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Human Resources Development Agency (HRDA)

(Saving the life of vulnerable population through the provision of WASH facilities, child protection and psychosocial assistance.in Kandahar and Helmand

provinces.)

Invitation to Bid

ITB No: HRDA/18-ITB/002

Supplies for accessories and drilling of boreholes

Helmand ProvincePlanned Timetable

Issued 13-Sep-2018

Advertise ITB 13-Sep-2018

Questions from Supplier due date 15-Sep-2018

Deadline for Submission 16-Sep-2018 PM 02:00

Evaluation of ITB 17-Sep-2018

Supplier Visit & Sample Check 18-Sep-2018

Award of Contracts 18-Sep-2018

Contract Start 20-Sep-2018

P a g e | 1

CONTENTSPAGES

1. HRDA.................................................................................................................................3

2. The Purpose of this (ITB)...................................................................................................3

3. Cost of Bidding...................................................................................................................3

4. The Bidding Documents.....................................................................................................3

5. Clarification of Bidding Documents...................................................................................4

6. Language of Bid.................................................................................................................4

7. Documents Comprising the Bid..........................................................................................4

8. Bid Prices & Price Changes................................................................................................4

9. Bid Currencies....................................................................................................................4

10. Bid Security........................................................................................................................4

11. Period of Validity of Bids...................................................................................................4

12. Format and Signing.............................................................................................................5

13. Submission and Marking of Bids:.......................................................................................5

14. Preliminary Examination....................................................................................................5

15. Evaluation and Comparison of Bids....................................................................................5

16. Contacting the Purchaser....................................................................................................6

17. Notification of Award.........................................................................................................6

18. Contract award and notification..........................................................................................6

19. Warranty.............................................................................................................................7

20. Price Schedules and Location.............................................................................................7

21. Disclaimer...........................................................................................................................7

22. ANNEX – A: Supplier Information Form...........................................................................8

Terms of Reference (ToR).....................................................................................20

23. Specification.....................................................................................................................20

24. Sub-contractor:.................................................................................................................20

25. Brief information about Supplier Business and Experience..............................................21

26. Taxes:...............................................................................................................................21

INTRODUCTION

1. HRDAHuman Resource Development Agency HRDA is an Afghan nongovernmental, nonpolitical and not-for-profit It was created in 2002 to help Afghans powerless by

P a g e | 2 ITB HRDA/18-ITB/001

battling came about because of the several decades of war. Prior to this, HRDA was enrolled with DoE in Kandahar however after reestablishment and renewal of enlistment framework, HRDA is now registered with Ministry of Economy with the registration number of 463 in Kabul. Since 2002, HRDA has implemented over 50 projects in areas such as Assessment survey, Management, Water Sanitation, income generating, Child protection, vocational training, Disabled Skill Training, School Renovation, Literacy, IDP profiling, Shelter for IDPs, National Solidarity Program NSP, Roads rehabilitation and infrastructure in Kandahar and Helmand, provinces of Afghanistan.HRDA has personnel widely experienced, dedicated, self-motivated, well educated, and well versed with local areas, their cultures and social norms with strong community relations, including tribal elders, Shuars and government authorities.

2. The Purpose of this (ITB)It is the intent of this ITB (HRDA/18-ITB/002) to secure competitive proposals to select a Potential, Reliable and Committed Supplier for HRDA Kandahar and Helmand provinces programs as one off contract. Therefore, HRDA is calling on all eligible and potential suppliers that are qualified, professional and are technically and financially competent for the provision and delivery of supplies as indicated in ANNEX – B to submit their sealed proposals as per the outlined criteria set forth in this ITB.

The winning bidder will be awarded the contract to provide the supplies and materials required for smooth running of CFSs. Bidders must compile with all governmental set legal regulations to operate in Afghanistan and should be a regular taxpayer to offer such services as specified in the tender and shall furnish copy of its operating license/certificate of registration valid for the fiscal year 2017 and possibly 2018. The Bidder shall not be under a declaration of ineligibility for corrupt or fraudulent practices.

3. Cost of BiddingThe Bidder shall be responsible for all costs associated with the preparation and submission of its bid, and HRDA hereinafter referred to as “the Purchaser”, will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the bidding process.

I. THE BIDDING DOCUMENTS: The Bidding documents comprise of the following documents:

The Invitation To Bid – ITB (applied to this document);

Supplier Information Form and Conflict of Interest Form Annex A

Supply and Price Sheet Annex B

4. The Bidding Documents

The Bidder is expected to examine all instructions, forms, terms and specifications in the bidding documents prepared for the selection of authorized Service Provider or Contractor. Failure to furnish all information required as per the bidding documents/submit a bid not substantially responsive to the bidding document in every respect will be at the Bidder’s risk and may result in bid rejection.


5. Clarification of Bidding DocumentsA prospective bidder requiring any clarification of the bidding documents may notify in contact number 0700377336. The request for clarification must reach the purchaser not later than (Sep, 2018). The Purchaser will respond by contact number providing clarification on the bid documents on (Sep, 2018). Written copies of the Purchaser’s response (including an explanation of the query but without identifying the source of inquiry) will be communicated to all prospective bidders, who had received the bidding documents.

III. PREPARATION OF BIDS:

6. Language of BidThe bid and all relative correspondence and documents exchanged between the bidders and the purchaser shall be written in English language only. Any printed literature furnished by the bidder and written in another language must be accompanied by an English translation of its pertinent passages, in which case, for purposes of interpretation of the bid, the English translation shall prevail. Any translations must be performed by a licensed translator as recognized and notarized by the Courts and Government of Afghanistan.

7. Documents Comprising the Bid The submitted bid must include the following information. Failure to supply all requested information or comply with the specified formats may disqualify the bidder from consideration.

8.B

id Prices & Price Changes

The provided price in Annex B will remain unchangeable during the period of contract. Prices given includes transportation, services after sale, manufacturer defaults warranty period. The Bidder must sign and officially stamp the price schedule and entire RFP pages before submitting the sealed envelope.

9. Bid Currencies All rates and amounts entered in the Bid Form and Price Schedule and used in

any documents, correspondence or operations pertaining to this tender shall be expressed in USA currency USA($)

10. Bid SecurityFor the Purpose of This Tender, Bid Security or Bond is not applicable.

11. Period of Validity of BidsBids shall remain valid for 10 working days after the date of bid opening prescribed by the Purchaser, a bid valid for a shorter period may be rejected by the Purchaser as non-responsive.


A Bid detailing the unit price only in the Annex B sheet given for the purpose;

Certificate of Business registration or Trading License in Afghanistan

Bank details

Cover letter explaining interest to be a contracted vendor or supplier

Passport/National ID of business owner/Board of directors/Sales Persons

Other important document bidder feel need to be attached to support their bid.

In exceptional HRDA circumstances, the Purchaser may request the Bidders to extend the period of validity. The request and the responses thereto shall be made in writing by letter or e-mail. A bidder agreeing to the request will not be required nor permitted to modify his bid.

12. Format and SigningThe original bid shall be signed by the Bidder or a person or persons duly authorized to bind the Bidder to the contract. Financial pages of the bid shall be initialed by the person or persons signing the bid and stamped with the company seal.

The bidder shall include a cover letter in their proposal. The content of the cover letter shall include the following information:

A table containing bid offer: item description, unit price

Price validity date (for this purpose and as stated on the advertisement, quote given shall remain unchanged for 10 working days).

IV. SUBMISSION OF BIDS

13. Submission and Marking of Bids:Bidder shall submit sealed bid clearly marked (ITB HRDA -002) CFS Supplies and Materials Kandahar and Helmand to:

(HRDA Main Office, Kandahar, Shahr-e-Naw, Noorzad Watt, House 14, Street #7, DistrictNo later than Sunday September 20-2018 PM 02:00 . All bids are to be put in to the box provided for the purpose. Bids submitted after the deadline will not be accepted.

Bidders must sign the bid register form at the reception of the office indicating their company name, telephone number, email address, date of submission. Intend to bid form shall also be filled signed and be put along with the sealed bids.

V. BID OPENING AND EVALUATION

14. Preliminary ExaminationThe Purchaser will examine the bids to determine whether they are complete, whether any computational errors have been made, whether required sureties have been furnished, whether the documents have been properly signed and whether bids are generally in order.

15. Evaluation and Comparison of BidsBids determined to be substantially responsive as per section 7 above will be considered for the evaluation process with the below scoring criteria.

Description Weight (%)

Capacity/Stockholding Availability

(1) Supplier to state if they have available stock or will avail needed order once place

(2) Supplier has the ability to deliver all supplies to the field sites within one week as soon as contract is signed

10%

Past Experience

1. Attach copies of Purchase Order (PO) or Contracts for similar or other potential supplies delivered to other clients

2. Up to three copies of most recent purchase orders completed for other clients)


Eligibility to offer bid1- Supplier owns his/her own shop or company registered with authorized local government authorities2. Bid should have 10 days validity from the date submitted

30%

Sample/Specification

Quality

(1), Warrants submitting HRDA with high quality samples if shortlisted

2. Warrants delivering HRDA all ordered supplies according to the selected samples with high quality

30%

Financial proposal Offer as per Price list is competitive 30%

100%

INFORMATION Table to be filled by Supplier:

Percent (%) of available stock same supplies with the supplier right now?

(Percentage )

Warranty period of equipment where applicable? (In months )

How long it takes Supplier to deliver all supplies to designated site of HRDA as soon as contract is placed?

(Mention no of days )

Supplier submitted Signed and Stamped Proposal in sealed envelope?

( mention here)

Supplier confirms payments will be made after complete delivery of within 30 calendar days?

(Mention here if agreed)

Supplier confirms delivery of supplies will be made according to the selected samples.


Contractor will immediately replace any faulty equipment or supplies observed during the delivery by HRDA with no addition transport cost within 4 consecutive days?


16. Contacting the PurchaserSubject to Clause 5, no Bidder shall contact the Purchaser on any matter relating to its bid, from the time of the bid opening to the time the Contract is awarded or selected authorized service provider or contractor is announced.

17. Notification of AwardPrior to the expiration of the period of bid validity, the Purchaser will notify the successful bidder in writing or where necessary by phone that his/her bid has been accepted and, selected to negotiate on their bid for the specific goods and/or services and to finalize the offer.

CONTRACTING

18. Contract award and notificationThe Purchaser will award the Contract to the notified successful Bidder(s) whose bid has been determined to be substantially responsive and has been determined as the


best evaluated bid considering price/performance factors, provided further that the Bidder is determined to be qualified to be awarded and perform its obligations satisfactorily.

19. WarrantyThe Supplier warrants that the Materials and equipment to be supplied are new, unused, of the most recent or current models (products), and meet Purchaser’s specifications.

The warranty shall remain valid for a period of time as may be specified by the Supplier in the Bid and this warranty period shall be considered as one of the bid advantages, and shall in no case be less than that which is provided for by Afghanistan Law if any

20. Price Schedules and LocationVendors interested in the provision of Goods and or services outlined in Annex B to HRDA should NOTE that all categories apply to all HRDA Offices.

21. Disclaimer The Purchaser reserves the right to alter the dates of the timetable.

The Purchaser does not bind itself to accept the lowest or any proposal.

HRDA provides, inter alia, that HRDA do “not engage in theft, corrupt practices, nepotism, bribery, or trade in illicit substances.” HRDA’s procurement systems and policies are designed to maximize transparency and minimize the risk of corruption in HRDA’s operations.


22. ANNEX – A: Supplier Information Form

Company Name

Any other names company is operating

under (Acronyms, Abbreviations,

Aliases)

Previous names of the company

Address

Website

Phone/Fax Numbers Phone: Fax:

Primary ContactName: Phone Number:

Email Address:

Name(s) of Company Owner(s) or Board of

Directors

Financial Information

Bank Name and Address

Name under which company is registered

at bank

Payment Terms Payment By: Check Yes | No Wire Transfer Yes | No

Specify Standard Payment Terms (Net

30)

Supplier Self-Certification of Eligibility

Company certifies that:

1. They are not debarred, suspended, or otherwise precluded from participating in major donor (e.g. European Union, European and United States Government, United Nations) competitive bid opportunities.


2. They are not bankrupt or being wound up, are having their affairs administered by the courts, have entered into arrangements with creditors, have suspended business activities, are 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.

3. They have not been convicted of an offense concerning their professional conduct.

4. They have not been guilty of grave professional misconduct proven by any means that the contracting authority can justify, or been declared to be in serious breach of contract for failure to comply with their contractual obligations towards any contracts awarded in the normal course of business.

5. They have fulfilled obligations related to the payment of social security contributions or the payment of taxes in accordance with the legal provisions of the country in which they are established or with those of the country where the contract is to be performed.

6. They have not been the subject of a judgment for fraud, corruption, involvement in a criminal organization or any other illegal activity.

7. They maintain high ethical and social operating standards, including:

Working conditions and social rights: Avoidance of child labor, bondage, or forced labor; assurance of safe and reasonable working conditions; freedom of association; freedom from exploitation, abuse, and discrimination; protection of basic social rights of its employees and HRDA’s beneficiaries; and prohibition of trafficking in persons. For avoidance of doubt, Supplier shall not discriminate against any of HRDA’s beneficiaries during the Term of this Agreement, such as, but not limited to, withholding, adversely impacting, or denying equitable access to the benefits provided through this Agreement on the basis of any factor not expressly stated in the Agreement. This includes, for example, race, color, religion, sex (including gender identity, sexual orientation, and pregnancy), national origin, disability, age, genetic information, marital status, parental status, political affiliation, or veteran's status. Nothing in this provision is intended to limit the ability of the Supplier to perform its obligations under the Agreement.

Environmental aspects: Provision of goods and services with the least negative impact on the environment.

Humanitarian neutrality: Endeavoring to ensure that activities do not render civilians more vulnerable to attack, or bring unintended advantage to any military actors or other combatants.

Transport and cargo: Not engaged in the illegal manufacture, supply, or transportation of weapons; not engaged in smuggling of drugs or people.

8. Company warrants that, to the best of its knowledge, no HRDA employee, officer, consultant or other party related to HRDA has a financial interest in the Company’s business activities, nor is any HRDA employee related to principals or owners of the company. Discovery of an undisclosed Conflict of Interest situation will result in immediate revocation of the Company’s Authorized Supplier status and disqualification of Company from participation in future HRDA procurement.P a g e | 9 ITB HRDA/18-ITB/001

9. Supplier hereby confirms that the organization is not conducting business under other names or alias’s that have not been declared to HRDA.

10. Supplier herby confirms it does not engage in theft, corrupt practices, collusion, nepotism, bribery, or trade in illicit substances.

By signing the Supplier Information Form you certify that your Company is eligible to supply goods and services to major donor funded organizations and that all of the above statements are accurate and factual.

Company Name:

Name of Representative:

Title:

Signature:

Date:

FOR HRDA USE

Following documents have been supplied:

Business registration or license

Articles of incorporation or similar document

Bank statements and references

Passport / ID cards of business owners/board of directors

Supplier Tax Identification Number (TIN)

Passport/ID Card of Sub Contractor if involved in the provision

I _______________________an employee of HRDA having completed and reviewed this

Form confirm the accuracy of information provided:

Name ______________________________

Title ______________________________

Signature ______________________________

Date* ______________________________

*Supplier to be re-authorized one year from this date.


PRICE LIST ANNEX B

Borehole Drilling, Installation and AccessoriesHilmand Province

Item Unit Quntity

Unit Cost Duration Total Budget Narrative

Solar Panel

120 1 As the water level in the assessed areas is very down and is between 80-90 meters, therefore powerful submersibles with the specification of 4HP, 3KW, 8-10Amp, 18 Router, water delivery power 70-120 meter and 200 liter/min, Itally made are required to flow the water from such deep well to the reservior. Considering the submersible potential, water level , each solar panel should be 250 Watt and 20 panels required for each deep well to run the submersible. So, total number of the required panels for 6 deep well will be 120 panels. Each panel's Ampere is about 8.5-9.5 and the voltage is 37.

Solar Power Inverter Switch

6 1 A solar power inverter switch is required for each deep well to convert the direct current to alternative current for runining of submersible, taking into account the specification of the solary pannels, depth of well and specification of submersible the inverter swith should have the technical specification as - 4-5.5 KW, 0-800 Volt Range, 15 Amp, heavy duty, fan cooling system.

Frame For Solar Panels

6 1 A metal frame is required to keep the solar panels in required angle towards direct sun light as well as protect the panels from damage as the panles include glass and other materials which need care, the frame is also important due to security reasons becuase all panels are kept in one frame and the frame consist locks which help in protecting the panels from theft and lost. The wind,


storm, rain and land moisture also affects the panels but keeping them in frame protect them from such damage. Considering the hight and width of each panel, the frame should be 30 meter square for keeping 20 panels. The frame also require paint to protect the fram from crust as the frame is made of iron.

PVC Pipe

720 1 This is poly venyl choloride (PVC) pipe which is plastic, it is installed in the well after drilling, considering the depth of the well and power of submersible, the submersible should be 2 inch thus, the PVC should be 37.5mm the difference between the diameter of submersible and PVC is due to the generating pressure, in such condition the submersible easily push the water into 37.5mm pipe and also helps in protecting the submersible from damage. The PVC pipe is made in Afghanistan. 120 meter PVC pipe .

Electric Wire

900 1 This wire is to connect the submersible and solar pannels for the flow of electric current. The specification for the cable is - 3X2.5mm, Copper wire. 150 meter .

Deep well accessories Instalition

6 1 The installation of such system require specific technical person, tools and instruments.

Steel Cable 8mm

750 1 This cable is used for hanging of submersible, the specification for this is that it should be steel and 8mm. 125 meter for each deep well 6 deep wells .

Submersibles

6 1 Taking into account the depth of the well, the submersible should have the specifications as 4HP, 3KW, 8-10Amp, 18 Router, water delivery power 70-120 meter and 200 liter/min, Itally made.

Deepwell drilling

720 1 Considering number of families in each area served by deep well, the deep well diameter should not be less than 12 inch to provide sufficient water for target beneficiaries. 120 meter digging of each deep well 6 deep wells .


Casing

720 1 This is specific PVC pipe which is installed immediately after drilling of the well, it is a kind of protection to keep the drilled well in well condition and well operating 120 meter casing pipe for each deep well 6 deep wells.

Reservior (RCC water tank)

6 1 A strong reservior will be constructed for each deep well, the reservior is constructed for water storage. Considering the number of families per deep well, the reservior should be 60 cubic meter. Taking into account the volume of water, the reservior should be reinforced cement concrete (RCC) with plain cement concrete (PCC). The walls of mentioned reservior require 15 cubic meter RCC, the floor and ceiling slabs of the reservior require 18 cubic meter RCC, the floor require 12 cubic meter PCC after the excavation. total construction materials are reqiured as - 14 cubic meter sand, 16 cubic meter gravel, 11000 Kg cement and 4100 Kg steel rod "14mm" . 150 squar meter area plastering is required for inside and outside of the reservior thus, for plaster the 1600 Kg cement and 3 m3 Sand are required. Steel rod "14mm" 4100 Kg . for Exacavation and compaction of the floor/reservior .

Visibility for the water points (Boards)

6 1 It will be fixed over the wall of reservior, this board will indicate brief summary about the project, donor and implementer.

Grand totalSub Total for Transportation

Grand TotalGovernmental TAX

Grant Total without Tax


Terms of Reference (ToR)Supplier Responsibilities:

HRDA technical team will check each delivered items as per the sample up on receipt on the sites and items found not complying the initial accepted sample will be rejected. Supplier is responsible to replace the rejected sample at his own costs to the respective field site (s) within 4 consecutive days from the date item rejected.

Supplier should at no cost deliver used or refurbished supplies to HRDA during the period of the contract. At the time supplier found at fault for such practice in intentional manner, HRDA may take a serious action that may even lead contract termination with the supplier.

HRDA does not commit any financial value under the signed contract with the selected contractor unless the actual quantity of supplies and associated services are received at need time.

Order for each locations shall be prepared and be delivered to the HRDA’s each designated sites within two calendar weeks from the date order placed.

All supplies quoted should be brand new with manufacturer warranty period on equipment where applicable

Supplier should not quote supplies manufactured, assembled or shipped through restricted countries.

Supplier submitting bids should ensure they read the full scope of work/supplies outlined in the Request for Proposal (RFP) before submitting final sealed bids to avoid future claims for any item or services not understood well.

Selected supplier will be responsible for transportation of the ordered supplies to each designated site of HRDA when order is placed. Except the fixed agreed price of each items, no additional cost related to transportation will be borne by HRDA.

Supplier should abide with all contract terms and condition outlined in the RFP during the whole period of the contract.

Supplier should be able to quality check all ordered supplies with HRDA related field sites technical staff before shipping the whole items.

Supplier will get the payment within 30 calendar days as soon as quantity of supplies ordered are shipped and completely to the designated field sites and submission of final delivery report and invoice is submitted to Supply Chain Department.

23. SPECIFICATIONIt should be noted that, unless otherwise indicated materials and equipment, stated brand names or models are for illustrative description only. An equivalent substitute, as determined by the specifications, is acceptable with the prior approval of HRDA technical representative.

24. SUB-CONTRACTOR:

Supplier selected for this contract shall not deliver or award the contracted goods and associated services through a sub-contracted supplier (s) unless there is a written agreement initially made between HRDA and the contractor. In the case such situation happens in writing, then contractor shall provide full detail of his/her sub-contractor (s) to


HRDA for further due diligence and review their background and capacity before they start the delivery of goods. Failure to correspond or disclose this approach at the time of bid submission may lead to disqualify bidder to be part of HRDA evaluation criteria.

25. BRIEF INFORMATION ABOUT SUPPLIER BUSINESS AND EXPERIENCE.

26.Taxes: Pursuant to the provisions of the Government of Afghanistan Income Tax Law 2009, Article 72, effective March 2009, HRDA is required to remit if valid license 2% if no license or expired license 7% Government Withholding tax and deposited to Ministry of Finance Tax division account complete delivery of all supplies are made.

Conflict of Interest AND SUPPLIERS COD OF CONDUCT: Conflict of Interest

Supplier hereby warrants that, to the best of its knowledge, no HRDA employee, officer, consultant or other party related to HRDA has a financial interest in the Supplier’s business activities.

Supplier herby warrants that, to the best of its knowledge, no HRDA employee, officer, consultant or other party related to HRDA has a family relationship with the supplier’s owners.

Discovery of an undisclosed conflict of interest will result in immediate termination of any Agreement and disqualification of Supplier from participation in current and future HRDA activities.

Supplier hereby confirms that the organization is not conducting business under other names or alias’s that have not been declared to HRDA.

Supplier herby confirms it does not engage in theft, corrupt practices, collusion, nepotism, bribery, or trade in illicit substances.

Supplier herby agrees to maintain high ethical and social standards:

Working conditions and social rights: Avoidance of child labor, bondage, or forced labor; assurance of safe and reasonable working conditions; freedom of association; freedom from exploitation, abuse, and discrimination; protection of basic social rights of its employees and HRDA’s beneficiaries; and prohibition of trafficking in persons. For avoidance of doubt, Supplier shall not discriminate against any of HRDA’s beneficiaries during the Term of this Agreement, such as, but not limited to, withholding, adversely impacting, or denying equitable access to the benefits provided through this Agreement on the basis of any factor not expressly stated in the Agreement. This includes, for example, race, color, religion, sex (including gender identity, sexual orientation, and pregnancy), national origin, disability, age, genetic information, marital status, parental status, political affiliation, or veteran's status. Nothing in this provision is intended to limit the ability of the Supplier to perform its obligations under the Agreement.

Environmental aspects: Provision of goods and services with the least negative impact on the environment.

Humanitarian neutrality: Endeavoring to ensure that activities do not render civilians more vulnerable to attack, or bring unintended advantage to any military actors or other combatants.

Transport and cargo: Not engaged in the illegal manufacture, supply, or transportation of weapons; not engaged in smuggling of drugs or people.


If you believe that any HRDA employee, volunteer or intern is acting in a manner that is inconsistent with these Standards, please notify a supervisor or the confidential helpline Ethics point, [email protected] or call Ethics point at (+93) 700-377-336. There will be no retaliation against any person who raises concerns that are based on good faith, and belief of improper conduct. An intentionally false report or a failure to report conduct that is known to violate these standards may result in disciplinary action.

By signing this statement supplier acknowledges any violation of the above HRDA policies will result in immediate termination of any agreement in place and disqualification from participation in future HRDA activities.

Supplier Name:

Signature and Stamp:

Title:

Print Name:

Date:


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