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 2:00pm Juba time, Thursday 15th of January 2015. 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

Construction 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

2 Proposed Construction of

Pharmaceutical Warehouse in

Juba

125 5,000.00 1,000,000.00 1,500,000.00 2,000,000.00

Section 4: Bid Submission Form1

(This should be written in the Letterhead of the Bidder. Except for indicated fields, no changes may be made in this template.)

Insert: Location Insert: Date

To: [insert: Name and Address of UNDP focal point] 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 bidders fail to submit filled, signed and franked

document, their bids 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.

• (Please correct the sample format, which is attached to ITB)

Corrected Bid Security Format• Section 8: FORM FOR BID SECURITY

• To: UNDP• [Insert contact information as provided in Data Sheet]

• WHEREAS [name and address of Contractor] (hereinafter called “the Bidder”) has submitted a Bid to UNDP dated Click here to enter a date. , to deliver goods and execute related services for [indicate ITB title] (hereinafter called “the Bid”):

• AND WHEREAS it has been stipulated by you that the Bidder shall furnish you with a Bank Guarantee by a recognized bank for the sum specified therein as security in the event that the Bidder:

•

• a) Fails to sign the Contract after UNDP has awarded it; • b) Withdraws its Bid after the date of the opening of the Bid;• c) Fails to comply with UNDP’s variation of requirement, as per ITB Section F.3; or• d) Fails to furnish Performance Security, insurances, or other documents that UNDP may require as a condition to rendering the contract effective.

• AND WHEREAS we have agreed to give the Bidder such this Bank Guarantee:

• NOW THEREFORE we hereby affirm that we are the Guarantor and responsible to you, on behalf of the Bidder, up to a total of [amount of guarantee] [in words and numbers], such sum being payable in the types and proportions of currencies in which the Price Bid is payable, and we undertake to pay you, upon your first written demand and without cavil or argument, any sum or sums within the limits of [amount of guarantee as aforesaid] without your needing to prove or to show grounds or reasons for your demand for the sum specified therein.

• This guarantee shall be valid until 120 days after the date of validity of the bids.

• SIGNATURE AND SEAL OF THE GUARANTOR BANK

• Date .......................................................................................................................

• Name of Bank .........................................................................................................

• Address .................................................................................................................

Template for the submission of past experience

Annual Volume of the Construction Works for the Year of 2010 - 2014

No. Project TypeFunded By/

Employer

Contract

Price in

USD

Start

Date

Comple

tion

Date

Contact

details of

the client

Project

Location

Similar

Experience

(Yes/No)

1-

2

3-

4

5

Total-

Table1: All the completed construction works in last three years (2010 -2014

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 ITB (Instruction to bidders 27)

S.No

Brief of Equipment Quantity

Value of Equipment

Working Condition

Period of Availability

Ownership

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)

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 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.

Part IIPlease Submita. Valid business registrationb. Latest Independent third party Financial Audit statement ( for last three years)c. Latest valid tax payment certificated. Construction experience details of last five years e. Details of on-going construction activitiesf. Details of available construction detailsg. Summary of the staff for the particular constructionh. Details of staff for the particular constructioni. Liquid Assert Statement ( Bank Statement for three years)j. Financial statement for three yearsk. Power of Antony if requiredl. Nominated Representative if requiredm. Sub-Contractors details

Bid Document DetailsBidder 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

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• 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.