Supply of U3 Modified Handpump Parts to Concern Worldwide Pader

Tender DocumentForSUPPLY OF U3 MODIFIED HANDPUMP PARTS TO CONCERN WORLDWIDE PADER Concern Worldwide UgandaRef.: CU/2016/ADC/004CONCERN WORLDWIDE UGANDA, P.O. BOX 6599, KAMPALA, UGANDAJune 20161TABLE OF CONTENTSItem DescriptionSection 1: General Instruction to TenderersSection 2 a) Tenderer’s Declaration b) Conditions of TenderSection 3 a) Concern Worldwide’s Purchasing Terms and ConditionsSection 4 Technical SpecificationsSection 5 Additional InformationSection 6 AnnexuresAnnex a: Unpriced Bills of Quantities Annex b: Programme Participant Protection Policy and Code of Conduct 2Section 1 – Instructions to Tenderers1.1 Tender Procedure 1.1.1 Documents Persons invited to tender shall hereinafter be referred to as "Tenderers".The following documents will be made available to Contractors for tendering purposes: Instructions to Tenderers  Form of Tender  Condition’s of Tender  Specifications  Bill of quantities  Concern’s Programme Participant Protection PolicyThe above documents shall hereinafter be called "The Tender Dossier".Tenderers shall check to their satisfaction that all documents are completed and the submission of a Tender shall be accepted as confirmation that the Tenderer has been in possession of all documents and that their Tender is based on these documents.1.1.2 Clarification Any queries on or requests for clarification of any Tender document shall be submitted in writing (e-mail accepted). All clarifications will be made by Concern in writing and such clarifications will be notified to all Tenderers. All clarifications shall be attached to all Tender Documents, when the documents are submitted, all will be considered as part of the Tender Documents.Queries should be addressed to: Systems Director Concern Worldwide Uganda Email: [email protected]1.1.3 Addenda or Corrigenda Prior to the date for the submission of Tenders, the Client may issue Addenda or Corrigenda to clarify, modify, or add to the Tender Documents. A copy of each Addendum or Corrigendum will be issued to every Tenderer and shall become part of the Tender Documents; receipt thereof shall be promptly acknowledged by the Tenderer in writing.1.1.4 Suggestions for Modifications If the Tenderer considers that he can offer any advantage by any modification to the Conditions of Contract, the Specification or the Works specified he may submit with his Tender a document giving details of such suggested modifications. Each alternative offer shall contain all necessary technical and financial information clearly indicating the cost implications to the Client. The Client reserves the right to accept or reject any alternative offer submitted. However, any such offer will only be considered if it accompanies a bona fide Tender, which itself constitutes a fully priced alternative Tender.1.1.5 Reservations or Qualifications3Subject to Condition 1.1.4 above, no Tender, which incorporates reservations or qualifications, will be regarded as valid unless it is considered by the Client that the reservations or qualifications are warranted by special circumstances.1.1.6 Return of Tenders Tenderers must submit their tender in a well-sealed envelope indicating the name and address of the tenderer and addressed to:Country Director Concern Worldwide Uganda Cape Town Road, Mawanga Zone, Ggaba P.O. Box 6599 Kampala, UgandaAnd shall bear the name and number of the tender and posted to the above addresses, or delivered by hand, at 12 Noon on or before Monday 27th June 2016. Tenders will be opened in Concern Kampala Office at 02:00 PM on the 27th June 2016.Tenders, which are not received by the closing date and time given above, will be treated as late tenders and Concern reserves the right to set aside the Tender. Proof of posting will not be accepted as proof of delivery.If the envelope is not sealed and marked as instructed above, the client will assume no responsibility for the misplacement or premature opening of the tender. A tender opened prematurely for this cause will be rejected by the client and returned to the tenderer.1.1.7 Specifications Detailed specifications of the parts are given in section 4. Refer to Annex A: Hand pump parts schedule as an Annexure1.1.8 Cost of Tendering There will be no reimbursement of any costs incurred by Tenderers in preparing and submitting this Tender.1.2 Method of Tendering1.2.1 Realistic Prices 4It is expected that all items in the Bill of Quantities are realistically priced and all insertions shall be made in INDELIBLE INK. Payments will not be made on the quantities of work undertaken, but on the agreed contract sum.A nil price or an omission is not considered a realistic price. Should the Tender fail to comply with this requirement, the Client reserves the right to set aside the Tender1.2.2 Errors of Extension or Addition In the event of there being any errors of extension or addition in the priced Bill of Quantities, they shall be corrected, the rates being taken as correct.In such a case, the effect will be that the total amount of the Tender will be altered so that this amount agrees with the amount arrived at after the errors have been corrected.1.2.3 Schedules and Attachments The Tenderer shall complete all schedules and attachments, which shall be submitted as part of the Tender Documents. Failure to do so may render the Tender liable to rejection without further consideration.1.3 Conditions of Tenders1.3.1 Acceptance of Tenders The Client does not bind himself to accept the lowest or any Tender in whole or in part thereof. Should any erasure, omission or addition be made to the Form or Tender, or should any particulars not be completed in every respect the Tender may be considered invalid. The Client reserves the right to cancel the tendering process and reject all Tenders at any time prior to award of the Contract without rendering the Client liable to the Tenders, nor will the Client be responsible for or pay for any expenses or losses incurred by the Tenderer in the preparation of his Tender.1.3.2 Return of Documents This document together with documents listed in 1.1.1 above shall be returned complete and intact with the Tender. Otherwise, the Tender may be rejected.All Tenderers shall include the following information and documents with their tenders: (a) Completed Form of Tender (b) Signed Tenderer’s declaration form (c) Copies of original documents defining the constitution or legal status, place of registration, and principal place of business, location of principal office (Street/Plot No.); names of shareholders (attach copy of extract class of civil works registration by Contractors Registration Board (attach copy of certificate of registration);from company memorandum); current business license No.(attach copy); written power of attorney of the signatory of the Tender to commit the Tenderer; (d) Total annual turnover expressed as total volume of construction work performed in each of the last three years; (e) Experience in works of a similar nature and volume for each of the last three years, and details of work in hand and contractual commitments; clients who may be contacted for further information on those contracts; (f) Qualifications and experience of key managers and technical personnel proposed for the Contract; (g) Reports on the financial standing of the Tenderer, such as profit and loss statements and auditor's reports for the past three years; (h) Evidence of adequacy of working capital for this Contract, i.e., evidence of access to line(s) of credit and availability of other financial resources; (i) Authority to seek references from the Tenderer's bankers; 5(j) Information regarding any current litigation in which the Tender is involved, the parties concerned, and disputed amount; and (k) Expected date of delivery SECTION 2a - FORM OF TENDER Tender ref.: CU/2016/ADC/004To: The Country Director, Concern Worldwide Uganda, Cape town Road, Mawanga Zone, Ggaba P.O. Box 6599, 6KAMPALA, UGANDA.(a) Having examined the Instructions to Tenderers, Form of Tender, Conditions of Contract, Bill of Quantities, Specification and Additional Information for the execution of the above named works, we the undersigned, offer to effects therein in conformity with the Tender Documents for the fixed price through the Contract duration, for the Tender Total of Ugx………………………………………………………………………..(b) In the event of there being any errors of extension or additions on the priced Bill of Quantities, we agree to their being corrected, the rates being taken as correct.(c) We undertake, if our Tender is accepted, deliver the parts on site within the period stated in the Form of Contract after receipt of the Client's notice to commence, and complete the whole of the works comprised in the Contract within the time for completion stated in the Conditions of Contract.(d) It is understood that it is the sole responsibility of the Contractor to inspect delivery location including any special conditions on hazards and that this will in no way cause further payments or any extension of time.(e) We agree to abide by this tender for a period of 90 days from the date fixed for receiving the same and it shall remain binding upon us and may be accepted at any time before the expiration period.(f) Unless and until a formal Agreement is prepared, signed and executed, this Tender, together with your written acceptance thereof shall not constitute a binding Contract between us.(g) We understand that you are not bound to accept the lowest or any tender you may receive.Dated this ...... day of...……… ….2016 Signature ...... ………….…. in the capacity of...... …………..Duly authorised to sign tenders for and on behalf of...... ……………… Address...... ……………... Witness...... ……………… Address...... ……………… Occupation...... ……………....Section 2b – Tenderer’s DeclarationTender ref.: CU/2016/ADC/0047As part of their tender, each tenderer must submit a signed declaration using the following format. ………………………………………………………………………………………………In response to your letter of invitation to tender for the above contract, we, the undersigned, hereby declare that:1 We have examined and accept in full the content of the dossier for invitation to tender (Including Concern’s Programme Participant Protection Policy) No. CU/2016/ADC/004. We hereby accept its provisions in their entirety, without reservation or restriction.2 We offer to complete the works, in accordance with the terms of the tender dossier and the conditions and time limits laid down, without reserve or restriction:3 The price of our tender for the supply of U3 Modified Hand pump parts to Concern Worldwide Pader office is: ……………………………………………………..…………………..4. This tender is valid for a period of 90 days from the final date for submission of tenders.5 We will inform Concern immediately if there is any change in the above circumstances at any stage during the implementation of the contract. We also fully recognise and accept that any inaccurate or incomplete information deliberately provided in this application may result in our exclusion from this and other contracts of the contracting authority. 6 We note that Concern is not bound to proceed with this invitation to tender and that it reserves the right to award only part of the contract. 7 We agree to adhere to all of the terms and conditions of the contracting authority as provided in the tender dossier.8 We confirm that we are not engaged in any corrupt, fraudulent, collusive or coercive practices and acknowledge that if evidence contrary to this exists, Concern reserves the right to terminate the contract with immediate effect. 9 The Code of Conduct to which Concern expects all of its suppliers to respect is as per the points listed below and we confirm that we adhere to this code.  Employment is freely chosen.  The rights of staff to freedom of association and to collective bargaining are respected.  Working conditions are safe and hygienic.  No exploitation of children is tolerated.  Wages paid are adequate to cover the cost of a reasonable living.  Working hours are not excessive.  No discrimination is practiced.  Regular employment is provided.  No harsh or inhumane treatment of staff is tolerated.Environmental Standards Suppliers should as a minimum, comply with all statutory and other legal requirements relating to environmental impacts of their business. Areas which should be considered are:  Waste Management. 8 Packaging and Paper  Conservation  Energy Use  Sustainability Yours faithfullyName and first name: <[…………………………………………………………………>Title: <……………………………………………………………………………………>Duly authorised to sign this tender on behalf of: <………………………………………………………………………………………...…>Place and date: <…………………………………………………………….……………>]Stamp of the firm/company:9Section 2c: Conditions of TenderSCHEDULES OF SUPPLEMENTARY INFORMATION1. LEGAL STATUSFor Individual Tenderers or Individual Members of Joint VenturesConstitution or Legal Status of Tenderer: ...... (Attach copy) ...... ...... Place of Registration: ...... ...... ...... ...... ...... Principle place of ...... Business: ...... ...... 102. HANDPUMP PARTS SUPPLIES TURNOVERTotal annual volume of Hand pump parts or related supplies executed in last three yearsValue (State Currency) Supplies value Expressed as Percentage of Total-Turn over2013……………………………………… 2013………………………………………2014……………………………………… 2014...... 2015...... 2015……………………………………….Additional Information: Additional Information113. DETAILS OF SIMILAR PROJECTSWork of a similar nature carried out as a hand pump spare parts Supplier over last three years. The Values shall be in the same currency as used for Item 2. Above.Project Name Type of Work Performed and Year And Country Name of client of Completion Value of Contract(Attach additional details as appropriate)124. SUBCONTRACTORSElements of supplies to be Subcontracted together with names of Companies involved.Sections of the Value of Subcontract Subcontractor Experience in executing supplies (name and address) similar supplies contracts(Attach additional details as appropriate)135. Banker’s Reference As part of their tender, each tenderer must submit a signed authorisation letter to their bankers using the following format as a guide. This letter should be stamped as received by your bank. ………………………………………………………………………………………………<on company letterhead> <Date and place> To: <Banker’s Name and Address>Sub: Authorisation to provide bank detailsDear Sir or Madam,We are applying for a tender with Concern Worldwide and one of their conditions is an authorisation to contact our bankers. We hereby authorise you to provide Concern Worldwide information about our account(s) with you with relation to this tender on their request.Yours faithfullyName and first name: <[…………………………………………………………………>Title: <……………………………………………………………………………………>Place and date: <…………………………………………………………….……………>]Stamp of the firm/company:146. Banker’s Details As part of their tender, each tenderer must complete this form with their bank detailsFor Individual Tenderers or Individual Members of Joint VenturesBank Name ...... ...... Bank A/c Number ...Address ...... ...... ...... ...... Telephone No...... ...... ...... Telex No....... Fax No...... ...... ...... 157. Details of Current DisputesInformation on current litigation in which the Tenderer is involvedOther Party (ies) Cause of Dispute Amount Involved16Section 3 (a) – Concern Worldwide’s Purchasing Terms and ConditionsCONCERN WORLDWIDE PURCHASING TERMS AND CONDITIONSUnless the context indicates otherwise, the term “Buyer” refers to Concern Worldwide. The term “Supplier” refers to the entity named on the order and contracting with the Buyer. The term “Contract” can be taken to mean either (a) the purchase order or (b) the supply agreement, whichever is in place. GENERAL TERMS AND CONDITIONS1) Price: The prices stated on the order shall be held firm for the period and / or quantity unless specifically stated otherwise.2) Source of Instructions: The Supplier shall not seek nor accept instructions from any source external to Concern Worldwide in relation to the performance of the contract.3) Assignment: The Supplier shall not assign, transfer, sublet or subcontract the contract or any part thereof without the prior written consent of the Buyer.4) Corruption: The Supplier shall not give, nor offer to give, anyone employed by the Buyer an inducement or gift that could be perceived by others to be a bribe. The Supplier agrees that a breach of this provision may lead to an immediate end to business relationships and termination of existing contracts.5) Confidentiality : All data, including but not limited to, maps, drawings, photographs, estimates, plans, reports and budgets that has been compiled by or received by the Supplier under the contract shall be the property of Concern Worldwide and shall be treated as confidential. All such data should be delivered to the authorized officials representing the Buyer upon request.5.2) The Supplier may not communicate at any time to any other person, government or authority external to Concern Worldwide, any information that has been compiled through association with Concern Worldwide which has not been made public except with written authorisation from the Buyer. These obligations do not lapse upon termination of the contract.6) Use of Emblem or Name: Unless otherwise agreed in writing; the Supplier shall not advertise nor make public the fact that it is supplying goods or services to the Buyer, nor shall the Supplier in any way whatsoever use the name or emblem of Concern Worldwide in connection with its business or otherwise.7) Observance of Law: The Supplier shall comply with all laws, ordinances, rules and regulations bearing upon the performance of its obligations under the terms of the contract. 8) Force Majeure: The meaning of the term can be taken to mean acts of God, war (declared or not), invasion, revolution, insurrection or acts similar in nature or force.8.2) In the event of and as soon as possible after the occurrence of any cause deemed force majeure, the supplier must inform the Buyer of the full particulars in writing. If the supplier is rendered unable either in part or in whole to perform its obligations then the Buyer shall take such action as it considers, in its sole discretion, to be appropriate or necessary in the circumstances.8.3) If the Supplier is permanently rendered incapable in whole or part by reason of force majeure to complete its obligations and responsibilities under the contract then the Buyer will have the right to suspend or terminate the contract on the same terms and conditions laid out in section 9, Cancellation.179) Cancellation: The Buyer reserves the right to cancel the contract should it suspend its activities or through changes to its mandate by virtue of the Executive Council of Concern Worldwide and/or lack of funding. In such a case the Supplier shall be reimbursed by Concern Worldwide for all reasonable costs incurred by the Supplier, including all materials satisfactory delivered and conforming to specification and terms of contract, prior to receipt of the termination notice.9.2) Should the supplier encounter solvency problems including, but not limited to, bankruptcy, liquidation, receivership and similar, the buyer reserves the right to terminate the contract immediately without prejudice to any other right or remedy it may have under the terms of these conditions.10) Warranty: The Supplier shall provide the Buyer with all manufacturers’ warranties. The supplier warrants that all goods supplied in relation to the contract meets specification, is defect free and is fit for the purpose of the intended use. If, during the warranty period, the goods are found to be defective or non- conforming to specification, the Supplier shall promptly rectify the defect. If the defect is permanent then at the choice of the Buyer the Supplier will either replace the item at their cost or reimburse the Buyer.11) Inspection and Test: The Supplier must inspect the goods prior to dispatch to ensure conformance to specification and/or any other provisions of the contract. The Buyer reserves the right to inspect the goods for compliance with specifications and provisions of the contract. If, in the Buyers’ opinion, the goods and/or services do not comply with the specification, the Buyer will inform the Supplier in writing. In such a case the Supplier shall take the necessary action to ensure compliance, liability for any additional cost incurred for rectifying compliance will rest with the Supplier.12) Changes: The Buyer reserves the right to make reasonable changes at any time to the specification, drawings, plans, quantity, packing instructions, destination, or delivery instruction. If any such change affects the price of goods or performance of service the Supplier and Buyer may negotiate an equitable adjustment to the contract, provided that the Supplier claims for adjustments in writing to the Buyer within 30 days from being notified of any change.13) Export Licence: If an export licence or licences are required for the goods, the Supplier has the responsibility to obtain that licence or licences.14) Payment Terms: Unless otherwise agreed, payment terms will be net 30 days from receipt of a correctly prepared invoice.15) Ethics: The Code of Conduct to which Concern expects all of its suppliers to respect is as follows;  Employment is freely chosen.  The rights of staff to freedom of association and to collective bargaining are respected.  Working conditions are safe and hygienic.  No exploitation of children is tolerated.  Wages paid are adequate to cover the cost of a reasonable living.  Working hours are not excessive.  No discrimination is practiced.  Regular employment is provided.  No harsh or inhumane treatment of staff is tolerated.  Local labour laws are complied with.Environmental Standards Suppliers should as a minimum, comply with all statutory and other legal requirements relating to environmental impacts of their business. Areas which should be considered are:  Waste Management. 18 Packaging and Paper  Conservation  Energy Use  Sustainability 16) Rights of Concern Worldwide: Should the supplier fail to perform under the terms and conditions of the contract, including but not limited to failing to obtain export licenses or to make delivery of all or part of the goods by the agreed delivery date(s), the buyer may, after giving reasonable notice to the Supplier, exercise one or more of the following rights:  Procure all or part of the goods from an alternate source, in which event the Buyer may hold the Supplier liable for additional costs incurred.  Refuse to accept all or part of the goods.  Terminate the contract.17) Rights of access for audit purposes: Concern Worldwide is contractually obliged to facilitate certain donor’s direct access to suppliers for audit purposes. This obligation is extended to all Concern suppliers.18) No Agency: This order does not create a partnership between the Buyer and Supplier or make one party the agent for the other for any purpose.19Section 4: SpecificationsSPECIFICATIONS FOR SUPPLY OF U3 MODIFIED HANDPUMP PARTS TO CONCERN WORLDWIDE PADER.A. Specifications and scope of works i) Scope of works The work consists of supply of U3 Modified hand pump parts for stocking in the existing spare parts supply shop being managed by Pader Hand pump Mechanic’s Association. Only the list of technical specifications specified by the client shall form part of the dossier. Any other specifications other than those specified in Annex A shall only be undertaken with approval by the supervisor in writing. Any other extra specifications not approved by the supervisor shall be rejected. ii) Environmental protection of the site Care must be taken in the handling and storage of all fluids, oils, greases and fuel, related to storage and transportation of the Hand pump parts to avoid any environmental degradation. iii)Workmanship The Contractor is expected to supply and/or transport the spare parts in a workman-like manner, and up to today's professional standards. He shall carry out operations with the due efficiency and dispatch in accordance with the terms of the Supply Contract and to the satisfaction of the client. For this purpose the Supplier shall use suitable machinery and gear, and supply efficient and experienced staff to handle the delivery of parts. iv) Equipment and materials Prior to delivery of the hand pump Parts the Client will verify the specifications of all items to ensure that they conform to specifications and shall have the right to order the removal and/or replacement of any items, which in his opinion is insufficient, or in unsatisfactory condition. Acceptance by the Client of the supplier’s proposed transport does not, however, relieve the Supplier of his obligations under this Supply Contract, in case such transport accepted by the Supervisor fails to successfully complete the required delivery schedule. All machinery, equipment and materials to carry out the said delivery shall be handled, transported and stored in accordance with the manufacturers’ recommendations to minimise deterioration and or destruction. v) Supervision of works The execution of the supply is to be supervised by the Employer's appointed Supervisor, as named in the Supplies Contract. vi) Acceptance of Hand pump parts The hand pump parts shall only be acceptable by the Supervisor upon satisfactory completion of all quantities and technical specifications specified in the supplies contract. vii) Loss of equipment Any equipment lost or damaged in the course of transportation or handling from the truck, or which is considered to spoil water quality of a borehole once installed must be removed by the Contractor and replaced or the delivery will be considered as not complete.20B) Bill of Quantities Contractors are strongly advised to observe and strictly adhere to these instructions .No alteration of the quantities or technical specifications specified is allowed. Attempts by any Supplier to alter the said quantities or specifications MAY lead to disqualification.Any attempts of lobbying and/or leakage of tender information or contract sum would lead to automatic disqualification of the affected Supplier. Decision on whatever category of the works to be bidded for is at the discretion of the Supplier. The bid documents are issued FREE of charge.Suppliers are strongly advised to read thoroughly and understand the bid documents prior to completing them, so that any unclear situations are addressed accordingly before bid is submitted.C).AgreementThis tender includes agreement on the above documentsSIGNED FOR AND ON BEHALF OF THE CONTRACTORSignature:…………………………………..Name:………………………………………..Job Title:……………………………………..Address:……………………………………..Company StampIN THE PRESENCE OFName:………………………………………….Job Title:……………………………………….Signature:……………………………………..21Section 6: AnnexuresAnnex A: Unpriced Bill of quantitiesBill of quantities for U3 Modified Hand pump parts supply in Pader District No Item Description Detail Unit size Quantity Rate Amount specification 1 Stainless steel 3 metres long pieces 60 Connecting rods 2 Stainless Plunger 3 metres long pieces 60 Rods 3 Check valve puller Modified pieces 60 connecting Rod stainless steel 4 Top Rods 3 metres long- pieces 60 stainless steel 5 UPVC riser pipes UPVC, OD pieces 60 63mm, 3 metres 6 Top Sleeve 80 mm U3 pieces 30 modified 7 Water Tank U3 modified pieces 30 8 UPVC Cylinder UPVC, U3 pieces 35 Assembly modified 9 Upper plunger valve U3 modified pieces 50 10 Lower Plunger U3 modified pieces 50 Valve 11 Pipe Centralisers U3 modified pieces 180 12 Steel Cone U3 modified pieces 50 Assembly 13 PVC glue (All 500 mls pieces 60 Pressure, ASTM D- 2564) 14 Transport to Pader Lump sum 1 Sub Total 18% VAT 1 Grand Total1 This section should only be filled if VAT is not included in the unit rates and the supplier should clearly state this 22

Supply of U3 Modified Handpump Parts to Concern Worldwide Pader

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