Cover Letter - Danish Refugee Council

Lower Kabete Road
P.O.Box 14762 – 00800
Tel: +254 20 4180403/4/5
Fax: +254 20 4180406,
Nairobi, Kenya
Cover Letter
Place and Date: Nairobi 29/03/2011
Name and address of potential tenderer:
Publication reference: Open International 29032011
Dear Mr/Ms
Subject: Open International for Supply and Delivery of Non Food Items (Kits) in Mogadishu, South
Central
In relation to your inquiry regarding the publication of the above mentioned Tender Notice, please find
enclosed the documents, which constitute the Tender Dossier:
Costs incurred by the tenderer in preparing and submitting the tender proposals will not be reimbursed.
We look forward to receiving your tender and the company profile at the address specified in the Instructions
to Tenderers by 20 Th April 2011 before 12.00 Midday. Public tender opening is scheduled for the same day
at 12.30pm.
If you decide not to submit a tender, we would be grateful if you could inform us in writing, stating the
reasons for your decision.
Yours sincerely
Alex Mwenda
Regional Procurement & Logistics Manager
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A. Instruction to Tenders
Publication Ref.: Open International 29032011
Tasks to be executed
» ECHO has committed to fund the execution of the Supply of Non Food Items (NFI) Kits and DRC
has been appointed as one of the implementing partners to apply a portion of that loan for payments
under this contract. ECHO will establish the final amount of the fund and will liquidate it to the DRC
on completion of the operation on the basis of the expenses presented and declared eligible. No
party other than DRC shall derive any rights from the loan or have any claim to its proceeds. Under
no circumstances or for no reason whatsoever will the Donor entertain any request for indemnity or
payment directly submitted by the DRC´s contractors. The subject of the contract is the delivery by
the Supplier of the following obligations:
1. Supply and Delivery of NFI Kits
2. DRC reserves the right to award the tender to one or more than one bidder.
3. Samples maybe requested before final award of tender to determine the quality standards.
Timetable
» Deadline for submission of tenders: Date: 20 Th April 2011 Time:12.00 Midday
» Tender opening session: Date: 20 Th April 2011 Time:12.30pm
» Notification of award to the successful tenderer: Date: 26 Th April 2011
» Signature of the contract: Date: 26 Th April 2011
Participation
Participation in this tendering procedures is open on equal terms to all persons
DRC will exclude from participation in a procurement procedure candidates or tenderers falling into any of
the following cases:
» They are bankrupt or being wound up, are having their affairs administered by the courts, have
entered into an arrangement with creditors, have suspended business activities, are the subject of
proceedings concerning those matters, or are in any analogous situation arising from a similar
procedure provided for in national legislation or regulations;
» They have been convicted of an offence concerning their professional conduct by a judgment that
has the force of res judicata;
» They have been guilty of grave professional misconduct proven by any means that the contracting
authority can justify;
» They have not fulfilled obligations relating to the payment of social security contributions or the
payment of taxes in accordance with the legal provisions of the country in which they are established
or with those of the country of the contracting authority or those of the country where the contract is
to be performed;
» They have been the subject of a judgment that has the force of res judicata for fraud, corruption,
involvement in a criminal organisation or any other illegal activity detrimental to the Communities'
financial interests;
» Following another procurement procedure or grant award procedure financed by the Community
budget, they have been declared to be in serious breach of contract for failure to comply with their
contractual obligations. Candidates or tenderers must certify by any relevant means that they are not
in one of the situations listed above.
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Contracts shall not be awarded to candidates or tenderers who, during the procurement procedure:
» Are subject to a conflict of interest;
» Are guilty of misrepresentation in supplying the information required by the humanitarian
organisation as a condition of participation in the contract procedure or fail to supply this information.
Tenderers or candidates who have been guilty of making false declarations will also incur financial
penalties representing 10% of the total value of the contract being awarded. That rate may be
increased to 20% in the event of a repeat offence within five years of the first infringement.
To be eligible for participation in this tender procedure, tenderers must prove to the satisfaction of the DRC
that they comply with the necessary legal, technical and financial requirements and have the wherewithal to
carry out the contract effectively.
Currency
Tenders must be presented in US$.
Lots
» Tender procedure is divided into lots:
• The tenderer may submit a tender for (one only , lots no. , several lots , all of the lots );
• Each lot will form a separate contract and the quantities indicated for different lots will be
indivisible. The tenderer must offer the whole of the quantity or quantities indicated for each lot.
Under no circumstances will tenders for part of the quantities required be taken into
consideration. If the tenderer is awarded more than one lot, a single contract may be concluded
covering all those lots;
Period of validity
» Tenderers shall be bound by their tenders for a period of 30 days from the deadline for the
submission of tenders;
» The successful tenderer will be bound by the tender for a further period of 60 days following receipt
of the notification that the tenderer has been selected.
Language of offers
The offers, all correspondence and documents related to the tender exchanged by the tenderer and DRC
must be written in English.
Submission of tenders
Tenders must be received before the deadline specified below. They must include the Tender submission
form in part B of this tender dossier and be sent to the following address:
Danish Refugee Council
Lower Kabete Road
Opp. Ngecha Road
Nairobi, Kenya
DRC
Mogadishu
Or Secure Email
drcjobs@drcsomalia.org
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Tenders must comply with the following conditions:
» All tenders must be submitted in one original copy typewritten or hand written in ink;
» All tenders must be received at DRC Regional Office, Lower Kabete Road/ DRC Mogadishu Office
or by Email before the deadline 20 Th April 2011 at 12.00 Midday, by registered letter with
acknowledgement of receipt or hand-delivered by DRC or their representative;
» All tenders, including annexes and all supporting documents, must be submitted in a sealed
envelope bearing only:
• The above address;
• The reference code of this tender procedure, Open International 29032011
• The words “Not to be opened before the tender opening session” in the language of the tender
dossier and equivalent phrase in the local language;
• The name of the tenderer.
Content of tenders
All tenders submitted must comply with the requirements in the tender dossier and must comprise:
» Part B: Tender form (duly authorized signature);
» Part C: Tendererer’s declaration(s);
» Part D: Information chart of the tender;
» Part E: List of Contents; NFI Kits
» Part F: Model of financial/technical offer;
» Part G: Approximate Dynamic Plan for performing the task;
» A description of the commercial warranty tendered;
» Appropriate statements from banks and evidence of professional risk indemnity insurance;
» Regarding supplies: samples, descriptions and/or authentic photographs and/or certificates drawn up
by official quality control institutes or agencies of recognized competence attesting the conformity of
the products with the specifications or standards in force.
» Proof that the contractor has the capacity to carry out the project from references and past projects
of similar size
Pricing
» The prices of the offers will be expressed in US$ and they must be expressed on a lump sum basis
that must be inclusive of all annexed costs such as taxes, transport, handover and work on site;
» The prices will be considered fixed and valid for the entire duration of the contract until the complete
execution of the work/delivery. No additional charge of whatsoever nature and type will be accepted
by DRC.
» The price must clearly indicate all cost up to delivery in DRC Warehouses in Mogadishu.
Additional information before the deadline for submission of tenders
The tender dossier should clearly bar the need for candidates invited to tender to request additional
information during the procedure.
If DRC, either on its own initiative or in response to a request from a prospective tenderer, provides
additional information on the tender dossier, it must send such information in writing to all other prospective
tenderers at the same time.
Contact name: Alex MWENDA
Address: DANISH REFUGEE COUNCIL – REGIONAL OFFICE, NAIROBI
Phone: +254 714 402815
E-mail: procurement.log@drchoa.org
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Any prospective tenderers seeking to arrange individual meetings with either DRC and/or the Donor during
the tender period may be excluded from the tender procedure.
Alteration or withdrawal of tenders
» Tenderers may alter or withdraw their tenders by written notification prior to the deadline for
submission of tenders. No tender may be altered after this deadline. Withdrawals must be
unconditional and will end all participation in the tender procedure;
» Any such notification of alteration or withdrawal must be prepared and submitted in accordance with
“Content of Tenders”. The outer envelope must be marked Alteration or Withdrawal as appropriate;
» No tender may be withdrawn in the interval between the deadline for submission of tenders and the
expiry of the tender validity period. Withdrawal of a tender during this interval may result in forfeiture
of the tender guarantee.
Opening of tenders
» The tenders will be opened in public session on 20 Th April 2011 at 12.30pm at Danish Refugee
Council, Regional Office in Nairobi by the committee appointed for the purpose. The committee
will draw up minutes of the meeting, which will be available on request;
» At the tender opening, the tenderers' names, the tender prices, written notifications of modification
and withdrawal, the presence of the requisite tender guarantee and such other information as DRC
may consider appropriate will be announced;
» After the public opening of the tenders, no information relating to the examination, clarification,
evaluation and comparison of tenders, or recommendations concerning the award of the contract
can be disclosed;
» Any attempt by a tenderer to influence the evaluation committee in the process of examination,
clarification, evaluation and comparison of tenders, to obtain information on how the procedure is
progressing or to influence DRC in its decision concerning the award of the contract will result in the
immediate rejection of the tender;
» All tenders received after the deadline for submission specified in the procurement notice or these
instructions will be kept by DRC. The associated guarantees may be returned to the tenderers on
request. No liability can be accepted for late delivery of tenders. Late tenders will be rejected and will
not be evaluated.
Evaluation of tenders
» Examination of the administrative conformity of tenders
• The aim at this stage is to check that tenders comply with the essential requirements of the
tender dossier. A tender is deemed to comply if it satisfies all the conditions, procedures and
specifications in the tender dossier without substantially departing from or attaching restrictions
with them;
• Decisions to the effect that a tender is not technically compliant must be duly justified in the
evaluation minutes;
• If a tender does not comply with the tender dossier, it will be rejected immediately and may not
subsequently be made to comply by correcting it or withdrawing the departure or restriction.
» Technical evaluation
• After analyzing the tenders deemed to comply in administrative terms, the evaluation committee
will rule on the technical admissibility of each tender, classifying it as technically compliant or
non-compliant. The technical evaluation will be based on the documents annexed in the tender
concerning both the task to be carried out under the tender, and the professional ability of the
tenderer.
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» To facilitate the examination, evaluation and comparison of tenders, the evaluation committee may
ask each tenderer individually for clarification of their tender, including breakdowns of prices. The
request for clarification and the response must be in writing only, but no change in the price or
substance of the tender may be sought, offered or permitted. Decisions to the effect that a tender is
not technically compliant must be duly justified in the evaluation minutes.
» Financial evaluation
• The rates and prices inserted in the bill of quantities must correspond to the conditions laid down
in the tender documents. The financial and economic standing of the tenderer will be evaluated
by the evaluation committee.
» Award criteria
• The tender commission will not necessarily choose on the basis of lowest price alone but will
award one of received offer on criteria such as best value for money, price, quality, compliance
with international norms, delay for delivery and other as defined in the tender notice. The
experience of the tenderer in the performance of similar contracts can be as well a criterion for
selection.
Signature of the contract
» Within 5 days of receipt of the contract already signed by DRC, the selected tenderer must sign and
date the contract and return it, to DRC. Upon signing the contract, the successful tenderer will
become the Contractor and the contract will enter into force;
» If the successful tenderer fails to sign and return the contract and any financial guarantee required
within 10 days after receipt of notification DRC may consider the acceptance of the tender to be
cancelled without prejudice to DRC's right to seize the guarantee, claim compensation or pursue any
other remedy in respect of such failure, and the successful tenderer will have no claim whatsoever
on DRC.
Performance guarantee
» The successful tenderer will be informed in writing that its tender has been accepted (notification of
award). Before DRC signs the contract with the successful tenderer, the successful tenderer must
provide the documentary proof or sworn statement required under the law of the country in which the
company (or each of the companies in case of a consortium) is established, to show that it does not
fall into the exclusion situations listed in the “Practical Guide to contract procedures” financed from
the general budget of the EC in the context of external actions and mentioned in “Participation” of the
present tender dossier;
» The evidence or these documents or statements must carry a date, which cannot be more than 180
days in relation to the deadline for the submission of the tender;
» If the successful tenderer fails to provide this documentary proof or statement within 15 calendar
days following the notification of award or if the successful tenderer is found to have provided false
information, the award will be considered null and void. In such case, DRC may award the tender to
another tenderer or cancel the tender procedure;
» Within 30 days of receipt of the contract already signed by DRC, the selected tenderer must sign and
date the contract and return it, with the performance guarantee, to DRC. Upon signing the contract,
the successful tenderer will become the Contractor and the contract will enter into force;
» If the successful tenderer fails to sign and return the contract and any financial guarantee required
within 30 days after receipt of notification, DRC may consider the acceptance of the tender to be
cancelled without prejudice to DRC's right to seize the guarantee, claim compensation or pursue any
other remedy in respect of such failure, and the successful tenderer will have no claim whatsoever
on DRC;
» The performance guarantee referred to in the General Conditions is set at 10% percent of the
amount of the contract and must be presented as Bank Pre-financing guarantee Form. It will be
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eleased within 30 days of the issue of the final acceptance certificate by DRC, except for the
proportion assigned to after-sales service;
Ethics clauses
» Any attempt by a candidate or tenderer to obtain confidential information, enter into unlawful
agreements with competitors or influence the committee or DRC during the process of examining,
clarifying, evaluating and comparing tenders will lead to the rejection of their candidacy or tender and
may result in administrative penalties;
» Without DRC´s prior written authorization, a Supplier and its staff or any other company with which
the Supplier is associated or linked may not, even on an ancillary or subcontracting basis, supply
other services, carry out work or supply equipment for the project. This prohibition also applies to
any other projects that could, owing to the nature of the contract, give rise to a conflict of interest on
the part of the Supplier;
» When putting forward a candidacy or tender, the candidate or tenderer shall declare that he is
affected by no potential conflict of interest and has no particular link with other tenderers or parties
involved in the project. Should such a situation arise during performance of the contract, the Supplier
must immediately inform the DRC;
» The Contractor must at all times act impartially and as a faithful adviser in accordance with the code
of conduct of his profession. The Supplier shall refrain from making public statements about the
project or services without the DRC's prior approval. The Supplier may not commit DRC in any way
without its prior written consent;
» For the duration of the contract the Supplier and its staff shall respect human rights and undertake
not to offend the political, cultural and religious mores of the beneficiary state;
» The Contractor may accept no payment connected with the contract other than that provided for
therein. The Supplier and its staff must not exercise any activity or receive any advantage
inconsistent with their obligations to DRC;
» The Supplier and its staff shall be obliged to maintain professional secrecy for the entire duration of
the contract and after its completion. All reports and documents drawn up or received by the
Contractor shall be confidential;
» The contract shall govern the Contracting Parties' use of all reports and documents drawn up,
received or presented by them during the execution of the contract;
» The Supplier shall refrain from any relationship likely to compromise his independence or that of its
staff. If the Supplier ceases to be independent, DRC may, regardless of injury, terminate the contract
without further notice, and without the Supplier having any claim to compensation;
» DRC reserves the right to suspend or cancel a contract if corrupt practices of any kind are
discovered at any stage of the award process. For the purposes of this provision, "corrupt practices"
are the offer of a bribe, gift, gratuity or commission to any person as an inducement or reward for
performing or refraining from any act relating to the award of a contract or implementation of a
contract already concluded with DRC;
» All tenders will be rejected or contracts terminated if it emerges that the award or execution of a
contract has given rise to unusual commercial expenses;
» Such unusual commercial expenses are commissions not mentioned in the main contract or not
stemming from a properly concluded contract referring to the main contract, commissions not paid in
return for any actual and legitimate service, commissions remitted to a tax haven, commissions paid
to a recipient who is not clearly identified or commissions paid to a company which has every
appearance of being a front company;
» The Supplier shall supply DRC on request with all supporting documents relating to the conditions of
the contract's execution. DRC may carry out whatever documentary or on-the-spot checks it deems
necessary to find evidence in cases of suspected unusual commercial expenses;
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» When putting forward a candidacy or tender, the candidate or tenderer shall declare its commitment
to the non–exploitation of child labour and to the respect of basic social rights and working
conditions. DRC may carry out whatever documentary or on-the-spot checks it deems necessary to
find evidence of the enforcement of the above mentioned principles.
Cancellation of the tender procedure
In the event of a tender procedure's cancellation, tenderers will be notified by the DRC. If the tender
procedure is cancelled before the outer envelope of any tender has been opened, the sealed envelopes will
be returned, unopened, to the tenderers.
Cancellation may occur where:
» The tender procedure has been unsuccessful, namely where no qualitatively or financially worthwhile
tender has been received or there has been no response at all;
» The economic or technical parameters of the project have been fundamentally altered;
» Exceptional circumstances or force majeure render normal performance of the project impossible;
» All technically compliant tenders exceed the financial resources available;
» There have been irregularities in the procedure, in particular where these have prevented fair
competition.
In no circumstances will DRC be liable for damages, whatever their nature (in particular damages for loss of
profits) or relationship to the cancellation of a tender, even if DRC has been advised of the possibility of
damages. The publication of a procurement notice does not commit DRC to implement the programme or
project announced.
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B. Tender Form
(To be completed by the tenderer)
Publication reference:
Title of contract:
Place and Date:
Submitted by:
Name(s) of tenderer(s)
Contact Numbers
Leader
Partner 2*
Etc … *
* Add/delete additional lines for partners as appropriate. Note that a subcontractor is not considered to be a
partner for the purposes of this tender procedure. If this tender is being submitted by an individual tenderer,
the name of the tenderer should be entered as Leader (and all other lines should be deleted)
Contact Person (for this tender):
Name:
Address:
Telephone:
Fax:
E-mail:
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C. Tenderer’s Declaration(s)
(To be completed and signed by the tenderer (including one from each partner in a consortium).
In response to your tender for the above contract we, the undersigned, hereby declare that:
» We have examined and accept in full the content of the dossier for invitation to tender No
…………………. of ……………………… (Date). We hereby accept its provisions in their entirety,
without reservation or restriction;
» We offer to deliver, in accordance with the terms of the tender dossier and the conditions and time
limits laid down, without reserve or restriction:
Annex I – 7,500 NFI Kits
Annex II – 7,500 Pcs Jerrycans, 20 Ltrs
» The price of our tender (excluding the discounts) is:
Annex I :
In Words:
Annex II :
In Words:
» This tender is valid for a period of ………………………. (length of period) from the final date for
submission of tenders, i.e. until ……………………… (Date);
» We are submitting this application in our own right and/or as partner in the consortium led
by……………………………………………. (name of the leader/ourselves)* for this tender
……………………….(Lot No). We confirm that we are not tendering for the same contract in any
other form. We confirm, as a partner in the consortium, that all partners are jointly and severally
liable by law for the performance of the contract, that the lead partner is authorised to bind, and
receive instructions for and on behalf of, each member, that the performance of the contract,
including payments, is the responsibility of the lead partner, and that all partners in the joint
venture/consortium are bound to remain in the joint venture/consortium for the entire period of the
contract's performance;
» We are not in any of the situations excluding us from participating in contracts which are listed in the
“Instructions to tenderers”. In the event that our tender is successful, we undertake to provide the
proof usual under the law of the country in which we are established that we do not fall into the
exclusion situations listed. The date on the evidence or documents provided will be no earlier than
180 days before the deadline for submission of tenders and, in addition, we will provide a sworn
statement that our situation has not altered in the period which has elapsed since the evidence in
question was drawn up;
» We also understand that if we fail to provide this proof within 15 calendar days after receiving the
notification of award, or if the information provided is proved false, the award will be considered null
and void;
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» We agree to abide by the ethics clauses that we have no potential conflict of interests or any relation
with other candidates or other parties in the tender procedure at the time of the submission of this
application;
» We will inform the Danish Refugee Council 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 funded by the European Communities;
» We note that the Danish Refugee Council is not bound to proceed with this invitation to tender and
that it reserves the right to award only part of the contract. It will incur no liability towards us should it
do so.
This tender includes the following annexes:
(Numbered list of annexes with titles)
Name and surname:
Duly authorised to sign this tender on behalf of:
Place and date:
Stamp of the firm/company:
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D. Information chart of the Tenderer
(To be completed by the tenderer)
Name and acronym of the firm:
Full name and address of legal representative of the firm:
Experience in implementing tasks similar to the object of the contract (in the past three years):
» Name of the implementing partner and name of the contact person for references
» Brief description of the task carried out and location
Main collaboration with international Organisations and NGOs (in the past three years):
» Name of the implementing partner and name of the contact person for references
» Brief description of the task carried out and location
Number of skilled workers employed by the firm and description of their tasks:
Annual overall budget of the firm:
Description of machinery and equipment held by the firm and to be employed to carry out the task:
Description of the measures employed to ensure the quality of supplies and services, and description of the
firm’s study and research facilities;
Indication of the technicians or technical bodies involved, whether or not belonging directly to the firm,
especially those responsible for quality control;
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E. Financial/Technical offer
(To be completed by the tenderer with the relevant information)
Publication reference: Open International 29032011
Currency of Tender: US$
Article Quantity Description of article
1
2
Total:
If Relevant:
Training or other services (Lump Sum)
Transport Cost
Miscellaneous
Total Costs
Unit costs with delivery
(DDP or DDU) to place of acceptance
Total
Completed at:
Location:
Date:
On behalf of:
By:
Name:
Signature:
Stamp:
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F. Work plan for performing the task
(To be completed by the tenderer with the relevant information)
Approximate dynamic plan (GANTT) for performing the task that will correspond to the deadline from
the offer.
Days
Activity: 1 2 3 4 5 6 7 8 9 10 11 12 Notes:
Lot 1
Preparation
for item 1
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Annex I:7,500 NFI Kits, Mogadishu Delivered
Cost
VAT & Other Taxes
Included
No. Description of Items: Specifications Unit QTY
Unit
Cost
Total Cost
in US$
1 Plastic Sheeting 5mX4m, UV Treated, 200gms Pcs 7,500
per Sq/m with eyelet,
laminated, color: silver/ grey
2 Cooking Set Find below different types/ Set 7,500
quantities in a set;‐
1pot X 7 Liters
Aluminium, thickness
16G(1.4mm), min weight 600g,
internal diameter approx.
10.5”, straight sided, Lid: min
21G
1pot X 5 Liters
Aluminium, thickness
16G(1.4mm), min weight 500g,
internal diameter approx. 9.5”,
straight sided, Lid: min 21G
1 Serving Tray Aluminium/ Stainless Steel,
approx. 40cm diameter
5 Mugs Aluminium/ Stainless mugs,
500ml capacity, approx. 50g
5 Spoon Stainless spoons for eating,
standard
1 Serving Spoon Stainless steel, Length 33‐
35cm, min weight 70grams
1 Kitchen Knife, cooking Stainless steel, blade length 6‐
8inches, wooden handle
3 Sleeping Mat Polypropylene material, Pcs 15,000
800grams, 90cmX180cm
4 Soap 500grams, TFM 50‐62% (KBA Pcs 52,500
Grade II), non‐perfumed
5 Sanitary Clothes 100% cotton (150X170cm) Pcs 22,500
6 Blanket 150cmX200cm ; minimum 30%
wool, weight 1.3 – 1.5Kgs,
Machine pressed in baleswith
minimum of 25pieces per bale
7 Polypropylene Sack Capacity 90Kgs, virgin woven
polypropylene, weight 130 –
140grams, size approx. 46.5” X
29.5”
8 Mosquito Net Long Lasting Insecticidal Net
(WHO recommended) W60’ X
L78’ X H60’
Pcs 30,000
Pcs 7,500
Pcs 15,000
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Annex II:7,500 NFI Kits, Mogadishu Delivered
Cost
VAT & Other Taxes
Included
No. Description of Items: Specifications Unit QTY
Unit
Cost
Total Cost
in US$
1 Jerrycan 20Liters, Rigid, Round type,
Weight round 900grams HDPE
Pcs 15,000
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