Section-I PREAMBLE TO THE BID 1.1 The RFP Document. The Municipal Corporation Islamabad invites bids for “Front End Collection, Sweeping, Transportation & Disposal of Municipal Solid Waste in the Metropolitan Area (Islamabad)”. The purpose of this RFP is to invite all eligible, reputed and experienced Waste Management Firms or Individuals whether National or International in accordance with relevant provisions of Pakistan Laws, Rules & Regulations. The Bidder has to submit their Technical and Financial proposal for “Front End Collection, Sweeping, Transportation and Disposal of Municipal Solid Waste of the Metropolitan Area Islamabad” under a Single Stage Two Envelope procedure, in accordance with the Public Procurement Regulatory Authority Rules (PPRA-2004). 1.2. Scope of Work / Assignment. i. Door to door garbage collection on daily basis as per schedule and modalities agreed between both the parties (Schedule to be provided by the Client at the start of each month). ii. Sweeping of Streets, Avenues, Footpaths, Medians, Market Places and other open spaces using both manual & mechanical means as per schedule provided by the client at the start of each month. iii. Collection, Lifting & Disposal of Solid Waste from transfer/collection points to the Dumping/Landfill Site‟s designated for the purpose on daily basis as per schedule and modalities agreed between both parties. iv. Monitoring & Tracking of the entire System (Vehicle, Sanitary Staff, Assets etc.) in a scientific manner i/c setting up of Command & Control Centre. v. Establishment of a robust Complaint Management System. vi. Community engagement through awareness programs and its implementation. [1] 1.3. Definition & Interpretation a. “Agreement” means agreement signed between the parties (MCI and the Successful Bidder); b. “Confirmation” means confirmation in writing. c. Bidder/Service Provider” means a company, individual or joint venture that has submitted its bid as per the criteria/specifications listed in this document. d. “Contract” means the contract proposed to be entered into between the procuring entity and the Bidder for the services, including all attachments, appendices, and all documents incorporated by reference therein. Where not specifically indicated to the contrary, and to avoid any confusion, e. “Bid” has the same meaning assigned to Contract. f. “Bidder & Tenderer” means any person or persons, contractor, firms, consortium of firms, joint venture submitting the bid or tender; “Client” means the Municipal Corporation Islamabad (Procuring Agency); g. “Client representative” means any representative of the client appointed from time to time; h. “Contractor” means the bidder, any entity or person, firm, company, joint venture / consortium that may provide or provides the work and services under the agreement; i. “Contract price” means the sum stated in the letter of Acceptance/Award as payable to contractor for execution, performance and completion of works and services according to the scope of work; j. “Days” mean calendar days; k. “Proposal” means the technical, Financial & Operational proposal submitted by the bidder; l. “RFP” means the Request for Proposal; m. the word “Tender” is synonymous with “Bid” and the word “tender document” with “bidding document and proposal document”; [2] n. “Terms of Reference (TOR)” means the document in RFP, which explains the objective scope of the work activities and the tasks to be performed, respective responsibilities of client and contractor and expected results and deliverables of assignments; o. “ICT” means the Islamabad Capital Territory p. “W&S” means the work and services to be performed by the contractor pursuant to the agreement. q. “Works” means all services to be provided and works to be performed by the contractor under this contract; r. “Years” mean calendar years. 1.4. Abbreviations a) MSW = Municipal Solid Waste b) SWM = Solid Waste Management c) SWC = Solid Waste Collection d) MCI = Municipal Corporation Islamabad e) EPA = Environmental Protection Agency f) PPRA = Public Procurement Regulatory Authority. g) $ = US-Dollars – Currency of United State of America. 1.5 PPRA Rules to be followed Public Procurement Regularity Authority (PPRA) Rules 2004 will be strictly followed. These may be obtained from PPRA‟s website: www.ppra.org.pk In this document, unless otherwise mentioned to the contrary, "Rule" means a Rule under the Federal Procurement Rules 2004. [3] 1.6 Mode of Advertisement As per Rule 12, this Tender is being placed online at CDA and PPRA's websites, as well as being advertised in the print media. The bidding document carrying all details can be downloaded from CDA and PPRA‟s website: www.ppra.org.pk OR www.cda.gov.pk. 1.7 Sections of RFP/Bidding Documents All Sections of RFP and Annexure, Forms are integral part of RFP and considered as tender / bidding documents. 1.8 Procuring Agency Rights to cancel any or all tenders The MCI is not bound to accept any proposal and reserves the rights to annual the selection process at any time prior to agreement or award without thereby incurring any liability to the bidder. The applicant will not be entitled to make any claim from Procuring Agency due to cancellation of the tender. [4] Section II INSTRUCTIONS TO BIDDER 2.1. Information Related to Procuring Agency Name : Municipal Corporation Islamabad Address : Room No 16A, Block-II, CDA Headquarters G-7/4 Islamabad, Pakistan. Phone No. : +92 (51) 9252620 Fax No. : +92 (51) 9252621 Website : cda.gov.pk 2.2. Language of Proposal and Correspondence All documents / proposal and respective correspondence shall be made / prepared in English Language. 2.3. Method of Procurement International competitive bidding under Pakistan PPRA Rules 2004 2.4. Headings and Titles In this document, headings and titles shall not be construed to be part thereof or be taken into consideration in the interpretation of the document and words importing the singular only shall also include the plural and vice versa where the context so requires. 2.5. Notice In this document, unless otherwise specified, wherever provision is made for exchanging notice, certificate, order, consent, approval or instructions amongst the parties, the same shall be: i. In writing; ii. Issued within reasonable time; iii. Served by sending the same by courier or registered post to their principal office in Pakistan or such other address as they shall notify for the purpose; 2.6. Period of Contract Seven (07) Years after issuance of Work Order extendable for further Three (03) Year based on the performance and mutual consent [5] (written) of the Contractor and the Client on same terms & conditions of the Contract. 2.7. Cost of the Bid The Bidder shall bear all costs associated with the preparation and submission of the Bid and the Procuring Agency shall in no case be held responsible or be liable for those costs, regardless of the conduct or outcome of the Bidding process. 2.8. Due Diligence The Bidder is expected to examine all instructions, forms, terms and conditions in the RFP. The Bid should be precise, complete and in the prescribed format as per the requirement(s) of the RFP. Failure to furnish all information required by the RFP or submission of a Bid not responsive to the RFP in every respect will be at the Bidder‟s risk and may result in rejection of the Bid. 2.9. Pre-Bid Meeting Pre-Bid meeting will be held on 10th of March 2017 at 1500 hours at the office of the Chief Officer Municipal Corporation G-7/4, Islamabad. 2.10. Clarification of the Bidding Document In the event that any Bidder requires any clarification on the Bidding Document, such Bidder are expected to send their queries to the MCI in writing by post, courier, email or by facsimile at least 24 (twenty four) hours prior to the time of the Pre Bid Meeting at the following addresses/fax number in order to enable MCI to have adequate notice of the said queries so that the same may be addressed at the Pre Bid Meeting: Chief Officer Municipal Corporation Islamabad Room No.14A, Block-II, CDA Headquarters, G-7/4 Islamabad, PAKISTAN 2.11. Visit of the Area of Service a. The information regarding ICT area, population, quantity and quality of MSW etc. mentioned in this RFP has been provided on the basis of available sources and may not be considered as final or [6] conclusive. The Procuring Agency shall in no way be responsible for any discrepancy. b. The bidder are advised to visit the area of service/site of works and its surroundings and obtain all necessary information that may be necessary for preparing their proposal/bid, and to acquaint themselves with the area, the existing system, the vehicles, offices, workshops and workforce of the existing system of the Sanitation Directorate of MCI, at their own expenses. c. The bidders and any of their personnel or agents will be granted permission by the procuring agency to enter upon their premises and lands for the purpose of such inspection, but only upon the express condition that the bidders, their personnel and agents, will release and indemnify the procuring agency, his personnel and agents from and against all liabilities in respect thereof and will be responsible for death or personal injury, loss of or damage to property and any other loss, damage, costs and expenses incurred as a result of such inspection. d. All the interested firms/bidder are advised to carry out a comprehensive survey of the Area of the project and come up with a very practicable strategy and project proposal in order to minimize complications during implementation. 2.12. Utilization of Existing Infrastructure Facilities i. The contractor may utilize the existing offices and allied facilities of the Sanitation Directorate, MCI. These facilities shall be provided to the contractor on the basis and such terms and conditions as defined and set out in the contract agreement.