FUNDING: APEFE
Association for the Promotion of Education and Training Abroad
Tender Document (TD)
Tender N°L-RW102 – 002/2021
Supply, installation and testing of Shoe making and leather works equipment for Gakoni TVET School
For the “Workplace Learning Support Programme”
OPEN PUBLIC TENDER
SPECIAL CONDITIONS OF THE CONTRACT
Kigali, March 2021
INVITATION FOR BIDS (IFB)
Supply, installation and testing of Shoe making and leather works equipment for Gakoni TVET School
Tender N°L-RW102 – 002/2021
Funding: APEFE
Date of advertisement launch: 12/03/2021
The client intends to apply a portion of its financial support to execute the Tender N° L-RW102 – 002/2021 for Supply, installation and testing of Shoe making and leather works equipment for Gakoni TVET School and which the present Tender Document (DAO) is issued.
| Marie-Pierre NGOMA | Faustin MWAMBARI | Faustin KARASIRA |
| Programme Administrator APEFE Rwanda | Programme Director MIFOTRA | Delegate to co-management
PSF |
STATUS AND MISSION OF APEFE
The Association for the Promotion of Education and Training Abroad (APEFE) is a Belgian non- profit making association which has the following objectives:
For more information on Procuring Entity we invite you to visit the website: www.apefe.org
In Rwanda, APEFE, under the financial support of DGD (Belgian Directorate General for Development Cooperation), in partnership with the Ministry of Public Service and Labour (MIFOTRA) and the Private Sector Federation (PSF), is implementing a multiannual programme PPA 2017-2021 with the following specific objective: “Young Rwandan women and men access an inclusive and equitable quality alternating training in the trades of food processing, fashion, and beauty, and responding to the skills needs of the growing Rwandan economy”.
This tender document is composed of four sections below:
SECTION I: INSTRUCTIONS TO BIDDERS (ITB) AND EVALUATION CRITERIA
1.1 This tender is related to the purchase and installation of new school’s equipment and most current models in the framework of the “Workplace learning support Programme”.
1.2 The call for tender is launched as a single lot for the Supply, installation and testing of Shoe making and leather works equipment for Gakoni TVET School. The lot is indivisible.
1.3 In this tender document, the following terms, bid and offer are synonymous, the term «day» means a calendar day.
This is an open public tender.
3.1 The Procuring Authority is: APEFE (Association for the Promotion of Education and Training Abroad).
3.2 The “Workplace Learning support programme”, represented by Mrs Marie-Pierre Ngoma, Programme Administrator, will award and execute this tender under the financial support of APEFE.
3.3 Gakoni TVET school located in Gatsibo District will receive the supply, installation and testing of this equipment as a final destination.
All bidders, suppliers, and contractors, their subcontractors and the procuring entities representatives, are required to observe the highest standard of ethics during the procurement and execution of such contracts.
5.1 Participation is open on equal conditions to all companies or persons fulfilling the requirements to public tenders in accordance with the APEFE regulations.
5.2 This criterion shall also apply to the proposed subcontractors or suppliers for any part of the Contract including Related Services.
6.1 The bid shall comprise the following documents:
6.2. The Bidder shall bear all the costs related to the preparation and submission of his/her bid.
The Bidder shall submit the Bid Submission Form using the form provided in Section IV Bidding Forms. This form must be completed without any alterations to its format, and no substitutes shall be accepted. All blank spaces shall be filled in with the requested information.
9.1 Before the deadline for submission of bids, on its own initiative or in response to bidders’ concerns, the Procuring Authority may modify the bidding document by issuing an addendum.
9.2 Any addendum issued shall be part of the bidding document and shall be communicated to interested bidders who had received the Bidding Document. To give prospective Bidders reasonable time in which to take an addendum into account in preparing their bids, the Procuring Authority may at its discretion, extend the deadline for the submission of bids.
The Bid, as well as all correspondence and documents relating to the bid exchanged by the Bidder and the Purchaser, shall be written in French or English.
11.1. The price to be quoted in the Bid Submission Form shall be the total price of the bid excluding any discounts offered, with Schools office as the final destination of the equipment to be supplied, Installed and testing.
11.2 The Bidder shall quote any unconditional discounts and indicate the method for their application in the Bid Submission Form.
11.3 All the duties, levies and taxes payable by the bidder in the framework of the present tender shall be included in the prices and in the total amount of the bid submitted by the bidder.
11.4 The price of the bid submitted by the bidder shall be final and fixed during all the duration of the execution of the contract by the bidder and shall, in any way whatsoever, be changed. A bid that includes a clause for the modification of prices shall be considered noncompliant and shall be rejected.
11.5 The prices of the present contract shall be in Rwandan Francs (RWF) and shall be VAT included.
12.1 The bids shall remain valid for ninety (90) days with effect from the date of the opening of bids.
12.2 A new deadline of ninety (90) days shall enter into force with effect from the date of the price negotiation and contract signature between the bidder and the Procuring Entity.
13.1 The Bidder shall prepare an original of the documents comprising the bid and clearly mark it “ORIGINAL”. In addition, the bidder shall submit copies of the bid and clearly mark them “COPY”. In case of any discrepancy between the copies and the original, the original shall prevail.
13.2 The original and all copies of the bid shall be printed, stamped and signed by the bidder or by a person dully authorised to sign on the behalf of the bidder.
13.3 Any interlineation, erasures or overwriting shall be valid only if they are signed or initialled or signing the bid
14.1 The bids cannot be submitted via APEFE E-mail but, should be handed in physically to the Procuring Entity in an open session on the date and time indicated in the Tender Document.
14.2 Each bidder shall put the original and copies in separate envelopes bearing the word “ORIGINAL” or “COPY” depending on each case. These envelopes shall then be placed in an outer envelope which shall also be sealed and stamped.
14.3 The envelopes containing the original and copies of bids shall be included in one single envelope:
14.4 If all the envelopes are not sealed nor marked, as it is requested, the Contracting Authority shall not be responsible for any loss or premature opening of the bids.
14.5 If the outer envelope bears the identity of the bidder, the Contracting Authority has the right to reject such bid.
15.1 The bids must be received on the date and time as in the Tender Document and the Contracting Authority shall not consider any bid that arrives after the deadline for submission of bids and does not have right to accept nor to receive them.
15.2 The Contracting Authority may, if deemed necessary, extend the date for the submission of bids by amending the Tender Documents, whereby all rights and obligations of the Contracting Authority and of bidders shall be governed by the new deadline.
The Contracting Authority shall proceed to the opening of the bids on 12/04/2021 at 10:30 AM in the APEFE boardroom, and shall make a report of the bid opening session. The opening session shall be in public if the COVID-19 preventions measures taken by the Government of Rwanda allow.
The information related to the examination, evaluation, comparison and post-qualification of bids and recommendation of the contract award, shall not be disclosed to bidders or any other person officially concerned with process until the publication of the contract award.
The Contracting Authority shall examine the bids to confirm that all requested documents and technical documentation have been provided and are complete to determine the completeness of each document submitted.
In case any of these documents or the information is missing, the bid shall be rejected:
19.1 The Contracting Authority shall evaluate each bids if it is substantially compliant with the essential requirements as specified in the tender document.
19.2 The Contracting Authority shall compare all substantially compliant tenders to determine the highest evaluated bid.
The Contracting Authority reserves the right to accept or reject any bid, and to terminate the tendering process and to reject all bids, at any time before the award of the contract, without thereby incurring any liability towards the bidders.
In a such situation, the Procuring Entity is required, vis-à-vis the bidders, to justify its decision.
The Contracting Authority shall award the contract to the bidder whose bid has been evaluated as the best according to the evaluation criteria detailed in point 26.2, provided that the bidder is qualified for the implementation of the contract in a satisfactory manner.
At the time of the award of the contract, the Contracting Authority reserves the right to increase or decrease to 10%, the quantity of the supplies and related services originally specified in the tender document, without any modification of the unit prices or any other conditions of the bid and the tender document.
23.1 Before the expiry of the bid validity period, the Contracting Authority shall notify the successful and unsuccessful bidders of the provisional outcome of the bid evaluation. If need be, unsuccessful bidders have right to lodge their claims within 7 days before the contract is signed with the successful bidder.
23.2 The letter of the award of the contract shall specify in case of need, the corrections to be carried out on the amount of the initial bid of the provisional winner bidder. If the bidder does not accept the corrections thus effected, his/her bid shall be rejected.
23.4 Upon the signature of the contract, the procuring Entity shall finally notify other bidders that their bids were not successful.
24.1 As soon as possible after the notification, the Procuring Entity will send the successful Bidder the Contract Form.
24.2 Within seven (7) days upon receipt of the Contract Form, the successful bidder will sign, date and return it to the Procuring Entity.
24.3 In case the tender form is not sent back to the Contracting Authority due to reasons of the force majeure, the bidder shall not be committed by his/her bid if the latter can justify it to the satisfaction of the Contracting Authority.
The execution of all the deliverables and services related to the present Tender Document must be carried out within a maximum deadline of ninety (90) days, with effect from the date of the contract signature.
26.1 The evaluation of the offers will be done in accordance with the three stages below of which the first two is eliminatory:
The Procuring Entity shall evaluate each bid that has been determined up to this stage of the evaluation, to be substantially responsive.
26.2 Only bids that respond to the first two steps will be analysed in Step 3 based on the criteria and weighting below:
NB:
– The warranty period / after-sales service
– The equipment offered must be suitable for the user’s requirements and the intended use
A Manufacturer’s authorization is required for item 13
Technical documents
Financial Documents
26.3 The adjustment for correction of arithmetic errors in accordance with the Tender Document.
26.4 The price adjustment due to discount offered in accordance with the Tender Document.
26.5 The procuring Entity may consider other factors such as characteristics, performance, duration of the warranty, duration of the after sale services, and terms and conditions of purchase of the goods and related services.
SECTION II: TECHNICAL SPECIFICATIONS
The Supplies and related services shall comply with the following specifications and standards. TECHNICAL SPECIFICATIONS OF EQUIPMENT FOR GAKONI TVET SCHOOL
| ITEMS No | DESCRIPTION | UNIT | QUANTITY |
| Shoe making and leather works equipment for Gakoni tvet school | |||
| 1
|
Cutting table
Application: leather cutting Size: 2m × 1.2 m Height: 70 – 90 Cm Surface material: Wood Frame Material: Stainless/Mild Steel Surface Finish: Coated with varnish Table Thickness: 10-15mm Shape: rectangular |
Pc | 2 |
| 2
|
Revolving punch tool for belts
Material: Steel, Measurement system: Imperial (Inch) Power assist Handle Material: With PVC dipped handle Surface Treatment: Chrome plated finish, Anti Rust; Size: most popular as mm or 5/64 inch, 2.5 mm or 3/32 inch, 3 mm or 1/8 inch, 3.5 mm or 9/64 inch, 4 mm or 5/32 inch, 4.5 mm or 11/64 inch Applied to leather belts With all accessories ready to be used |
Pc | 2 |
| 3
|
Wallet riveting machine
Rivet head diameter Φ6-15mm Rivet diameter Φ3-5mm Rivet length 3-12mm Throat depth 130mm Speed: 50-80times/minute Voltage 220V 50Hz Phase: Single Production Capacity: 50-80 times/min |
Pc | 1 |
| 4
|
Cobbler Pliers, Leather craft Plier for Shoemaking
Set of 3 pliers suitable for shoe mending 1 small, 1 medium and 1 large size Material: hardened steel |
Set | 5 |
| 5
|
Pedestal Grinding stone machine
Application to materials of: Rubber, Plastic, Genuine Leather, Artificial Leather; Speed: minimum 2500 rpm, Wheel diameter: 180mm minimum Voltage 220V/50Hz With all accessories ready to be used |
Pc | 1 |
| 6
|
Bench Grinding stone machine
Application to materials of: Rubber, Plastic, Genuine Leather, Artificial Leather; Speed: minimum 2500 rpm, Wheel diameter: 180mm minimum Voltage 220V/50Hz With all accessories ready to be used |
Pc | 2 |
| 7
|
Slot machine with
Alphabet and Number Leather Stamp Sets (accessories)
Material: Metallic Stock mold type: mold letters numbers and symbols Letter molds: capital letters and lowercase letters Application: leather stamping, Features: Free combination of letters, numbers, symbols, patterns Product Size: The font thickness of about 7.8mm, fixture thickness 12mm Engraving Depth: font engraving depth up to 2.8mm T slot stamping machine*1piece 10cm copper T slot*1 pieces (A-Z) *3 different shape pieces (a-z)* 3 different shape pieces (0-9)* 3 different shape pieces (@#$&+-*/().;:?!)*2 pieces Space *3 pieces Exquisite packing boxes With all accessories ready to be used |
Pc | 1 |
| 8
|
Closed shoes last for men
Material: Plastic Application: children, women and men sandals 1 pair, customized Size: 39-48 |
Set (pair) | 10 |
| 9
|
Closed shoes last for children and adult ladies
Material: Plastic Application: children, women and men sandals 1 pair, customized Size: 23-40 |
Set (pair) | 18 |
| 10
|
Sandal last for adult ladies
Material: Plastic Application: for women sandals 1 pair, customized Size: 35-42 Women |
Set (pair) | 8 |
| 11
|
Sandal last for men
Material: Plastic Application: for men sandals 1 pair, customized Size: 35-42 Women, 40-45 for men |
Set (pair) | 6 |
| 12
|
Skiving machine
Knife Speed:> 1220 RPM Adjustable skiving speed knife Axial Displacement 30mm Skiving Width adjustable 10-50mm Built in blade sharpener Voltage: 220V/50Hz With power stand The machine should include all necessary Components installed and ready to sew |
Pc | 1 |
| 13
|
Sewing machine for shoe leather
Max. sewing speed: > 4,000 sti/min Max. stitch length: >5mm Presser foot – by knee: 13mm Needle: #16 to # 23 Application: Heavy-weight Voltage: 220V/50Hz Maximum power: 1Kw The machine should include all necessary components installed and ready to sew |
Pc | 12 |
| 14
|
Portable drawing boards
Size: A3 Compass plotting scale Graduation with markings for format and paper margin Profile for smooth straight edge movement. “L” system for full use of the upper edge of the ruler when working at the bottom of the paper Ergonomic grip with push button stop and go mechanism; Free running mechanism Magnetic clamping rail with holes for control of paper margin Stable board made of impact proof plastic Additional locking facility Protractor with inverse scale All with college case
|
Pc | 30 |
| 15
|
Shoe oven machine
Temperature up to 250℃ Minimum inside dimension 300*400*600(mm) Voltage: 220V/50HZ Power: 2.5kw (maximum) The machine should include all necessary components installed and ready to sew |
Pc | 1 |
| 16
|
Shoe making pliers
Use: shoe making, repair Material: Steel, Stainless Steel Handle Material: Soft Plastic At least 3 different types and sizes |
Pc | 10 |
| 17
|
Glue brush for shoes
Hair material: boar bristle, horsehair, nylon Color: black or white Handle material: plastic or wooden Shape: round tip and flat mixed |
Pc | 10 |
| 18
|
Anvil
Application: shoe making Material: steel or aluminum alloy Weight: 5 to 20KG |
Pc | 3 |
| 19
|
Zig zag scissor
Application: leather cutting Material: Stainless steel Handle: metal or plastic Cutting length: 10 cm minimum |
Pc | 5 |
| 20
|
Hammer
Application: leather craft hammer Shape: cylindrical Head material: wooden Handle Material wood Weight: 200g maximum |
Pc | 4 |
| 20
|
Hammer
Application: leather craft hammer Head shapes: Blocking, Ball peen, claw and cross peen pin hammer (2 each) Head material: Steel Handle Material steel with plastic, fiber glass or wood Weight: < 1kg
|
Pc | 8 |
| 21
|
Hot Melt Glue Machine (hot glue gun)
Type: handheld Preheat time: 4min (maximum) Glue flow: 8g/min (minimum) Temperature range: 50 to 2000C Voltage: 220V/50Hz Maximum power: 50 watts Cable length: Minimum 80 cm |
Pc | 2 |
| 22
|
Leather Cutting Knife
Application: leather carving Blade Material: Stainless Steel The handle Material: wooden or plastic
|
Pc | 15 |
LIST OF GOODS AND DELIVERY SCHEDULE
The successful bidder will deliver the following goods according to the requirement below.
The incoterms to be used DDP 2020 to the final destination as follows including installation and testing of the equipment.
Gakoni TVET school located in Gatsibo District will receive the supply, installation and testing of the equipment as a final destination.
Notice:
SECTION III: GENERAL ADMINISTRATIVE CLAUSES (GAC)
If the Contracting Authority realises that the supplier has been involved in corruption practices, fraudulent activities, collusion, coactive or obstruction practices during the tendering process or the execution of the contract, the Contracting Authority may, 7 days following a notice to the supplier, terminate his/her contract.
2.1 Any notice letter sent to either party by the other under the contract, must be addressed in writing to the address specified in the letter of invitation to tender.
2.2 A notification takes effect on the date it is delivered or on its effective date.
The Contract shall be governed and interpreted in conformity to the APEFE Regulations.
4.1 The Procuring Entity and the bidder will make every effort to settle amicably, through direct and informal negotiations, any disagreements or disputes between them or in relation to the present contract.
4.2 If, beyond fifteen (15) days, the two parties fail to resolve the disagreement through mutual consultations, the Contracting Authority or the Supplier, may notify the other his/her intention to resort to the arbitration procedure. Any dispute or disagreement for which a notification to initiate the arbitration procedure has been served shall finally be resolved by arbitration. The arbitration procedure may start before or after the delivery of the Supplies related to the contract.
The supplies and related services shall be those that are indicated in Section II/Technical Specifications and standards and the forms specifying quantities, prices and the deadline for the goods delivery as indicated in Section IV.
The delivery of the supplies and the completion of related services shall be carried out in conformity to the delivery schedule and price calendar as indicated in the bill of quantities templates specifying quantities, prices and delivery schedules.
7.1 The prices quoted by the supplier for the delivered supplies and for related services under the framework of the present contract shall not be different from the prices indicated by the supplier in his/her bid, with exception to the discount prices resulting from the negotiations after provisional award of the contract.
7.2 The prices of the bids shall include all the elements necessary for execution of the contract, without any exception or reservation, in conformity to the technical specifications and the administrative clauses of the present specific conditions. All the costs of the patents, licences or the software related to the utilisation of the equipment shall be considered to be included in the amount of the bid by the bidder.
7.3 All the necessary specified accessories of the equipment shall be an integral part of the contract in such a manner as to execute the contract in its entirety without any exception or reservation.
8.1 The supplier shall present his/her request for payment in writing to the Contracting Authority, accompanied by a single invoice in three (3) copies describing in an appropriate manner, the supplies delivered and related rendered services.
8.2 The invoice shall be established in the name of: APEFE RW102-002/2021, Kigali, Rwanda.
The sums due to the successful tenderer will be paid by check by the contracting authority. The invoice will be accompanied by the list of services and / or the purchase order and must carry the following mentions:
– Date of issuance,
– Number of the invoice,
– Title of the tender,
– N° of the tender,
– Identification of the items
Certified sincere and true to the sum of…………………………………………………………………
8.3 The payments owed to the supplier shall be made by the Contracting Authority within seven (7) days with effect from the reception of the supplies upon presentation of the invoice or the request for payment by the supplier, and after its acceptation by the Contracting Authority.
8.4 The payments related to the present contract shall be made to the supplier in Rwandan Francs (RWF), in conformity to the currency in which the prices were quoted.
8.5 In the event that the Procuring Entity does not make a payment due on its due date, the Procuring Entity will be obligated to pay penalties per calendar day of 1/1 000 of the amount of the contract until full payment of the price, whether before or following a judgment or arbitration sentence.
The supplier shall entirely be responsible for all levies, duties, patents and taxes payables within and without Rwanda.
The present tender shall not be subcontracted.
The Supplier shall package all the supplies in the required manner so that they do not incur any damage or deterioration during their transport to their final destination.
The responsibility on the transport of the supplies shall be made by the supplier up to their indicated final destinations.
13.1 The equipment must be new, in an excellent state and in working conditions. Before or at the time of their reception, the Procuring Entity shall carry out quality control in form of inspection and tests.
13.2 The modalities for carrying out these inspections and tests shall be mutually agreed upon between the Procuring Entity and the supplier.
13.3 The inspections and tests may be carried out in the premises of the supplier at the delivery point and/or instead of the final destination of the supplies.
13.4 The supplier agrees that carrying out the inspection/test on the supplies, or the presence of the Contracting Authority representative does not discharge the supplier’s obligation to fulfil his/her obligations including warranty among others as specified in the Tender Document.
14.1 Except in case of a force majeure duly proved, the late delivery penalties per calendar day shall be 1/1 000 of the amount of the contract, until the delivery of the supplies or effective implementation of the services stipulated in the contract.
14.2 The Contracting Authority may also terminate the Contract.
15.1 The supplier guarantees that the supplies are new and have never been used, that they are the latest or most current model, and that they include all the latest improvements in design, safety and materials.
15.2 The supplier shall in addition guarantee that the supplies shall be exempted from any defaults in the production of materials, which may be used in Rwanda.
15.3 The guarantee shall remain valid during the entire duration indicated in the bid of the supplier, following the delivery of all or part of the supplies to indicated schools.
15.4 The Contracting Authority shall notify any claim to the supplier, within stipulated deadlines following the realisation of defaults, and by providing the proof of evidence available. The Contracting Authority shall offer the Supplier the possibility of reasonable time to inspect the said defaults.
15.5 Upon receipt of such a claim, the supplier will promptly repair or replace, within ten (10) days, the defective supplies or parts at no cost to the Procuring Entity.
If the supplier, after being notified, does not remedy the defect within the time limits prescribed above, the Procuring Entity may undertake, within a reasonable period of time, at the risk and expense of the supplier, any recourse action necessary, without prejudice to other remedies available to the Procuring Entity to the supplier under the contract.
Except in case of serious negligence or intentional fault:
17.1 The supplier shall not be subject to penalties or termination of the contract for non-performance if and to the extent that its delay or failure to perform its obligations under the Contract is due to a case of a force majeure.
17.2 For the purposes of this Clause, “Force Majeure” means an event beyond the control of the supplier that is not attributable to its fault or negligence and is unforeseeable and unavoidable. Such events may include, but are not limited to, the Procurement Entity’s acts of state sovereignty wars and revolutions, fires, floods, epidemics, quarantine and quarantine measures, and embargo on freight.
17.3 In case of a force majeure, the supplier shall promptly notify the Contracting Authority of the existence of such events and his/her motives. Subject to contrary instructions, in writing, the Contracting Authority, the supplier shall continue to be bound by their contractual obligations as far as possible, and shall endeavour to continue to fulfil his/her obligations for which the execution shall not have been hindered by the case of a force majeure.
18.1 The Contracting Authority may at any moment ask the supplier, through a notification letter, to effect amendments on the place of delivery.
18.2 The place of delivery shall always be as indicated. For that matter, the modification shall not lead to any augmentation or reduction of the cost or the time necessary for the supplier to execute the entire contract.
18.3 The prices quoted by the supplier in exchange of the delivery of all related services that may be necessary but which do not appear in the contract shall be agreed upon in advance by the two contracting parties and shall not exceed the amount of the contract quoted by the supplier.
18.4 Considering the above provisions, any variation or modification will be made under the terms of the contract in a written amendment signed by both parties.
19.1 If at any time during the execution of the contract, the supplier encounters any situation that may hinder him/her from delivering the related services within the stipulated deadline, the supplier shall immediately notify the Contracting Authority of the delayed delivery and this shall be done in writing stating the delivery schedule.
19.2 As soon as possible following the reception of the notification of the supplier, the Contracting Authority shall evaluate the situation and may, at his/her discretion, agree or extend the schedule given and the prorogation may be ratified by means of an additional clause to the contract.
19.3 With the exception of the case of a force majeure stipulated in Clause 17 of the General and Administrative Conditions of the Contact, delay on the part of the supplier in the execution of his/her obligations shall expose him/her to the application of one or several penalties provided for in the Clause 26 of the GACC, unless if the prorogation of the deadline have been granted to him/her in virtue of the Clause 4 of the GACC.
20.1 Termination of the contract for non-execution
iii) If the Supplier has been involved in acts of corruption, fraudulent manoeuvres, collusive or coercive, practices, during the stage of his/her selection or during the execution of the contract.
20.2 Termination of Contract due to bankruptcy
The Contracting Authority may at any time terminate the contract by a written notification addressed to the Supplier if the latter is declared bankrupt or becomes insolvent.
In this case, the termination of the contract shall be carried out without any compensation to the supplier, with the understanding however that this termination of the contract shall neither prejudice nor affect any of the rights or measures that the Contracting Authority holds or shall subsequently hold.
Unless otherwise agreed in writing by the other party, neither the Procuring Entity nor the Supplier will assign, in whole or in part, its contractual obligations to any third party under the Contract.
SECTION IV
SUBMISSION AND CONTRACT FORMS
BIDDER INFORMATION FORM
[The Bidder shall fill in the following table in conformity to the instructions in brackets. the table cannot be modified. No substitution shall be accepted.]
Date: [insert the date (day, month year) of the submission of the bid]
Tender N°: [insert the number of the tender]
Page ________ of_ ______ pages
| 1. Name of the bidder: [insert legal name of the Bidder] |
| 2. In case of a joint venture, names of all members: [insert the legal name of each member of the joint venture] |
| 3. Current or projected country of the registration of the Bidder: [insert the current or expected country of registration] |
| 4. Year of registration: [insert the year of registration] |
| 5. official address of the Bidder in the country of registration: [insert the legal address in the Bidder in the country of registration] |
| 6. Information on the representative duly competent to represent the Bidder:
Name: [insert the name of the representative of the Bidder] Address: [insert the address of the representative of the Bidder] Telephone/Fax numbers: [insert the telephone/facsimile number of the representative of the Bidder] E-mail address: [insert the electronic address of the representative of the Bidder] |
BID SUBMISSION FORM
[The Bidder fills the letter below in conformity to the instructions in brackets. The format of the letter must not be changed. No substitution shall be allowed.]
Date: [insert the date (day, month, year) of the submission of the bid]
Tender N .: [insert the tender number of the Bids]
To: [insert the full name of the Contracting Authority]
We, the undersigned certify that:
Discounts: If our bid is accepted, the following discounts shall be offered: [indicate in details the discounts offered, in case of need, the article(s) of the (or the quotation (s) of prices to which it/they apply];
Name of the Beneficiary Address
Reason Amount
(If no sum has been paid or if it should not be paid, mention “nil”).
Name [insert the of the full name of the person signatory to the bid]
In my capacity as [indicate the capacity of the signatory]
Signature [insert the signature]
Duly authorized to sign the bid for and on behalf of [insert the full name of the Bidder]
On the date of _______________________________ day [Insert the date of the signature
BILL OF QUANTITIES, PRICES AND DELIVERY SCHEDULE
[The Bidder must complete this bill of quantities, price, and delivery schedule forms in accordance with the instructions below. The list of items in column 1 should be identical to the list of related supplies and services provided by the Procuring Entity as in the Tender Document.]
Invitation to Tender No: [insert Tender Notice No.]
| ITEMS No | DESCRIPTION | UNIT | QUANTITY | UNIT RATE | TOTAL AMOUNT |
| Shoe making and leather works equipment for Gakoni TVET school | |||||
| SUMMATION (VAT excluded) | |||||
| VAT (18%) | |||||
| SUMMATION (VAT included) | |||||
NB: Maximum Delivery period for Goods and Completion of the Related Services including installation and testing of equipment should be 90 days
Total cost will cover delivery, installation and testing of equipment.
SECTION V: BIDDING FORMS
BID AGREEMENT (ACCORD DE MARCHE)
[The successful bidder fills in this Bid Agreement as indicated in italics].
UNDER THIS BID AGREEMENT, entered into [date] _____ day of [month] ______ of [year] ____ BETWEEN
(1) [insert the full legal name of the Procuring Entity] ________ of [insert the full address of the Procuring Entity] ____________ hereinafter referred to as the “Procuring Entity”) on the one hand, and
(2) [Insert the full legal name of the Supplier] ___________ of [insert Supplier’s full address] ______________ (hereinafter referred to as “Supplier”), on the other hand:
WHEREAS the Procurement Entity has issued a call for tender for certain supplies and related services, namely [insert a brief description of the Supplies and Related Services] _____________ and has accepted an offer from the supplier for the delivery of such supplies and the provision of such related services, for an amount equal to [insert the tender price expressed in the Rwandan Franc Currency of the tender] _______ (hereinafter referred to as the “Contract Price”).
IT HAS BEEN STATED AND AGREED AS FOLLOWS:
4. In return for payment by the procuring entity to the supplier, as stipulated in this binding agreement, the supplier agrees with the procuring entity to deliver the supplies and correct any defects on the delivered supplies as in accordance with the bid. Substandard and poor quality goods are not accepted nor received.
5. The Procuring Entity hereby agrees to pay the supplier, in consideration for the Supplies and Related Services, and adjustments to their defects and deficiencies, the bid price or any other amount due under the Contract as stipulated in the bidding the Contract. IN WITNESS WHEREOF the parties hereto have signed this contract in accordance with the laws of the Republic of Rwanda, on the day and the year mentioned below.
Signed by [insert name and title of authorized person to sign] _____________ (for Procuring Entity) Signed by [insert the name and the title of the person authorized to sign] _________________ (for the Supplier).
Bid Security (Bank Guarantee)
[The Bank shall fill in this Bank Guarantee Form in accordance with the instructions indicated.]____________________________
[Bank’s Name, and Address of Issuing Branch or Office]
Beneficiary: ___________________ [Name and Address of Procuring Entity]
Date: ________________
BID GUARANTEE No.: _________________
We have been informed that [name of the Bidder] (hereinafter called “the Bidder”) has submitted to you its bid dated (hereinafter called “the Bid”) for the execution of [name of contract] under Tender Notice / Invitation for Bids No. [Tender Notice /IFB number] (“the Tender / IFB”).
Furthermore, we understand that, according to your conditions, bids must be supported by a bid guarantee.
At the request of the Bidder, we [name of Bank] hereby irrevocably undertake to immediately pay you any sum or sums not exceeding in total an amount of [amount in figures] ([amount in words]) upon receipt by us of your first demand in writing accompanied by a written statement stating that the Bidder is in breach of its obligation(s) under the bid conditions, because the Bidder:
(a) has withdrawn its Bid during the period of bid validity specified by the Bidder in the Form of Bid; or
(b) having been notified of the acceptance of its Bid by the Procuring Entity during the period of bid validity, (i) fails or refuses to execute the Contract Form; or (ii) fails or refuses to furnish the performance security, if required, in accordance with the Instructions to Bidders; or
(c) refuses to accept the correction of errors in its bid price in accordance with the Instructions to Bidders.
This guarantee will expire: (a) if the Bidder is the successful bidder, upon our receipt of copies of the contract signed by the Bidder and the performance security issued to you upon the instruction of the Bidder; or (b) if the Bidder is not the successful bidder, upon the earlier of (i) our receipt of a copy of your notification to the Bidder of the name of the successful bidder; or (ii) thirty (30) days after the expiration of the Bid Validity Period.
Consequently, any demand for payment under this guarantee must be received by us at the office on or before that date.
___________ [Name, Position, signature(s) and stamp of the authorised bank official(s)]
[The Bidder shall require the Manufacturer to fill in this Form in accordance with the instructions indicated. This letter of authorization should be on the letterhead of the Manufacturer and should be signed by a person with the proper authority to sign documents that are binding on the Manufacturer. The Bidder shall include it in its bid]
Date: [insert date (as day, month and year) of Bid Submission]
Tender No.: [insert number of bidding process]
Alternative No.: [insert identification No if this is a Bid for an alternative]
To: [insert complete name of Purchaser]
WHEREAS
We [insert complete name of Manufacturer], who are official manufacturers of[insert type of goods manufactured], having factories at [insert full address of Manufacturer’s factories], do hereby authorize [insert complete name of Bidder] to submit a bid the purpose of which is to provide the following Goods, manufactured by us [insert name and or brief description of the Goods], and to subsequently negotiate and sign the Contract.
We hereby extend our full guarantee and warranty in accordance with of the General Conditions of Contract, with respect to the Goods offered by the above firm.
Signed: [insert signature(s) and stamp of authorized representative(s) of the Manufacturer]
Name: [insert complete name(s) of authorized representative(s) of the Manufacturer]
Title: [insert title]
Duly authorized to sign this Authorization on behalf of: [insert complete name of Bidder]
Dated on ____________ day of __________________, _______ [insert date of signing]
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