PART 1: TENDER NOTICE AND INVITATION TO TENDER

BUILDING TWO OFFICE STRUCTURES FOR MUFULANI AND SESHEKE WEST COMMUNITY RESOURCE BOARDS IN SIOMA AND SESHEKE DISTRICTS RESPECTIVELY

Bid Number: WWF/CRB OFFICES/03/2023

Bid Description: Building Two Office Structures , Two separate female and male toilets and bathing rooms For Mufulani And Sesheke West Community Resources Boards In Sioma And Sesheke Districts Respectively

Category /Classification: NCC Category B & Classification Grade 1

Bid Closing Date and Time: Monday, 27 March

2023 at 11.59PM

Suitably experienced and qualified contractors in the NCC category listed above are invited to respond to this bid invitation to build two office structures for Mufulani and Sesheke West Community Resources Boards in Sioma and Sesheke districts respectively.

A contractor will be selected under the procedures described in this Request for Bids (RFB) document. The RFB consists of the following documents:

1.    Part 1 – Tender Notice and Invitation to Tender

2.    Part 2 – Terms of Reference

3.    Part 3 – Qualification and Evaluation Criteria

Note: A failure to provide any one of the documents required in Part 3 above will lead to an immediate disqualification of the service provider from the tender process.

Bidders are invited to a non-mandatory, but important pre-bidding Zoom call on 23rd March 2023 at 15:00 hours. Bidders are encouraged to attend the zoom meeting at which any questions or clarifications will be provided, as no further forum will be provided. The Bidders can join the Zoom meeting using the following login details:

• Link:https://wwf.zoom.us/j/92587376436?pwd=bDFYN2ZZbXNzS01RQ0xWU3FTcjhiUT09
• Meeting ID: 925 8737 6436
• Password: 679645

PART 2 – TERMS OF REFERENCE

ABOUT WWF ZCO

Since 1962, World Wild Fund for Nature (WWF) Zambia Country Office (ZCO) has been involved in activities to conserve Zambia’s biodiversity upon which the nation’s economy and livelihoods largely depend. The first WWF Zambia investment was on the Kafue Flats with the purchase of private land which was donated to the Government to create Lochinvar and Blue Lagoon National Parks. Since then WWF operated through a series of specific isolated projects including support to anti-poaching, conservation education, community based natural resource management and wetlands conservation, working with partners guided by MOUs and sub-granting agreements. In 1991, WWF Zambia operations started in Zambia following a signed memorandum of understanding with the Government of the Republic of Zambia (GRZ) by WWF International to create a coordinating office in Zambia.

BACKGROUND TO RFB

This Request for Bids (hereinafter ‘’RFB’’) has been issued to solicit bids from contractors in the construction industry interested in providing “Building Two Office Structures for Mufulani and Sesheke West Community Resources Boards in Sioma and Sesheke Districts Respectively on a lump sum contract basis for a period of one (6) months”.

 SCOPE OF WORK

The Contractor shall undertake the following:

1)    Provide cost estimates based on a BoQ to be provided

2)    Supply project management and labour services and procure and supply all materials as per the BOQ and Budget. Further, the quality of material will be agreed to prior to purchase. Specifically, the contractor will;

a)    Oversee site development and all building works, reporting to WWF Zambia Sesheke field office

b)   Advise WWF Zambia and Sesheke field office on best practice with regards to construction and project development

c)    Provide equipment and tools, as reasonably required

d)   Provide work materials, as reasonably required, which falls within the projects budget, in a timely manner to ensure works proceed according to the schedule.

e)    Provide guidance on where building plans or designs do not clearly state the standard or specifications clearly.

f)    Provide any additional services (e.g. transport of materials from source to site)

g)   Employ and supervise site workers

h)   Pay salaries and statutory obligations to and on behalf of workers within the agreed project amount

3)    Execute construction works in a proper and skillful manner against a payment schedule to be agreed

4)    Construct two CRB offices, two separate female and male toilets and bathrooms in accordance with the Site plans, Design plans, BOQ and Engineering Drawings

5)    Clean both sites before handing them over to WWF Zambia, DNPW, and the Community Resources Boards

Expected Deliverables  

1)  Costed Bill of Quantities based on a template and building designs to be provided.

2)  Two furnished and completely constructed Community Resources Board Offices and Two separate female and male toilets and bathing rooms in Sioma and Sesheke district respectively by October 2023.

REPORTING OBLIGATIONS:

The selected supplier will report to the Silowana Complex Project Coordinator and scheduled reports to the DNPW Resident Engineer.

TIME FRAME:

It is expected that this Lump sum contract will be for a period of six (6), months

PART 3 – QUALIFICATION AND EVALUATION CRITERIA

I. Price list

Bids need to be submitted with Price Lists in line with the scope of work above and designs provided.

II. Currency

All prices shall be quoted in Zambian Kwacha. WWF ZCO reserves the right to reject any bids submitted in a currency other than the mandatory bidding currency stated above.

III. Language of the Proposal: 

The bid prepared by the contractor and all correspondence and documents relating to the quote exchanged by the contractor and WWF ZCO shall be in English

IV. Clarification of Solicitation Documents:

Contractors requiring any clarification on the Request for Bid will need to attend the pre-tender Zoom meeting. All responses from the Zoom meeting will be recorded and shared with all Bidders present. Bidders who will not attend the Zoom meeting may ask for the recording by sending an email to the following email address: zcoprocurement@wwfzam.org

V. Payment terms

Payment will be made within 30 days after receipt of consolidated Invoices. Payment will be done by bank transfer onto the account of the bidding company

VI. Cost of Providing Proposal

Contractors shall bear all costs associated with the preparation and submission of the proposal, and WWF ZCO will in not be responsible or liable for those costs, regardless of the conduct or outcome of the solicitation.

VII. Proposal due date and submission manner

All proposals must be received by the 27th March 2023 at 11.59PM

VIII. Submission of bids through email only:

All bids to be in PDF and submission should be electronic using the following email address: zcoprocurement@wwfzam.org

a. Attn: WWF ZCO, Procurement Committee

b. Subject: WWF/CRB OFFICES/03/2023

c. Attach: The Costed Bill of Quantities based on a template to be provided and all the requirements listed under (XII) in one zipped file.

d. Note: Bids that are submitted physically or via courier shall be regarded as nonresponsive.

IX. Amendments of Request for Bid Document 

No later than 25th March 2023 to the Deadline for Submission of Proposal, WWF ZCO may, for any reason, whether at its own initiative or in response to a clarification requested by a prospective contractor, amend the Request for Bid document. To afford prospective contractor reasonable time in which to take the amendments into account in preparing their offers, WWF ZCO may, at its discretion, extend the deadline for the Submission of Bids.

Any amendments will be published in the same manner as the present tender.

X. Validity Period

Bids shall remain valid for a period of thirty (30) days, commencing on the submission deadline date also indicated in this document. A bid valid for a shorter period shall be immediately rejected by WWF ZCO and rendered nonresponsive. In exceptional circumstances, prior to the expiration of the proposal validity period, WWF ZCO may request Bidders to extend the period of validity of their bid. The request and the responses shall be made in writing, and shall be considered integral to the proposal.

XI. Responsiveness of 

WWF ZCO’ determination of a Proposal’s responsiveness will be based on the contents of the Proposal itself and satisfying the criteria provided in Section VII (for bidders not on WWF ZCO’ approved supplier list). A substantially responsive Proposal is one that conforms to all the terms, conditions, and specifications of the RFP without material deviation, reservation, or omission. If a Proposal is not substantially responsive, it shall be rejected by WWF ZCO and may not subsequently be made responsive by the Bidder by correction of the material deviation, reservation, or omission.

XII.        Evaluation Method and Criteria

Proposals shall be evaluated to determine the best value and most technically acceptable offer. The method of the evaluation is as follows:

a.    Preliminary assessment of the Bids

During this evaluation, the following shall be considered:

1) PACRA Certificate of Registration

2) Valid ZRA Tax Clearance Certificate

3) NCC Certificate

4) EIZ Certificate

5) ZPPA

6) NAPSA Registration

7) Proof of continuous business of providing similar services in the last 2 years

Note: Non-provision of any mandatory document above will result in a bidder being disqualified. Further, all the key portions of the bid should be signed, stamped and dated by the authorized company representative.

b. Technical expertise and experience of the bidder:

1) Company profile including history, organizational structure and services.

2) Provide 3 written Bidders’ client references from them on a letterhead.

3) Proposed methodology and approach in the provision of required services.

4) Appropriate membership to statutory bodies.

XIII. Financial evaluation:

Offers that meet all preliminary requirements and are found technically compliant shall be evaluated based on the lowest offer and quality of materials proposed. Arithmetical errors will be rectified on the following basis. If there is a discrepancy between the unit price and the total price that is obtained by multiplying the unit price and quantity, the unit price shall prevail and the total price shall be corrected. If the Bidder does not accept the correction of errors, its bid will be rejected. If there is a discrepancy between words and figures the amount, words will prevail.

XIV. Clarification of Bids/Quotes

To assist in the examination, evaluation and comparison of Quotes, WWF ZCO may at its discretion ask the Contractor for clarification of its Quote. The request for clarification and the response shall be in writing and no change in price or substance of the Quote shall be sought, offered or permitted.

XV. Eligibility

The Bidder must have the financial, technical, and production capability necessary to perform the Contract. Bidders shall not be eligible to submit an offer and to be awarded a contract when, at the time of quotation submission:

1. Bidders are already suspended by WWF ZCO or by other EU, United Nations, the World Bank or public international entities

2. Bidders name are associated with terrorism and appear in the list that the European Union, the U.S. Government and the United Nations Security Council have published identifying individuals and organizations considered to be associated with terrorism.

3. Offers refuse to comply with Child labour code of conduct, Code of Conduct for the Protection of Beneficiaries of Assistance from Sexual Exploitation and Abuse in Humanitarian Relief Operations and Standards of Conduct and Disclosure

Furthermore, as a condition to doing business with WWF ZCO, it is necessary that the supplier, their subsidiaries, agents, intermediaries and principals cooperate with the WWF ZCO or its agent in the conduct of evaluation, review, audit, inspection, assurance validation, counter-fraud activities, investigations or other action.

Failure to fully cooperate with investigations will be considered sufficient grounds to allow WWF ZCO to repudiate and terminate the contract, and to include the supplier on WWF ZCO list of suspended suppliers.

XVI. Purchaser’s Right to Vary Requirements at Time of Award

WWF ZCO reserves the right at the time of making the award of contract to increase or decrease the scope of works.

XVII. Notification of Award:

Prior to the expiration of the period of bid validity, WWF ZCO will send the successful Contractor a Contract. The Contract may only be accepted by the contractor signing and returning an acknowledgement copy of it. Acceptance of this Contract shall affect a contract between the parties under which the rights and obligations of the parties shall be governed solely by the terms and conditions of this Contract.

XVIII. Signing of the Contract:

Within 2 days of receipt of the Contract the successful contractor shall sign, date and return it to WWF ZCO.