Bid Document for IT and Office Equipment
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AFRICAN UNION UNION AFRICAINE UNIÃO AFRICANA Addis Ababa, ETHIOPIA P. O. Box 3243 Tel: +251 (0)11-551 7700 Fax: +251 (0)11-551 0430 Website : www.africa-union.org AFRICAN UNION COMMISSION PROCUREMENT OF GOODS BY OPEN TENDER SUPPLY AND DELIVERY OFIT AND OFFICE EQUIPMENT Procurement Number: 24/PTSD/12 Contents Section I. Invitation for Bids .......................... Error! Bookmark not defined. Section II. Instructions to Bidders ................................................................... 5 Table of Clauses ........................................................................................ 3 Section III. Bid Data Sheet ............................................................................. 29 Section IV. General Conditions of Contract ................................................ 34 Table of Clauses ...................................................................................... 34 Section V. Special Conditions of Contract .................................................... 41 Table of Clauses ...................................................................................... 52 Section VII. Technical Specifications ............................................................ 56 Section VIII. Sample Forms ........................................................................... 56 Notes on the Sample Forms ..................................................................... 72 1. Bid Form and Price Schedules............................................................ 73 2. Contract Form ..................................................................................... 79 4. Bank Guarantee for Advance Payment .............................................. 81 5. Manufacturer’s Authorisation Form ................................................... 83 Section I. Invitation for Bids Invitation for Bids Procurement Number: 24/PTSD/12 The African Union has allocated funds and invites sealed bids from eligible bidders for the supply and delivery ofOffice Equipment whose specifications are detailed in the bid document. Bidders are required to furnish the following: - Valid registration documents - Dealership certificates or Manufacturer’s authorisation form - Duly signed bid form in the format attached to the bid document - Attach an explanation on your after sales service - Specify Warranty period for the items The deadline for submission of bids is 2ndJuly 2012at 1630hrs local time. Sealed bids will be opened on3rdJuly 2012 at 1500hrs local timein the presence of bidders or bidders’ representatives who choose to attend, at the address below. Both technical and financial offers should be in the same envelope. Late bids will be rejected and returned unopened to bidders. Clarifications should be addressed to: e-mail: [email protected] The telephone number is (+251) 11 5517700/0115536373, Ext 4338&4308 Fax number: +251-11-55104 42 The address for submission of bids is: The Chairperson, Tender Board The African Union Commission; P. O. Box 3243; Roosevelt Street 3rd Floor, Building C Addis Ababa, Ethiopia June 2009 1 Section I. Invitation for Bids SUPPLIERS CHECKLIST PRIOR TO SUBMISSION OF BID DOCUMENT No Description tick 1 Duly filled and signed bid form (Section VIII of the bid document) 2 Duly filled Financial offer 3 Bid validity (60 days) 4 Read and understood technical specifications, See Section 7 of the bid document 5 One original, two copies of the bid document 6 Read and understood the bid data (section 3) 7 Attached copies of relevant Registration documents i) Certificate of incorporation ii) Valid trading license iii) VAT Registration certificate iv) Dealership Certificates or Manufacturer’s authorization form 8 Other documents if applicable June 2009 2 Section II. Instructions to Bidders Table of Clauses A. Introduction .................................................................................................. 5 1. Source of Funds ............................................................................... 5 2. Eligible Bidders ............................................................................... 5 3. Eligible Goods and Services ........................................................... 5 4. Cost of Bidding ............................................................................... 6 B. The Bidding Documents ............................................................................... 6 5. Content of Bidding Documents ....................................................... 6 6. Clarification of Bidding Documents ............................................... 6 7. Amendment of Bidding Documents ................................................ 7 C. Preparation of Bids ...................................................................................... 7 8. Language of Bid .............................................................................. 7 9. Documents Constituting the Bid ..................................................... 7 10. Bid Form .......................................................................................... 8 11. Bid Prices ........................................................................................ 8 12. Bid Currencies ............................................................................... 10 13. Documents Establishing Bidder’s Eligibility and Qualification ... 10 14. Documents Establishing Goods’ Eligibility and Conformity to Bidding Documents ....................................................................... 11 15. Bid Security ................................................................................... 12 16. Period of Validity of Bids ............................................................. 14 17. Format and Signing of Bid ............................................................ 14 D. Submission of Bids ..................................................................................... 15 18. Sealing and Marking of Bids ......................................................... 15 19. Deadline for Submission of Bids .................................................. 15 20. Late Bids ........................................................................................ 16 21. Modification and Withdrawal of Bids ........................................... 16 E. Opening and Evaluation of Bids ............................................................... 16 22. Opening of Bids by the Purchaser ................................................. 16 23. Clarification of Bids ...................................................................... 17 24. Preliminary Examination ............................................................... 17 25. Conversion to Single Currency ..................................................... 18 26. Evaluation and Comparison of Bids ............................................. 19 27. Margin of Preference ..................................................................... 24 28. Contacting the Purchaser ............................................................... 25 F. Award of Contract ...................................................................................... 26 29. Post-qualification ........................................................................... 26 30. Award Criteria ............................................................................... 26 31. Purchaser’s Right to Vary Quantities at Time of Award .............. 26 June 2009 3 Section II. Instructions to Bidders 32. Purchaser’s Right to Accept Any Bid and to Reject Any or All Bids ................................................................................................ 27 33. Notification of Award ................................................................... 27 34. Signing of Contract ....................................................................... 27 35. Performance Security .................................................................... 27 36. Corrupt or Fraudulent Practices .................................................... 28 June 2009 4 Section II. Instructions to Bidders Section II. Instructions to Bidders A. Introduction 1. Source of 1.1 The Commission of the African Union (AUC) Funds (hereinafter called “the Purchaser”) has an approved budget towards the cost of the procurement specified in the Bid Data Sheet, and intends to apply a portion of the funding to eligible payments under a contract for which this Invitation for Bids is issued. 2. Eligible 2.1 This Invitation for Bids is open to all suppliers from Bidders eligible source countries except as provided hereinafter. 2.2 Bidders should not be associated, or have been associated in the past, directly or indirectly, with a firm or any of its affiliates which have been engaged by the Purchaser to provide consulting services for the preparation of the design, specifications, and other documents to be used for the procurement of the goods to be purchased under this Invitation for Bids. 2.3 Bidders must not be under a declaration of suspension for corrupt, fraudulent, collusive, coercive or obstructive practices as issued by the African Union in accordance with ITB Clause 36.1. 3. Eligible 3.1 All goods and related services to be supplied under the Goods and contract shall have their origin in eligible source coun- Services tries as defined in the Bid Data Sheet. 3.2 For purposes of this clause, “origin” means the place where the goods are mined, grown, or produced, or the place from which the related services are supplied. Goods are produced when, through manufacturing,