipes - 45 metersLot.4.2.2 AFRIDEV

Hand Pump Spare parts

Afridev Hand pump spare parts 144Kits

Total 163 Units

Lot 5 – PVC Casing and Screen



UnitA B C D E

Lot.5.1.1 PVC Casing and Screen

Kinshasa, DRC

PVC Casing pipe + PVC Screens with Flush joints + various dimensions

2,310 2,310 Pcs

PVC bottom cups and top cover 4”

200 200 Pcs

Lot.5.2.1 PVC Casing and Screen


PVC Casing pipe + PVC Screens with Flush joints + various dimensions

3,150 3,150 Pcs

Total 5,660 Pcs

Lot 6 – Terrameter equipment



UnitA B C D E

Lot.6.1.1 Terrameter equipment

Kinshasa, DRCABEM TERRAMETER SAS 1000 EARTH RESITIVITY SYSTEM

1 1 Kit

Lot.6.2.1 Terrameter equipment


ABEM TERRAMETER SAS 1000 EARTH RESITIVITY SYSTEM

1 1 Kit

Total 2 Kits

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3. Closing date and time for submission of tenders Friday 28th June, 2013 at 17hrs – Local time (+1Hrs GMT) All offers submitted after this time and date will be rejected.

4. Submission of tenders All tenders should be addressed to the following addresses before the stipulated deadline

Concern Worldwide, DRC ProgrammeAvenue Likasi No 08, Commune de la Gombe, Kinshasa, Democratic Republic of Congo (DRC)

Tenders can also be submitted by email to the following address before the stipulated deadline ([email protected])

Note: Interested bidders can bid for one or some or all the Lots

5. Timetable for provision The timeframe allowed for the provision of the materials will be no later than 4 weeks from the date of issue of contract.

6. Language of offers All tenders should be received in either French or English languages

7. Period of validity of offers All bids must be valid for a minimum of six months from the closing date of the tender.

8. Currency All tender submissions should be received in USD.

9. Delivery All the quotations should be according to Incoterm 2010 conditions – DDU (Delivery Duty Un-paid) to the respective entry point as stipulated in the respective Lots for each agency. From the time of dispatch from the supplier’s premises until such delivery, the risk of any loss or damage to or deterioration of the said materials from whatever causes shall be borne by the supplier.

9. Samples All samples (where required) should be delivered to the following address and suppliers are required to provide along with their bid package a copy of each proposed article. These samples will be provided in a sealed package. Each package shall be labeled to the trade name of the bidder, but the items inside will not bear any mark of identification.The tender committee reserves the right to re-label products from the suppliers to ensure transparency in the selection process.

Concern Worldwide DRC, Avenue Likasi No 08, Commune de la Gombe,

Kinshasa, Democratic Republic of Congo (DRC)

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mailto:[email protected]

Each bidder may require the return of its samples after the allocation of contracts.

10.Type of contract Each agency will enter into supply agreement with respective suppliers with clear instructions on delivery addresses.

11.Content of tenders Administrative, Technical Specification & Financial offer Signed Tenderers Declaration Supplier Relevant Experience

The submission dossier must include the following: Detailed financial offer (unit price of each requested product), dated, signed and

stamped. The financial offer should also include all the shipping and handling cost to final destinations as per respective delivery point stipulated in each Lot or sub Lot section.

Declaration form of submissions signed and stamped. Relevant experience form Physical address Submission offer form completed Copy of business registration with relevant commercial authorities Copy of national ID number/equivalent Relevant Tax payer’s registration number /Patent Contact number for the person responsible for commercial affairs. Proof of VAT registration certificate where applicable. Bank guarantee

Any other relevant documents that enhance the submission will be accepted as part of the submitted document.

Only those offers that contain the above minimal requirements will be considered for analysis.

Dossiers should be submitted in a sealed envelope with only the tender reference number written on it. Réf: DRC/CONS/001/2013 NOT TO BE OPENED BEFORE 01 st July 2013

For email submissions, the tender reference number (DRC/CONS/001/2013) should be included on the email subject line.

The Consortium tender evaluation committee reserves the right to reject all offers that do not include the above requirements.

Note: Please be informed that the costs incurred by the tenderer in preparing and submitting the tender proposals will not be reimbursed.

12. Opening of tenders Tenders will be opened at 14h30 local time (GMT+1) on 01 st July 2013 . All bidders are welcome to attend the opening of the tender documents at the Concern Worldwide offices in Kinshasa, DRC located at Avenue Likasi, No 08, Gombe, Kinshasa.

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13. Evaluation of tenders Only bids which have met with the administrative and technical compliance will qualify for the financial evaluation stage of the process.

14.Clarification of information contained in the Tender Dossier All the inquiries or clarification concerning this tender should be addressed to the tender committee through Concern Worldwide, DRC with the attention of; Sospeter Baitwa, email: ([email protected]). Any clarification given to one tenderer will be communicated to all other known tenderers.

15.Cancellation of the tender procedure The tender evaluation committee has the right to cancel the tender procedure. Tender procedures may be cancelled for a number of reasons including:

A dramatic change in specification of the material needed The quality of the goods does not meet the standard required The cost exceeds the budgetary limits

16.Selection of winning tenders Following the evaluation of all tender bids, individual agencies (consortium members) reserves the right to place contracts with multiple suppliers if prices for requested items are only deemed competitive when purchased separately.

17.Appeals process An appeal to the process can be lodged if a tenderer or potential tenderer has any issue which they feel requires appealing. All appeals should be in writing addressed to the Director of Consortium at the below address:

Sebastien LONGUEVILLEDirector DRC WASH ConsortiumConcern Worldwide – DRCAvenue Likasi, No.08, Gombe, KinshasaDemocratic Republic of Congo (DRC)Email: [email protected]

18.Data protection

The DRC WASH Consortium guarantees that all procurement activities are fully and transparently documented for internal or donor audit purposes for all member agencies. The DRC WASH Consortium guarantees confidentiality of the procurement process.

Sospeter BaitwaAssistant Country Director, Systems (Committee Chairman)

Concern Worldwide, Kinshasa, DRC

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B: DRC WASH Consortium Terms and Conditions

GENERAL PURCHASING TERMS AND CONDITIONS

Unless the context indicates otherwise, the term “Buyer” refers to the respective DRC WASH Consortium member agencies. The term “Supplier” refers to the entity named on the order and contracting with the Buyer. The term “Contract” can be taken to mean either (a) the purchase order or (b) the supply/service agreement, whichever is in place.

GENERAL TERMS AND CONDITIONS

1) Price: The prices stated on the order shall be held firm for the period and / or quantity unless specifically stated otherwise

2) Source of Instructions: The Supplier shall not seek nor accept instructions from any source external to the Buyer in relation to the performance of the contract.

3) Assignment: The Supplier shall not assign, transfer, sublet or subcontract the contract or any part thereof without the prior written consent of the Buyer.

4) Corruption: The Supplier shall not give, nor offer to give, anyone employed by the Buyer an inducement or gift that could be perceived by others to be a bribe. The Supplier agrees that a breach of this provision may lead to an immediate end to business relationships and termination of existing contracts.

5) Confidentiality:

5.1) All data, including but not limited to, maps, drawings, photographs, estimates, plans, reports and budgets that has been compiled by or received by the Supplier under the contract shall be the property of the Buyer and shall be treated as confidential. All such data should be delivered to the authorized officials representing the Buyer upon request.

5.2) The Supplier may not communicate at any time to any other person, government or authority external to the Buyer any information that has been compiled through association with the Buyer which has not been made public by the DRC WASH Consortium, except with prior written authorization from the Buyer. These obligations do not lapse upon termination of the contract.

6) Use of Emblem or Name: Unless otherwise agreed in writing; the Supplier shall not advertise nor make public the fact that it is not supplying goods or services to the Buyer, nor shall the Supplier in any way whatsoever use the name or emblem of the Buyer in connection with its business or otherwise.

7) Observance of Law: The Supplier shall comply with all laws, ordinances, rules and regulations bearing upon the performance of its obligations under the terms of the contract.

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8) Force Majeure: The meaning of the term can be taken to mean acts of God, war (declared or not), invasion, revolution, insurrection or acts similar in nature or force.

8.1) In the event of and as soon as possible after the occurrence of any cause deemed force majeure, the Supplier must inform the Buyer of the full particulars in writing. If the supplier is rendered unable either in part or in whole to perform its obligations then the Buyer shall take such action as it considers, in its sole discretion, to be appropriate or necessary in the circumstances.

8.2) If the Supplier is permanently rendered incapable in whole or part by reason of force majeure to complete its obligations and responsibilities under the contract then the Buyer will have the right to suspend or terminate the contract on the same terms and conditions laid out in section 9, Cancellation.

9) Cancellation: 9.1) The Buyer reserves the right to cancel the contract should it suspend its activities or

through changes to its mandate by virtue of the Executive Council of a Buyer and/or lack of funding. In such a case the Supplier shall be reimbursed by the Buyer for all reasonable costs incurred by the Supplier, including all materials satisfactory delivered and conforming to specification and terms of contract, prior to receipt of the termination notice.

9.2) Should the supplier encounter solvency problems including, but not limited to, bankruptcy, liquidation, receivership and similar, the buyer reserves the right to terminate the contract immediately without prejudice to any other right or remedy it may have under the terms of these conditions.

10) Warranty: The Supplier shall provide the Buyer with all manufacturers’ warranties. The supplier warrants that all goods supplied in relation to the contract meets specification, is defect free and is fit for the purpose of the intended use. If, during the warranty period, the goods are found to be defective or non- conforming to specification, the Supplier shall promptly rectify the defect. If the defect is permanent then at the choice of the Buyer the Supplier will either replace the item at their cost or reimburse the Buyer.

11) Inspection and Test: The Supplier must inspect the goods prior to dispatch to ensure conformance to specification and/or any other provisions of the contract. The Buyer reserves the right to inspect the goods for compliance with specifications and provisions of the contract. If, in the Buyers’ opinion, the goods and/or services do not comply with the specification, the Buyer will inform the Supplier in writing. In such a case the Supplier shall take the necessary action to ensure compliance, liability for any additional cost incurred for rectifying compliance will rest with the Supplier.

12) Changes: The Buyer reserves the right to make reasonable changes at any time to the specification, drawings, plans, quantity, packing instructions, destination, or delivery instruction. If any such change affects the price of goods or performance of service the Supplier and Buyer may negotiate an equitable adjustment to the contract, provided that the Supplier claims for adjustments in writing to the Buyer within 30 days from being notified of any change.

13) Export License: If an export license or licenses are required for the goods, the Supplier has the responsibility to obtain that license or licenses.

14) Payment Terms: Unless otherwise agreed, payment terms will be net 30 days from receipt of a correctly prepared invoice.

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15) Ethics: The nature of the buyer’s activities require the supplier to scrupulously respect the ethical and moral standards, including but not limited to, non-discrimination based on race, gender, religion or age, the refusal of any labor including the forced exploitation of child workers. Any exceptions to this clause, from the point of view of the buyer, will lead to cancellation of the contract with the supplier. The buyer has signed and complies with the Supplier’s Code of Conduct as enacted by Oxfam and the supplier agrees to comply with and be summarized in the following

Employment is freely chosen. The rights of staff to freedom of association and to collective bargaining are

respected. Working conditions are safe and hygienic. No exploitation of children is tolerated. Wages paid are adequate to cover the cost of a reasonable living. Working hours are not excessive. No discrimination is practiced. Regular employment is provided. No harsh or inhumane treatment of staff is tolerated. Local labour laws are complied with. Social rights are respected

15.1) Environmental Standards - Suppliers should as a minimum, comply with all statutory and other legal requirements relating to environmental impacts of their business. Areas which should be considered are:

Waste Management. Packaging and Paper Conservation Energy Use Sustainability

16) Rights of the Buyer: Should the supplier fail to perform under the terms and conditions of the contract, including but not limited to failing to obtain export licenses or to make delivery of all or part of the goods by the agreed delivery date(s), the buyer may, after giving reasonable notice to the Supplier, exercise one or more of the following rights:

Procure all or part of the goods from an alternate source, in which event the Buyer may hold the Supplier liable for additional costs incurred.

Refuse to accept all or part of the goods. Terminate the contract.

17) Rights of access for test purposes: The Buyer is contractually obliged to facilitate certain donor’s direct access to suppliers for audit purposes. This obligation is extended to all its suppliers.

18) No Agency: This order/contract does not create a partnership between the Buyer and Supplier or make one party the agent for the other for any purpose.

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C: Tenderers Relevant ExperiencePlease complete the table below using the format provided to summarise the major relevant supplies/services/works carried out in the course of the past 3 years by the tenderer. The number of references to be provided must not exceed 15 for the entire tender

Ref # (maximum 15) …NGO/Company

NameContact

Details in NGO/Co.

Country Total supply value

No of staff

provided

Dates Description of Contract

Related Services Provided

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D. Tenderers Declaration

In response to your letter of invitation to tender for the above contract, we, the undersigned, hereby declare that:

1. We have examined and accept in full the content of the dossier for invitation to tender (Including the Programme Participant Protection Policy and Code of Conduct for Suppliers in response to the bid to tender number DRC/CONS/001/2013. We hereby accept its provisions in their entirety, without reservation or restriction.

2. We offer to deliver, in accordance with the terms of the tender dossier and the conditions and time limits laid down, without reserve or restriction:

LOT 1:Lot 1.1.1: Total Price: [……………………….USD]

Lot 1.1.2: Total Price: [……………………….USD]











TOTAL LOT 1 VALUE: […………………………………USD]

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14









LOT 6 : Lot 6.1.1: Total Price: [……………………….USD]



OVERALL TENDER VALUE: […………………………………………USD]

3. This tender is valid for a period of 30 days from the final date for submission of tenders.

4. If our tender is accepted, we undertake to provide a performance guarantee as required by the instructions to tenderers. (If required)

5. We will inform the tender evaluation committee immediately if there is any change in the above circumstances at any stage during the implementation of the contract. We also fully recognise and accept that any inaccurate or incomplete information deliberately provided in this application may result in our exclusion from this and other contracts from the buyer.

6. We note that the Buyer is not bound to proceed with this invitation to tender and that it reserves the right to award only part of the contract.

7. We agree to adhere to all of the terms and conditions of the Buyer as provided in the tender dossier.

8. We confirm that we are not engaged in any corrupt, fraudulent, collusive or coercive practices and acknowledge that if evidence contrary to this exists, the Buyer reserves the right to terminate the contract with immediate effect.

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9. We are not bankrupt or being wound up, are having our affairs administered by the courts, have not entered into an arrangement with creditors, have not suspended business activities, are not the subject of proceedings concerning those matters, or are in any analogous situation arising from a similar procedure provided for in national legislation or regulations

10. We have not been convicted of an offence concerning professional conduct by a judgment which has the force of res judicata

11. We have not been guilty of grave professional misconduct proven by any means which the contracting authority can justify.

12. We have fulfilled obligations relating to the payment of social security contributions or the payment of taxes in accordance with the legal provisions of the country in which we are established or with those of the country of the contracting authority or those of the country where the contract is to be performed.

13. We adhere to respect the the Buyer’s Code of Conduct as per the points listed below; Employment is freely chosen. The rights of staff to freedom of association and to collective bargaining are

respected. Working conditions are safe and hygienic. No exploitation of children is tolerated. Wages paid are adequate to cover the cost of a reasonable living. Working hours are not excessive. No discrimination is practiced. Regular employment is provided. No harsh or inhumane treatment of staff is tolerated.

13.1 Environmental Standards Suppliers should as a minimum, comply with all statutory and other legal requirements relating to environmental impacts of their business. Areas which should be considered are:

Waste Management. Packaging and Paper Conservation Energy Use Sustainability

Yours faithfully:

Names:

Duly authorised to signThis Tender on Behalf of:

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Place and date:

Stamp of the firm/company:

CONTACT TELEPHONE NUMBER:

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appendix 3: tender dossier - action against hunger · web viewtender dossier instructions: tender...

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