INVITATION TO TENDER
ZAMBIA COUNTRY OFFICE
06/09/2022
ITT/ CON/ZMB/10/2022
Construction
SUBMISSION DEADLINE: at midnight GMT ON 18/09/2022
SITE VISIT MEETINGS: 0800 to 1400hrs ON 13/09/2022 & 14/09/2022
QUESTIONS / CLARIFICATIONS: Eugene.nyirongo@savethechildren.org
FORMAT FOR SUBMISSION: BIDDER RESPONSE DOCUMENT
PART 1: INVITATION TO TENDER
o Introduction to SCI
o Project Overview and Requirements
o Award Criteria
o Instructions & Key Information
PART 2 : CORE REQUIREMENTS AND SPECIFICATION
A detailed description of SCI’s specific requirements (e.g. volumes, delivery dates/locations, product specifications etc).
PART 3: BIDDER RESPONSE DOCUMENT
Template to be used to submit a response to this Invitation to Tender.
PART 1 – INVITATION TO TENDER
1. INTRODUCTION TO SAVE THE CHILDREN
SCI is the world’s leading independent organisation for children. We save children’s lives; we fight for their rights; we help them fulfil their potential. We work together, with our partners, to inspire breakthroughs in the way the world treats children and to achieve immediate and lasting change in their lives.
Our Vision – a world in which every child attains the right to survival, protection, development and participation.
Our Mission – is to inspire breakthroughs in the way the world treats children and to achieve immediate and lasting change in their lives.
We do this through a range of initiatives and programmes, to:
Provide lifesaving supplies & emotional support for children caught up in disasters (e.g. floods, famine & wars).
Campaign for long term change to improve children’s lives.
Improve children’s access to the food and healthcare they need to survive.
Secure a good quality education for the children who need it most.
Protect the world’s most vulnerable children, including those separated from their families because of war, natural disasters, extreme poverty or exploitation.
Work with families to help them out of the poverty cycle so they can feed and support their children.
For more information on the work, we undertake and recent achievements, visit our website.
2. PROJECT OVERVIEW
Item Description
Description of Goods / Services Provision of Construction Materials / Services
Outcome of Tender Contract – the successful supplier(s) will be awarded a ‘Contract’ which will commit SCI to purchase the specified quantity of goods/services as defined in the contract at the agreed rates.
Duration of Award For the duration of the specific build requirement.
Further detail on the specific requirements of the project (e.g. volumes, dates, specifications etc.) can be found in Part 2 (Core Requirements & Specifications) of this Tender Pack.
3. AWARD CRITERIA
SCI is committed to running a fair and transparent tender process and ensuring that all bidders are treated and assessed equally during this tender process. Bidder responses will be evaluated against four weighted categories of criteria: Essential Criteria, Capability Criteria, and Commercial Criteria.
a. 3.1 ESSENTIAL CRITERIA
Criteria that bidders must meet in order to progress to the next round of evaluation. If a bidder does not meet any of the Essential Criteria, they will be excluded from the tender process immediately. These criteria are scored as ‘Pass’ / ‘Fail’.
3.2 SUSTAINABILITY CRITERIA (10%)
Criteria used to evaluate the impact a supplier has on the environment, local economy and community. Bids will be evaluated against the same pre-agreed Criteria.
3.3 CAPABILITY CRITERIA (50%)
Criteria used to evaluate the bidders' ability, skill and experience in relation to the requirements. Bids will be evaluated against the same pre-agreed Criteria.
3.4 COMMERCIAL CRITERIA (40%)
Criteria used to evaluate the commercial competitiveness of a bid. Bids will be evaluated against the same pre-agreed Criteria.
4. VETTING
Successful bidders must be successfully vetted. This involves checking bidders and key personnel against Global Watch Lists, Enhanced Due Diligence Lists and Politically Exposed Persons Lists.
The vetting of bidders will be completed after the award decision and prior to any contract being signed, or orders placed. If any information provided by the Bidder throughout the tender process is proved to be incorrect during the vetting process (or at any other point), SCI may withdraw its award decision.
5. BIDDER INSTRUCTIONS
6.1 TIMESCALES
Activity Date
Issue Invitation to Tender 07/09/2022
Site Visit meetings 13/09/2022 & 14/09/2022
Deadline for questions from Bidders 15/09/2022
Deadline for Bid Submission 18/09/2022
Bid Clarifications 25/09/2022
Award Contact 03/10/2022
The above dates are for indicative purposes only and are subject to change. However, SCI commits to ensuring all Bidders receive notification of changes to timescales in a fair and transparent manner.
6.2 SUBMISSION FORMAT & BIDDER RESPONSE DOCUMENT
Bidders wishing to submit a bid must use the Bidder Response Document template in Part 3 of this Tender Pack. Any bids received using different formats, or incomplete bids, will not be accepted.
This document allows bidders to submit all the required information and be evaluated fairly and equally against the Essential, Capability and Commercial Criteria. In addition to the Bidder Response Document, bidders may also be required to submit supporting documentation. Instructions on how to do this, and how to complete the Bidder Response Document can be found within the document in Part 3 of this pack.
Bids can be submitted by either:
Electronic Submission via ProSave
Submit your response in accordance with the guidance provided in the below document:
Electronic Submission via Email
Email should be addressed to Zambia Procurement at zambia.procurement@savethechildren.org
Note – this is a sealed tender box which will not be opened until the tender has closed. Therefore, do not send tender-related questions to this email address as they will not be answered.
The subject of the email should be ITT/ CON/ZMB/10/2022 Bidder Response – ‘Bidder Name’, ‘Date’’.
All attached documents should be clearly labelled so it is clear to understand what each file relates to.
Emails should not exceed 15Mb – if the file sizes are large, please split the submission into two emails.
Do not copy other SCI email addresses into the email when you submit it as this will invalidate your bid.
6.4 CLOSING DATE FOR BID SUBMISSION
Your bid must be received, no later than 18/09/2022 at midnight GMT.
Bids must remain valid and open for consideration for a period of no less than 60 days.
6.5 KEY CONTACTS
All questions relating to the tender should be sent via email to:
Name Email Address
Eugene Nyirongo Eugene.nyirongo@savethechildren.org
Please be advised local working hours are 0800 to 1400hrs Please allow up to 2 days for a response.
Where the enquiry may have an impact on other bidders within the process, Save the Children will notify all other Bidders to maintain a fair and transparent process.
PART 2 – CORE REQUIREMENTS & SPECIFICATIONS
1. SPECIFIC REQUIREMENTS
REHABILITATION OF SAO'S OFFICE BLOCK AT THE MINISTRY OF AGRICULTURE IN MONGU DISTRICT, WESTERN PROVINCE
2. SPECIFICATIONS
3. ADDITIONAL INFORMATION
THE TENDER IS RESERVED FOR BIDDERS WHO ARE DOMICILED IN MONGU DISTRICT ONLY.
4. WAYS OF WORKING
a. Site safety protocol & Security
i. Save the Children expects all suppliers to ensure the protection of the site, staff and visitors (including community and children) during the time of construction
ii. Suppliers should ensure that premises are made secure with security personnel in place to monitor access and keep a record of visitors accessing the premises
iii. Suppliers should provide appropriate Protective Personnel Equipment for all labourers
iv. Controlled access should be implemented at the site of construction
v. Save the Children expects the successful supplier to provide latrine facilities for labourers which should be segregated by gender, but this is not mandated.
vi. Save the Children expects the successful supplier to provide all appropriate signage required for the project including but not limited to warning of danger, no unauthorised access etc.
b. Staff
i. All proposed staff for core roles should be fully qualified as per the Country's requirements e.g. Bachelor's degree in Civil Engineering, Foremanship certificate etc.
ii. Suppliers should provide a full and signed Curriculum Vitae (CV), experience records, and certificates for the core roles. The personnel performing core roles must be able to read and interpret all technical documents written in English.
iii. For minor construction projects: Save the Children accept that the Supplier may propose resources that combine the site agent/foremen roles as well as any additional skilled personnel as long as training, skills and experience required to complete the work can be demonstrated
iv. The Bidder must demonstrate that it will have the personnel for the key positions that meet the following requirements:
No. Position Total Work Similar
Experience (years) In Similar Works Experience
(years)
1 Site engineer 8 5
2 Foreman 5 3
3 Bricklayer 5 5
4 Painter 5 5
5 Electrician 5 5
6 Metal fabricator 2 2
7 Carpenter 5 5
c. Equipment
The Bidder must demonstrate that it will have access to the key Contractor’s equipment listed hereafter:
No. Equipment Type and Characteristics Minimum Number required
1 Light truck /van 1
2 Welding machine 1
3 Shovels 5
4 Picks 5
5 Genset 1
6 Dumpy level 1
7 Building towels 1
8 Spirit levels 2
The Bidder shall provide proof of evidence of ownership of the equipment
d. Site Visits
The constructor should provide evidence as part of the supplier response to confirm that they have visited the proposed site and appropriately budgeted and planned for all additional requirements (including time)
e. Workplan
i. Supplier is expected to provide a detailed work plan which includes mobilization and temporary works, e.g., site hoarding, scaffold and signage, inspection dates, milestones for payment and quality processes.
ii. Suppliers are encouraged to indicate timelines for quality procedures e.g. curing of concrete
iii. Workplans should also include milestones for inspection e.g. steel re-enforcing and formwork before casting concrete
iv. The work plan should be included in the Bidder Response Document.
v. An example Workplan layout is below, suppliers should use a similar format.
NO WORK ITEM DURATION
(Days) MONTH 1 MONTH 2 MONTH 3
W1 W2 W3 W4 W1 W2 W3 W4 W1 W2 W3 W4
1 Preliminaries
2 Temporary structures
3 Mobilisation
4 Substructures
5 Superstructure
6 Roof
7 Finishing
8 Handover / completion date
f. Method Statement
i. It is expected that suppliers should provide a Method Statement as part of their response and should as a minimum include the following content:
- Brief description of the works, task or process
- Start and completion dates
- Site contact details including an emergency contact
- Summary of known hazards and control measures to mitigate
- Personal protective equipment (PPE) that is mandated for labourers to wear for the duration of the project
- Applicable environmental or quality procedures
- Statement of actions that must be taken to ensure the tasks can be performed safely
- Total lead time
- Mobilization and procurement/sourcing of materials. In particular provide information about supplier selection, transportation requirements and recognition of site-specific constraints to be overcome e.g. rocky ground).
ii. Method statement for site safety protocol should include as a minimum:
1. Protection of site, staff and visitors
2. Health and safety on site
3. Signage
4. Traffic calming
5. Incident reporting.
g. Drawings, Bill of Quantities and Specifications
i. Suppliers should familiarise themselves with all the documentation (drawings and bill of quantities (BOQ) for the works) provided to ensure their priced bid is in accordance with the designs, BOQ and specifications
PART 3 – BIDDER RESPONSE DOCUMENT
1. INTRODUCTION
This document MUST BE USED by Bidders wishing to submit a bid. It is linked into 5 sections detailed below:
• Section 1 – Essential Criteria
• Section 2 – Capability & Sustainability Questions
• Section 3 – Commercial Questions
• Section 4 – Bidder Submission Checklist
• Schedule 1 – Terms & Conditions of Bidding
The Bidder is required to sign a copy of the Checklist in Section 5 as part of their submission.
2. INSTRUCTIONS
Within each section, there are instructions providing guidance to the bidder on what information is required. This guidance details the MINIMUM requirements expected by SCI. If a Bidder wishes to add further information, this is acceptable but the additional information should be limited to only items that are relevant to the tender.
For the avoidance of doubt, bidders are required to complete all items within the Bidder Response Document unless clear instruction is provided otherwise.
If a Bidder does not complete the entire Bidder Response document, their submission may be declared void.
If a Bidder is unable to complete any element of the Bidder Response Document, they should contact Save the Children by using the contact details provided for guidance.
By submitting a response, the bidder confirms that all information provided can be relied upon for validity and accuracy.
SECTION 1 - ESSENTIAL CRITERIA
INSTRUCTIONS – Bidders are required to complete all sections of the below table.
Item Question Bidder Response
1 Supplier accepts Save the Children’s ‘Construction Contract’ included within Section 4 of this pack and that any work awarded from this tender process will be completed under the ‘Construction Contract also found in Section 4 of this pack’.
Yes / No Comments / Attachments
2 The Supplier and its staff (and any sub-contractors used) agree to comply with SCI and the IAPG’s policies and code of conduct listed in Section 4 of this document, throughout this process and during the term of any future contract awarded.
Yes / No Comments
3 The Supplier confirms it is not linked directly or indirectly to any terrorism-related activity and does not sell any Dual Purpose goods/services that may be used in the terror-related activity.
Yes / No Comments
4 The Supplier confirms they are not a prohibited party under applicable sanctions laws or anti-terrorism laws or provide goods under sanction by the United States of America or the European Union and accepts that SCI will undertake independent checks to validate this.
Yes / No Comments
5 The Supplier confirms it is fully qualified, licensed and registered to trade with Save the Children (including compliance with all relevant local Country legislation).
This includes the Supplier submitting the following requirements (where applicable):
- PACRA certificate
- Valid vat/tax clearance certificate
- Company valid practising license from Engineering Institute of Zambia (EIZ)
- Company valid practising license from Engineering Registration Board (ERB)
- Valid NCC certificate class B grade 6 or better
- ZPPA certificate
- CEEC certificate
- Health and Safety profile Yes / No Comments
Requirement Bidder Response / Attachments
Legitimate Business Address
Tax Registration Number & Certificate
Business Registration Certificate
Trading License
6 The Supplier confirms that it vets its staff, suppliers and sub-contractors against sanctions lists (e.g. UK Treasury’s list of financial sanctions targets, EC’s list of persons and entities subject to financial sanctions etc.)
Yes / No Comments
7 The Supplier confirms it complies with all export controls or will advise Save the Children of any relevant export controls or licensing requirements.
Yes / No Comments / Attachments
8 The Supplier confirms that they have provided at least three references for projects of a similar nature to that which is included in this tender.
References must be from projects within the last two years.
(Note details of the references and referees are requested in the following section of this response document)
Yes / No Comments / Attachments
9 The Supplier has provided a certificate or other relevant national registration bodies – e.g. class registration, ministry of works, housing and infrastructure relevant to the project
Yes / No Comments / Attachments
10 All of the above requirements also apply to any sub-contractors used by the Supplier, and any Joint Ventures.
Yes / No Comments / Attachments
11 The Supplier has completed a pre-tender site inspection certificate and attached a proof of visit.
Proof of visit must be signed by an SCI colleague at the time of the site inspection by the Supplier.
Yes / No Comments / Attachments
12 The Supplier provides bid security / a bank guarantee relevant to the project
Yes / No Comments / Attachments
SECTION 2 – CAPABILITY QUESTIONS
Instructions – Bidders are required to complete all sections of the below table.
Item Question Bidder Response
1 REFERENCES
Supplier shares three examples/references, during the last two years, of their experience in providing construction services similar to those requested within this tender.
Note – site visits may be requested by Save the Children to verify the references.
1) Client Name
2) Contact Details (Name & Email)
3) Project Description
2 EQUIPMENT
The supplier confirms that they have access to the essential equipment detailed in the ITT. Suppliers should confirm whether they own the equipment or whether they intend to rent/hire the equipment.
If the Supplier owns the equipment, proof of evidence should be provided.
Bidder Response Attachment(s)
3 RESOURCES & STAFF
Supplier to a summary of the colleagues (and sub-contractors) who will be working on the project.
A Curriculum Vitae (CV) should be submitted for all colleagues (and sub-contractors) used on the project, including a copy of the certificate of membership to any national bodies. The CV should be signed by the colleague.
Bidder Response Attachment(s)
4 ADDED VALUE
Supplier demonstrates their key strengths, attributes and any unique selling points which are relevant to this tender and may be of interest to Save the Children.
Examples may include:
1) previous experience with Save the Children
2) Ownership of specialist tools and equipment required for the job
Bidder Response Comments
5 FINANCIAL STRENGTH
Supplier to provide a Profit and Loss Statement for the last 2 full years and Bank statement (6 months)
Bidder Response Comments
6 WORK PLAN
Supplier to provide sufficiently detailed Workplan for the project which outlines the overall project duration and includes the following:
- Lead Time
- Mobilisation
- Inspection Dates
- Curing
- Quality Assurance Processes
- Milestone Payments
Bidder Response Attachment(s)
7 METHODOLOGY
Supplier to provide a Methodology providing adequate detail on how they propose to deliver the project to meet the minimum requirements set out in the ITT Document.
Bidder Response Attachment(s)
8 QUALIFICATIONS
Bidder confirms (and provides evidence) that they can supply the following project roles with the specified experience and capabilities for the specific project:
Site Agent: at least a Bachelors Degree in Civil Engineering with at least three (3) years of proven experience in Works of similar nature.
Site Foremen: with at least a Foremanship Certificate or certificate in Construction Technology from the National Construction Industry Council (NCIC) or Ministry of Works Training Institution and Five (5) years’ experience in similar works;
All other skilled personnel as required (e.g. Carpenter, Stabilised soil block expert, Site safety agent)
The supplier confirms that all personnel performing project critical roles (site foreman, site agent etc.) can read and write in the national speaking language.
The above roles can be performed by one person
Bidder Response Attachment(s)
9 SUSTAINABILITY
- Bidder confirms the use of locally sourced materials. (attach previous orders from local businesses)
- Bidder confirms workers employed are from the local community.
Bidder Response Attachment(s)
SECTION 3 – COMMERCIAL QUESTIONS
PRICING SUBMISSION
OTHER COMMERCIAL CONSIDERATIONS
Duration for which pricing can be fixed
SECTION 4 – BIDDER SUBMISSION CHECKLIST
We, the Bidder, hereby confirm we have completed all sections of the Bidder Response Document:
No Section Please Tick
1. Section 1 – Essential Criteria
2. Section 2 – Capability Questions
3. Section 3 – Commercial Questions
We, the Bidder, confirm we have uploaded all of the required information and supporting evidence:
Section Required Document / Evidence Please Tick
Essential Criteria Evidence Proof of legitimate business address
Copy of tax registration number & certificate
Copy of business registration certificate
Copy of Trading License
Certificate or other relevant registration from national bodies (e.g. ministry of works).
Capability Criteria Evidence Completed Bidder Response Document
Supporting Financial Documents
Work Plan Proposal
Methodology Proposal
Financial Accounts
Organogram and Key Staff CV’s
Commercial Criteria Evidence Completed Bidder Response Document
Descriptive list of required documents:
i. Pacra certificate
ii. Valid vat/tax clearance certificate
iii. Company valid practising license from Engineering Institute of Zambia (EIZ)
iv. Company valid practising license from Engineering Registration Board (ERB)
v. bid security / a bank guarantee relevant to the project
vi. Qualifications of key personnel
vii. Tools and Equipment
viii. Past experience
ix. Power of Attorney
x. Validity of the bid
xi. Delivery period
xii. Litigation status
xiii. Site visit certificate
xiv. Valid NCC certificate class B grade 6 or better
xv. Profit and Loss Statement for the last 2 full years and Bank statement (6 months)
xvi. ZPPA certificate
xvii. CEEC certificate
xviii. Health and Safety profile
We, the Bidder, hereby confirm we comply with the following policies and requirements:
Policy Policy / Document Signature
Terms & Conditions of Bidding
Terms & Conditions of Purchase
Child Safeguarding Policy
Anti-Bribery & Corruption Policy
Human Trafficking & Modern Slavery Policy
Protection from Sexual Exploitation & Abuse
Anti-Harassment, Intimidation & Bullying Policy
IAPG Code of Conduct
We confirm that Save the Children may in its consideration of our offer, and subsequently, rely on the statements made herein.
1. Bidder’s Legal Name:
2. Supplier legal name:
3. Supplier Country of Registration:
4. Supplier’s Year of Registration:
5. Supplier’s Legal Address in Country of Registration:
6. Supplier’s Authorized Representative Information
Name:
Address:
Telephone/Fax numbers:
Email Address:
Signature:
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Name:
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Title:
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Company:
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Date:
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