Preparation of Bidding Document Health System Strengthening Round Nine Project United Nation Development Programme Juba South Sudan
Mandatory Documents to be Submitted to get Eligibility in Bid Opening ( Preliminary Evaluation) 1. Priced and Signed Bill of Quantity (Bidder must sign in all the pages) 2. Bid Security for minimum 120 days from the date of bid opening 3. Completed and Certified Bid Submission Form
Other Documents to be submitted to get eligibility in commercial and technical evaluation - 1 Company Profile, which should not exceed fifteen (15) pages. Members of the Governing Board and their Designations duly certified by the Corporate Secretary List of Shareholders and Other Entities Financially Interested in the Firm owning 5% or more. Tax Registration/Payment Certificate. Certificate of Registration of the business, including Articles of Incorporation, or equivalent document if Bidder is not a corporation Official Letter of Appointment as local representative, if Bidder is submitting a Bid in behalf of an entity located outside the country Latest Audited Financial Statement (Income Statement and Balance Sheet) including Auditor s Report Statement of Satisfactory Performance from the Top three International Clients with at least one from the UN Agencies across the world in terms of Contract Value the past three years List of Bank References (Name of Bank, Location, Contact Person and Contact Details)
Other Documents to be submitted to get eligibility in commercial and technical evaluation - 1 All information regarding any past and current litigation during the last three (3) years. Provide the details of the construction contracts in last three years starting from 2011 to 2014. The details must include the client name and address, description of the work, contract amount starting date, completion date and completion certificates should be attached etc. Provide the details of the ongoing construction activities. The details must include the client name and address, description of the work, contract amount, starting date and percent of completion on the bid submission date Supporting documents to prove minimum two similar constructions in last three years. supporting documents to prove the essential equipment, which are mentioned in the ITB Bid data sheet clause 27.
Currency of Evaluation Bids will be evaluated in US Dollar. If the bidders quote in local currency(ss Pounds) their quoted amount will be converted to US Dollar for evaluation purpose. UN currency conversion ratio on the date of bid opening will be used for conversion purpose. Payment will be done on the actually quoted currency.
Bid Submission Bid must be submitted on 3 rd of November 2014 before 2.00 pm. Late bids will not be considered. Bidders are encouraged to submit their bids as early as possible to avoid late bid submission Bid can be submitted by dropping the original and copies in UNDP tender Box, which is in UNDP office Gate or can be submitted by e mail (bids.juba@undp.org) to UNDP as mentioned in ITB. One original and two copies must be submitted
Schedule of Requirements, Technical Specifications and Evaluation Criteria S/ No. Description/Specifications of Goods Constru ction period in days Bid Security Required Minimum value of each of the 2 similar construction works achieved in the last 3 years with at least one of the works being in similar location in South Sudan Required Total monetary value of construction works performed for any of the last 3 years. Average should be not less than the amounts below. Required Minimum Annual Turnover for the past three years 1 Lot 1: Proposed Maternity Ward, Mapel PHCC, W BEG 2 Lot2: Proposed Maternity Ward, Wanjock PHCC, Aweil East, N BEG. 175 2,500 500,000.00 750,000 1,000,000 175 2,500 500,000.00 750,000 1,000,000
Section 4: Bid Submission Form 1 (This should be written in the Letterhead of the Bidder. Except for indicated fields, no changes may be made in this template.) To: [insert: Name and Address of UNDP focal point] Insert: Location Insert: Date Dear Sir/Madam: We, the undersigned, hereby offer to supply the goods and related services required for [insert: title of goods and services required as per ITB]in accordance with your Invitation to Bid dated Insert: bid date. We are hereby submitting our Bid, which includes the Technical Bid and Price Schedule. We hereby declare that : a) All the information and statements made in this Bid are true and we accept that any misrepresentation contained in it may lead to our disqualification; b) We are currently not on the removed or suspended vendor list of the UN or other such lists of other UN agencies, nor are we associated with, any company or individual appearing on the 1267/1989 list of the UN Security Council; c) We have no outstanding bankruptcy or pending litigation or any legal action that could impair our operation as a going concern; and d) We do not employ, nor anticipate employing, any person who is or was recently employed by the UN or UNDP. We confirm that we have read, understood and hereby fully accept the Schedule of Requirements and Technical Specifications describing the duties and responsibilities required of us in this ITB, and the General Terms and Conditions of UNDP s Standard Contract for this ITB. We agree to abide by this Bid for [insert: period of validity as indicated in Data Sheet]. We undertake, if our Bid is accepted, to initiate the supply of goods and provision of related services not later than the date indicated in the Data Sheet. We fully understand and recognize that UNDP is not bound to accept this Bid, that we shall bear all costs associated with its preparation and submission, and that UNDP will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the evaluation. We remain, Yours sincerely, Authorized Signature [In full and initials]: Name and Title of Signatory: Name of Firm: Contact Details: 1 No deletion or modification may be made in this form. Any such deletion or modification may lead to the rejection of the Bid.
Bill of Quantity This Document is attached with RFQ as separate document. Bidders are not permitted to modify the pattern of the document or include or exclude any text in this document. Bidders have to fill the rate and total amount in the allocated place. If the bidder fail to fill any of the items, project will consider that bidder is willing to do that portion, free of charge or the rate is incorporated in the total bid sum. Even though bidder negligent to quote to carton item of the BOQ, as per the terms of the condition, he has to complete all the items, specified in the bill of quantity to get the payment. But, Project will not pay for the non quoted items Rated BOQ must be signed and stamped If contractor fail to submit filled, signed and franked document, his bid will be rejected
Bid Security If bidder fail to submit the bid security or if bidder submit the bid security with less than 120 days validity period after the bid opening day, their bids will be rejected.
Template for the submission of past experience Annual Volume of the Construction Works for the Year of 2010-2014 No. Project Type Funded By/ Employer Contract Price in USD Start Date Comple tion Date Contact details of the client Project Location Similar Experience (Yes/No) 1 Table1: All the completed construction works in last three years -(2010-2014 2 3-4 5 Total -
5.4 Details of Equipment and tools Bidder have to submit the tools and Equipment Details in the following Format Please refer the details of required equipment which are attached in RFQ (ITB) S.N o Brief of Equipment 1 Concrete Mixer (1 Cum. minimum) 2 Concrete Vibrator (Needle Type 20 mm till 60 mm) 3 Reinforcement Bar Cutting and Bending Machine 4 Plate Compactor of adequate capacity 5 Scaffolding 6 Steel concrete forms 7 Concrete Pump 8 Dump Truck (min 6 tons capacity) Quantit y Value of Equipment Working Condition Period of Availabilit y Ownersh ip
5.12. Proposed Work Programme, Drawings and Charts Bidder have to submit the work program schedule. The schedule can be submitted in MS Project or Excel format. Bidder have to submit necessary drawings and preliminary work arrangement in details Bidders have to submit the plane for workshop, materials storage, assembling place and working place etc. ( site work plan)
Part II Please Submit a. Valid business registration b. Latest Independent third party Financial Audit statement ( for last three years) c. Latest valid tax payment certificate d. Construction experience details of last five years e. Details of on-going construction activities f. Details of available construction details g. Summary of the staff for the particular construction h. Details of staff for the particular construction i. Liquid Assert Statement ( Bank Statement for three years) j. Financial statement for three years k. Power of Antony if required l. Nominated Representative if required m. Sub-Contractors details Bid Document Details Bidder have to submit two sets of bidding document (Original and Two Duplicate) in separate envelop. Each set of bid document must have two parts and details are given below Part I. Please submit a. Signed and franked rated original bill of quantity; b. Filled, signed and franked Original Bid Security; c. Filled, signed and franked bid submission form Please bind these three document as one set. If bidder fail to submit any of the document before bid opening, particular bid will be disqualified.
Important Note Each and every pages must be initialed and franked Bidders must submit valid e mail and telephone number of contact person No unnecessary documents such as irrelevant photos No conditional Offer Correct communication address of the past clients No personal or verbal communication/discussion during evaluation For clarification, mail will be sent to the e mail address, which is in the bid document. If bidder fail to respond within three days or fault e mail address, project will considers that bidder do not have such experience or qualification
Important Notes While you pack, pack with some spaces inside the envelop. Please bind all the documents of each sets before cover by envelop, Do not use correction fluid Local contractors must quote in South Sudan Pounds Remove the required forms and fill and submit as mentioned order Attaché the original (Signature) documents with in Original Document. Photo copy of the signature will not be accepted.
Engineering Issued which affect the unit rates a. Contractor must get prior approval from UNDP engineer to bring any kind of construction materials to the site. UNDP engineer have right to reject any kind of construction material or part of the construction, if bidder fail to proof the quality of the materials. b. Contractor must use qualified workers for the construction. UNDP engineer have rights to instruct to the contractor to remove the particular workers, who are not following the instruction of UNDP engineer. c. UNDP will allow only branded construction materials, which were manufactured as according to the acceptable standard d. Each of the construction stages must be checked and certified by UNDP engineer prior to start the next stage. e. Site work book must be maintained by the contractor at the site.
Engineering Issued which affect the unit rates f. Payment will be done only for the actual work done based on the unit rate quoted by the bidder. g. If bidder fails to quote for any of the BOQ item, UNDP will consider that the price of the particular BOQ items is included in overall BOQ price. So, contractor has to do that particular item without claim. h. Bidder have to submit the actual work done measurement sheet along with the invoice. Incomplete measurements will not be considered. i. UNDP will pay only to the acceptable quality construction activities. j. Bidders have to submit the test result of the concrete along with the invoice. k. Bidders have to get prior permission to omit or include any construction activity to the agreed construction. l. Quality assurance and quality control planes will be involved strictly.