Bid Document for Zambia Red Cross Society

Construction of Warehouse  

In Choma District, Southern Province

TENDER NOTICE
Reference Number:
ZRCS/ECHO/WC/07/2023
Office:
Zambia Red Cross Society
Deadline for Submission:
Tuesday 13th September 2023 – 14:00hrs
Proposed Tender Opening Date:
Monday – 13th September 2023 – 14:30hrs

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Zambia Red Cross Society (ZRCS) is implementing a European Civil Protection and Humanitarian Aid Operations (ECHO) funded project called Pilot for Programmatic Partnerships (PPP) which is aimed at strengthening the capacities of National Society (staff, volunteers, Branches, tools, and systems) and support key stakeholders at all levels (National, Provincial, District and Community level) to respond to multiple disasters effectively and efficiently across the country.  Considering the prevailing humanitarian needs in Zambia, and the role and reach of the National Society, activities are carried in three pillars:

a) Disaster Risk Management

b) Epidemic and Pandemic Preparedness and Response

c) Cash and Voucher Assistance,

ZRCS, as a preparedness for effective response measure is working towards having regional warehouses in priority provinces to support long-term objectives, while satisfying short-term demands of population affected by disasters.

ZRCS with support from Movement partners including Netherlands Red Cross (NLRC), NLRC Data 510, and The International Federation of Red Cross and Red Crescent Societies (IFRC), Red Cross Red Crescent Climate Centre (RCCC) is supporting to strengthen the government DRM structure at Provincial and community level in Southern, Central and Western Provinces as well as Monze, Mazabuka, Namwala and Choma Districts of Southern Province. The project targets districts that are exposed to multiple hazards with focus on Floods, Droughts, and epidemics.

ZRCS invites Bids from reputable Contractors for the construction of a Warehouse in Choma District of Southern Province

1.     3 Duplicate copies of BIDS shall be produced by the Bidder and put in separate sealed envelopes marked as ORIGINAL and COPY. These should also include both technical and financial proposals.

2.     The selection criteria will be Technical and Financial

I.          TECHNICAL CRITERIA (Minimum requirement) will be carried out based on the following:

a.      Experience – Bidder shall attach previous works performance letters from NGOs, Government Departments and Other Organisation in similar type of work.

b.     Attached Copies of completed Bill of Quantities as per the specifications and site plan provided by ZRCS.

II.          FINANCIAL CRITERIA will be carried out based on price and Bidder’s Liquidity to run the contract.

3.     The bid will be opened at ZRCS Office Headquarters, in the presence of bidders and/or their representatives who choose to attend on proposed opening date.

4.     ZRCS reserves the right to accept or reject the bid partially or in full.

PART II: BIDDING PROCEDURES AND INSTRUCTIONS TO BIDDERS

Introduction

1.     General: ZRCS, from here on referred to as the Client, is planning to undertake works detailed in the table below hereby requests to submit sealed bids for construction of a warehouse in Choma. The BOQ and drawings to assist with coming up with the Bid have been enclosed herein for bidder’s reference.

2.

S/N            Main Activity                                Location                                  Remarks
1      Construction of a Warehouse                 Choma            Provide 3 Copies of Bids

Construction of Warehouse in Choma District of Southern Province.

3.     The bidder should fill in the price/rates in the Bill of quantities and write the Subtotal and Summary total as provided for herein. The Bidder shall provide the costing of construction on the BOQ according to the drawings that have been provided.

4.     The filled Bill of Quantities submitted by the Bidder must match with designs provided by ZRCS.

5.     In the event of errors, if a mistake happens during the total prices in the Bill of Quantities submitted by the Bidder during sub-total cost checked. The unit prices shall prevail, and the sub sum costs, and total price shall be recalculated accordingly.

6.     ZRCS reserves the right to change the unit quantities in the Bill of Quantities, after bid selection is completed, without a change in unit prices. Such a change may include the removal of an item from the Bill of Quantities reduce or addition of 20% of Structures. In the case of an increase in the quantity of the Works, ZRCS may, at its sole discretion, allow a proportionate extension of time.

Eligibility

7.     The Bidder shall be domiciled and licensed to do such jobs in Zambia as specified in the tender and shall furnish a copy of its valid license, Grade 6B or 5B are acceptable for the current fiscal Zambian year. The Bidder shall not be under a declaration of ineligibility for corrupt or fraudulent practices.

Submission of Bids

8.     The Bidder shall prepare an original and two copies, clearly marking each “ORIGINAL” and “COPY” as appropriate. In an event of any discrepancy between them, the original shall prevail.

9.     The original and copy or copies of the bid shall be typed or written in indelible ink and shall be signed by the Bidder or a person or persons duly authorised to bind the Bidder to the contract.

10.  Any interlineations, erasures should be avoided during rate filling by the bidder, or overwriting shall be valid only if they are initiated by the person or persons signing the bid.

11.  The Bidder is required to initial and sign each page of the tender documents. Any Appendices to the tender must also be signed by the Bidder. Failure to complete and sign any of these forms may invalidate the bid.

12.  Bids shall remain valid for 30 calendar days after the date of bid opening prescribed by ZRCS. A bid valid for a shorter period may be rejected by ZRCS as non-responsive.

13.  The Bid shall contain a letter to accompany the bid contents, which are organised in the following way:

Documents Comprising of the Bid

Prospective bidders are required to submit the following:

A Signed Bid Declaration
Company Profile
Registration from relevant institutions, Certificate from Pacra, NCC, EIZ
Evidence of similar past or completed works in the last three years.
Tax Clearance Certificates
Financial Statement for the past three months
Technical Proposal as per the specifications/plan/drawings provided.
Financial Proposal to include schedule of payment and completed BOQ
Qualifications for Key Personnel
A Clear Work Schedule
List of Equipment that will be mobilized

Clarification of the Bid

14.  A prospective Bidder requiring any clarification of the Bidding documents or site visit may notify ZRCS in writing at tender.procurement@redcross.org.zm or noble.phiri@redcross.org.zm. ZRCS will respond in writing to any request for clarification of the bidding documents or any other clarifications that it receives no later than 3 days prior to the deadline for the submission of bids prescribed by it. Written copies of ZRCS’ response (including an explanation of the query but without identifying the source of inquiry) will be sent to all prospective Bidders, which have received the bidding documents.

Bid Prices

15.  The total Contract price submitted by the Bidder shall include all costs except for VAT as shown in the summary page of the Bill of Quantities.

Preparation of the Bid

16.  It is essential that the prospective BIDDERS are familiar with the general area where the WORKS as a result of this, a sketch has been provided.

The advance payment shall NOT in any way be related to commencement date. Advance payment shall be affected to the CONTRACTOR by ZRCS upon receipt of advance payment request according to the relevant conditions of the Contract.

Sealing and Marking of Bids

17.  The Bidder shall seal the envelopes and deliver it in person to ZRCS at the following address: ZRCS, HEADQUARTERS, Along Los Angeles Boulevard Road. Please ensure to sign in the tender register once your Bid has been submitted.

18.  Deadline for submission of Bids is 13th September 2023 at 14:00hrs.

Opening of Bids

19.  Bids will be opened in the presence of Bidders or their representatives who choose to attend at 14:30hrs on 13th September 2023.

20.  No Bidder shall contact ZRCS on any matter relating to its bid, from the time of the bid opening to the time the Contract is awarded.

Award of Contract

21.  ZRCS will award the Contract to the successful Bidder whose bid has been determined to be substantially responsive and has been determined as the most Competitive and advantageous evaluated bid for ZRCS considering both Technical and Financial Criteria.

22.  Prior to the expiration of the period of bid validity, ZRCS will notify the successful bidder in writing by letter or email that his bid has been accepted. The notification of award will constitute the formation of the Contract.

23.  ZRCS will also notify unsuccessful bidders immediately the successful bidder signs the contract.

24.  ZRCS will issue the Contract to cumulative technically and financially qualified Bidder. ZRCS reserves the right to accept or reject any Bid, to annul the solicitation process and reject all Bids at any time prior to award of Contract, without thereby incurring any liability to the affected Bidder(s) or any obligation to provide information on the grounds for the purchaser’s action.

KINDLY ACCESS THE TENDER DOCUMENTS ON THE FOLLOWINGS LINKS:

1. Link 1

2. Link 2