BIDDING DOCUMENT FOR THE SUPPLY DELIVERY INSTALLATION AND UPGRADE OF PABXs TENDER FOR: 1. SUPPLY AND INSTALLATION OF A PABX SYSTEM EACH AT CHARLES PRINCE AND KARIBA AIRPORTS 2. UPGRADE OF A PABX SYSTEM AT JM NKOMO AIRPORT CAAZ/ICT/LOCAL/05/2021 COMPULSORY SITE VISIT DATE: J. M. Nkomo Airport 6 August 2021 Kariba Airport 11 August 2021 Charles Prince Airport 13 August 2021 CLOSING DATE: 24 AUGUST 2021 Page 1 of 32 BIDDING DOCUMENT FOR THE SUPPLY DELIVERY INSTALLATION AND UPGRADE OF PABXs Standard Bidding Document for SUPPLY, DELIVERY the Procurement of: INSTALLATION AND UPGRDAE OF PABXs Procurement Reference No: CAAZ/ICT/LOCAL/05/2021 Procuring Entity: Civil Aviation Authority of Zimbabwe Date of Issue: 23 July 2021 Page 2 of 32 BIDDING DOCUMENT FOR THE SUPPLY DELIVERY INSTALLATION AND UPGRADE OF PABXs Table of Contents PART 1: BIDDING PROCEDURES .................................................................................... 4 1.1 References ........................................................................................................................ 4 1.2 Procurement Reference Number ...................................................................................... 4 1.3 Preparation of Bids .......................................................................................................... 4 1.4 Number of bids allowed ................................................................................................... 5 1.5 Clarification ..................................................................................................................... 5 1.6 Pre-bid meeting ................................................................................................................ 5 1.7 Validity of Bids ................................................................................................................ 5 1.8 Payment Terms ................................................................................................................ 6 1.9 Submission of Bids .......................................................................................................... 6 1.10 Bid opening .................................................................. 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Bookmark not defined. 1.11 Withdrawal, amendment or modification of Bids.......................................................... 6 1.12 Delivery Requirements .................................................................................................. 7 1.13 Bid Prices and Discounts ............................................................................................... 7 1.14 Evaluation of Bids.......................................................................................................... 7 1.15 Evaluation Criteria ......................................................................................................... 7 1.16 Eligibility and Qualification Criteria ............................................................................. 8 1.17 Bid Security ................................................................................................................... 8 1.18 Evaluation criteria .......................................................................................................... 9 1.19 Origin of Goods ........................................................................................................... 10 1.20 Technical Criteria......................................................................................................... 10 1.21 Review by the Special Procurement Oversight Committee ......................................... 10 1.22 Currency ....................................................................................................................... 10 1.23 Award of Contract........................................................................................................ 11 1.24 Right to Reject ............................................................................................................. 11 1.25 Corrupt Practices .......................................................................................................... 11 1.26 Bid Submission Sheet .................................................................................................. 12 1.27 ANNEXURE “A”: Declaration Form .......................................................................... 13 PART 2: STATEMENT OF REQUIREMENTS ................................................................ 14 2.1 List of Goods and Price Schedule .................................................................................. 14 2.2 Delivery Schedule .......................................................................................................... 19 2.3 Technical Specification and Compliance Sheet ............................................................. 24 2.4 Declaration by the Accounting Officer .......................................................................... 26 2.5 Bid-Securing Declaration............................................................................................... 27 PART 3 CONTRACT .......................................................................................................... 28 3.1 Contract Agreement ....................................................................................................... 28 3.2 General Conditions of Contract ..................................................................................... 30 3.3 Special Conditions of Contract ...................................................................................... 30 3.4 Bank Guarantee for Performance Security .................................................................... 32 Page 3 of 32 BIDDING DOCUMENT FOR THE SUPPLY DELIVERY INSTALLATION AND UPGRADE OF PABXs PART 1: BIDDING PROCEDURES 1.1 References References to the Act are to the Public Procurement and Disposal of Public Assets Act [Chapter22:23] and references to the regulations are to the Public Procurement and Disposal of Public Assets (General) Regulations, 2018 (Statutory Instrument No. 5 of 2018). The terms and requirements in the Act and Regulations govern the submission of Proposals and should be read by all Bidders. In line with Section 14 of the Public Procurement and Disposal of Public Assets (PPDPA) Act [Chapter 22:23] No. 5 of 2017 as read in conjunction with section 10(3)(a) and Schedule 2 (section 8(5)(a)) of the Public Procurement and Disposal of Public Assets (General) Regulations (Statutory Instrument No. 5 of 2018), the Civil Aviation Authority of Zimbabwe (CAAZ) is inviting Bids from reputable and experienced Companies for the Supply Delivery, Installation and Upgrade of PABXs at its sites. In compliance with Section 27(1) and (2) of the PPDPA, the Authority has detailed the technical proposal requirements for the SUPPLY, DELIVERY INSTALLATION AND UPGRDADE OF PABXs. The Evaluation of the Proposals to be received for this Tender shall be done in compliance with Section 4(1) of the PPDPA to ensure the achievement of transparency, fairness, honesty, competition among Bidders, fair and equitable treatment of all Bidders, promotion of integrity, achievement of environmental, social and economic requirements of the procurement law. The successful Service Provider will be required to enter into a contract with CAAZ which will conform to the requirements of sections 78 to 89 of the PPDPA. 1.2 Procurement Reference Number: CAAZ/ICT/LOCAL/05/2021 1.3 Preparation of Bids You are requested to bid for the supply of the goods specified in the Statement of Requirements below, by completing and returning the following documentation: 1. the Bid Submission Sheet in this Part; 2. the Statement of Requirements in Part 2; 3. a copy of every document necessary to demonstrate eligibility in terms of section 28 (1) of the Regulations; 4. Supplier Registration number showing that you are registered with the Procurement Regulatory Authority of Zimbabwe; 5. A bid security or bid securing declaration in the format specified in this Part; 6. A copy of : a) Valid Tax Clearance Certificate b) A Copy of CR14 and CR6 Forms. c) A Copy of Certificate of Incorporation. d) Bidders to submit a current Bank Statement covering a period of three (3) Months e) Company profile with physical address and directorship Page 4 of 32 BIDDING DOCUMENT FOR THE SUPPLY DELIVERY INSTALLATION AND UPGRADE OF PABXs f) At least three (3) references on client’s letter heads where the Bidder supplied, installed and upgraded PABXs. g) Proof of dealership with the manufacturer. 7. Bidders to submit a current Bank Statement covering a period of three (3) Months 8. You are also required to pay the administration fee of ZWL$ 8,000.00 payable by bidders for bids subject to prior review by the Special Procurement Oversight Committee in terms of section 54 of the Act and as set out in Part IV of the Fifth Schedule to the Regulations. Payment will be done at the Procurement Regulatory Authority of Zimbabwe offices, 9th Floor Pearl House, 61 Samora Machel Avenue, Harare. 9. You are advised to carefully read the whole Bidding Document, as well as the General Conditions of Contract which are available on the Authority’s website, before preparing your Bid. Part 3: Contract is provided not for completion at this stage but to enable Bidders to note the Contract terms they will enter into if their Bid is successful. 10. The standard forms in this document may be retyped for completion but the Bidder is responsible for their accurate reproduction.