REQUEST FOR PROPOSAL (RFP) FOR Timirka ,Siigadheer,Caanayaskax,Xamur,Shimbiraaley and Burtinle Latrines Kalkaal IDP

REQUEST FOR PROPOSAL (RFP) FOR Timirka ,Siigadheer,Caanayaskax,Xamur,Shimbiraaley and Burtinle Latrines Kalkaal IDP

 TENDER NO. LR SOIFRC0504 Garowe, REHABILITATION OF SHALLOW WELLS and rehabilitation of LATRINES WORKS

MESSAGE’

 The Somali Red Crescent Society (SRCS) locally known as Ururka Bisha Cas – is present throughout in Somalia. It has 19 regional branches, and each regional branch controls sub-branches, assuring SRCS’s presence at the community level, and supporting vulnerable and hard-to-reach people.

 Between June 22-26, 2024, the SRCS and MOHMD jointly conducted a comprehensive field assessment in five villages under Garowe, specifically Timir, Siigadheer, Caana-Yaskax, Xamur, and Shimbiralley, as well as Burtinle IDPs. The assessment aimed to observe and evaluate the impact of recent flash floods and engage with the community. The floods significantly affected farms and shallow wells in the Garowe district villages, leading to either damage or demolition of these wells. Additionally, the floods impacted shelters and sanitation facilities in the Burtinle IDPs. The SRCS, in collaboration with MOHMD, recommended immediate actions to address these issues, including the rehabilitation of 12 affected shallow wells and Two 6-stance communal latrines in Garowe and Burtinle, respectively. These measures are essential to support the livelihoods of vulnerable communities and enhance hygiene and safe excreta disposal to reduce open defecation.

We are hereby seeking bid proposal from a qualified government authorized or recognized contractors/firm to undertake the above-described works.

Bidders must strictly adhere to all the requirements of this RFP. No changes, substitutions or other alterations to the rules and provisions stipulated in this RFP may be made or assumed unless it is instructed or approved in writing by the SRCS in the form of supplemental information to the RFP. Any Bid submitted will be regarded as an offer by the bidder and does not constitute or imply the acceptance of any bid by the SRCS. The SRCS is under no obligation to award a contract to any Bidder because of this RFP.

Validity:

Your offer must remain within 120 days before, which a contract placed should be accepted by you. Please include the validity period in your proposal.

Should you need any clarification, please contact our office at telephone number for Jamal Said Tell: 0907709169 or email: srcspuntlandprocurement.log@gmail.com    cc: srcswashengineer@gmail.com

Submission of Offer

All proposal must be sent at the Tender box to the following address in a sealed envelope latest by August 15/2024     12:30PM or earlier, Somalia local time.

Attention:       

Jamal Said

Bids and Awards Committee

Ururka Bisha Cas (SRCS) Somalia, Garowe Branch

SRCS Garowe Branch Next to Parliament House           

LR SOIFRC0486 GAROWEConstruction and REHABILITATION works

 The proposal must be sent in a sealed envelope, clearly mentioning Sender, Receiver and Contact Details.

• Offers sent by email/fax will be disqualified (IMPORTANT)
• All late offers will not be considered (IMPORTANT)

General Instructions

1. Cost

The bidder shall bear any all expenses related to the preparation and/or submission of the bid proposal, regardless its Bid proposal was selected or not. The SRCS shall in no case be responsible or liable for those costs, regardless of the conduct or outcome of the procurement process.

2. Bid proposal submission

Documents are required to put in to separate envelopes A and B. Envelope A should contain legal/eligibility documents, and envelope B should contain technical and financial documents. During the opening of bids, Envelope A will be opened first. If Envelope A does not include all the required documents, Envelope B will not be opened, and the BAC will provide a period for completion which must be strictly enforced otherwise the bid will be disqualified.

1. ENVELOPE A

All the required Eligibility Documents listed in the Request for Proposal (RFP) shall be submitted following such order. These documents shall be the basis of the bidder’s eligibility check. In case one or more of the required document/s is/are missing, the BAC shall not open Envelope B.

Eligibility / Legal Documents

1. Company registration certificate whichever may be appropriate under existing laws of Somalia
2. Valid local authority business license
3. Other appropriate certificate or reference as may be required by the Procuring Entity.

1. ENVELOPE B

All the required technical and financial documents listed in the Request for Proposaln (RFP) shall be submitted following such order. These documents shall be the basis of the bidder’s preliminary examination of the technical and financial proposal during the bid opening.

Bidder must submit their bid in specified manner when the bid is expected to be in transit for more than 24 hours. The Bidder must ensure that sufficient lead time has been provided to comply with the SRCS deadline for submission.

In case one or more of the required document/s is/are missing, the bidder must strictly complete the document within the period as per the instruction of the BAC otherwise the bid will be disqualified.

Any unsolicited clarification submitted by a Bidder in respect to its Bid, which is not a response to a request by the SRCS, shall not be considered during the review and evaluation of the Bid.

3. Pre-bid conference

A mandatory Bidder’s conference to be conducted by the SRCS on 06 August, at 9 am in the SRCS branch office, SRCS Garowe Branch Next to Parliament House.. No verbal statement made during the conference shall modify the terms and condition of the RFP unless such statement is specially written in the minutes of the meeting or issued/posted as an amendment in the form of supplemental information to the RFP.

The bidder must visit and examine the sites and its surroundings and must obtain for him/her self on his/her responsibility all information which may be necessary for preparing the bid proposal.

4. 1: coordinates of the works ; Refer to Page 1

 

No.	Garowe  (Shalow wells Location)	Quantity	GPS Latitude	GPS Longitude
1.	Timir	2	8.8906458.88991	48.80049248.800243
2.	Siigadheer	3	8.8429018.8389118.843462°	48.80159748.8006248.797257
3.	Caanayaskax	2	8.835721°8.833688	48.742680°48.7446
4.	Xamur	2	8.7221028.721584	48.74561248.746537
5.	Shimbiraaley	3	8.606202°8.604018.603758	48.801131°48.80123148.805708

No.	Burtinle (Latrines Location)	Quantity	GPS X Coordinate	GPS Y Coordinate
1.	Kalkaal IDP 1	1-6 stance communal	7.634802	47.817248
2.	Kalkaal IDP 2	1-6 stance communal	7.643104	47.812563

5. Technical bid format and BOQ

Please refer the attachment

6. Scope of the work

The works is to be carried out in according with the respective BOQ and drawings under the supervision of SRCS Officers. The contractor shall be responsible until the handover of project

7. Price schedule

Price Schedule shall be prepared using the BoQ template. It shall list all major cost components associated with the goods and services and the detailed breakdown of such costs. Any output and activities described in the Technical bid but not priced in the price schedule shall be included in the prices of the items or activities, as well as in the final total price of the bid.

8. Payment term

a) 40% down payment as mobilization fee upon signing of the contract

b) 20% of the contract value after completion of the 40% works as per the confirmation and advice of the SRCS Officer.

c) 30% of the contract value after completion of the 100% work as per the confirmation and advice of the SRCS Officer

d)10% retention money to be released 90 days (2 months) after the date of final turnover and acceptance

9. Photograph and Advertisement

The contractor shall not publish any photographs of the works or allow the works to be used in any forms of advertising whatsoever without the prior approval in writing from the SRCS.

10. Selection method

A proposal will be selected based on a cumulative analysis where total score is obtained upon a combination of the weight technical and financial attributes.

Two-stage procedures will be utilized in evaluating of the proposals; the technical proposal will be evaluated with a minimum pass requirement of [70%] of the obtainable [60] points assigned for technical proposal. A proposal shall be rejected at this stage if it fails to achieve the minimum technical threshold of [70%] of the obtainable score of [60] points before any price proposal being opened and compared. The non-compliant proposal will not be eligible for further consideration.

The total number of points, which a firm/institution may obtain for its proposal, is as follows:

Technical proposal: [60]

Financial proposal: [40]

Total number of points: [100]

Evaluation of financial proposal:

In this methodology, the maximum number of points assigned to the financial proposal is allocated to the lowest price proposal. All other price proposals receive points in inverse proportion.

Formula is as follows: p= y (µ/z)

Where: p- points for the financial proposal being evaluated

y- Maximum number of points for the financial proposal

µ-price of the lowest priced proposal

z- Price of the proposal being evaluated

The contract shall be awarded to the proposal obtaining the overall highest score after adding the score of the technical proposal and the financial proposal.

Evaluation of technical proposal:

The technical proposal is evaluated and examined to determine its responsiveness and compliancy with the requirements specified in this RFP documents. The quality of each technical proposal will be evaluated in accordance with the following technical evaluation criteria and the associated weighting (total possible value of [60] points

Expertise and capability of ProposerExpertise of organization submitting proposal			Points obtainable
		Organizational structure	5
		Describe the general organizational capacity of your company which is likely to affect our project (i.e.size of the organization, strength of project management support, equipment availability).
		Relevance of:a)     Specialized knowledge (5)b)    Knowledge of project site (5) c)     Experience on similar projects (15) d)    Previous experience with Red Cross Red Crescent Movement or similar organization (5)	30
Proposed methodology			Points obtainable
		Analysis approach, methodology-including proposers understanding of the procurement process	5
		Timeline and deliverables	10
Resource Plan			Points obtainable
		Provide a detailed description of how the requested service to be delivered. (Describe your company workflow for any construction project. You can attach a copy of workflow chart-Gannt Chart)	10
		Total Technical	60
Financial strength of the Proposal			Points obtainable
	BOQ preparation and calculation accuracy		10
	Reliability of rehabilitation cost (to be calculated according to baseline cost)		30
	Total financial points		40
	[70%] of [60] points=[42] points needed to pass technical

11. Language and Currency

English is an official language in this bidding process, therefore, bidders are requested to keep all documentation in English. This is a national tender; therefore, all expenses should be calculated in US dollar.

12. Security

The Contractor/ firm shall be responsible for all equipment when brought on to the site for construction; the SRCS shall not take any responsibility for that equipment security.

13. Time for Completion

The contracted work duration is expected to be 60 days (2 months) upon signing of the contract. The contractor should properly clean up the site before hand over the final report, any remaining repair or excavation work which left over in the site by the contractor/ firm to be charged on a final settlement.

 

14. Liquidate damage

If the contractor fails to complete the works within the timeline for completion prescribed in the contract, or any extended time for completion in accordance with the contract, then the contractor shall pay to the SRCS the sum specified in the contract as liquidated damages. The maximum number of days for liquidate damage is ten days even after the ten days the deliverable delays then the contract shall be terminated.

15. Certification or Warranty

The Contractor warrants the goods and services furnished under this rehabilitation process are fitted for their intended use; free form defects in quality or materials and indemnifies the SRCS against any claims resulting from that place. This warranty is without prejudice to any further guarantees that the Contractor provides to the SRCS; such guarantee shall apply to the subject construction of the Contract. The warranty period shall three(3) months after the completion of work required from the Contractor.

16. Inspection

Completion of Work will be inspected by the SRCS or independent inspector. If the services are not found satisfactory as per Contract of Agreement, it shall be rejected wholly or party. Contractor/ firm will replace at this own cost quantity which upon inspection are not found in conformity with the agreed Contract. Contractor is also liable to reimburse all losses suffered by SRCS or any additional cost sustained from the non-conformity of services supplied by the Contractor.

17. Insurance

Before commencing the execution of the works, the contractor can insure against for any material or physical damage, loss or injury which may occur to any property. Such insurance shall be affected by an insurer and in terms approved by the SRCS.

18. Subcontracting

SRCS has zero tolerance on subcontracting

19. Default

In case of default by the Contractor including but not limited to failure or refusal to complete the construction activities or submission of reports, the SRCS may procure services from the other sources and hold the Contractor/ firm responsible for any excess costs occasioned thereby. Furthermore, The SRCS may by written notice terminate the right of the contractor to proceed the test or construction/renovation, or such parts thereof as to which there has been a default.

20. Conformity with Specification

In the case of services purchased based on specifications or BOQ, the Contractor or firm warrants their compliance. The SRCS shall have the right to reject the services or any part of thereof if they do not conform to specifications.

In case of non-conformity, the SRCS will reserve the right to either:

Required the Contractor for full or partial replacement of goods/services,

OR

Terminate the Contract and hold the Contractor for any consequential cost result from the non-conformity

21. Contractor or Contractor firm to keep site clean

During the progress of the works, the contractor shall keep the site reasonably free from all unnecessary obstruction and shall store or dispose of any constructional plant and surplus material and clear away and remove from the site any wreckage, rubbish or temporary works no longer required.

22. Site permission and local authority relation

To conduct the rehabilitation, the SRCS may help selected contractor or firm to get the permission from region local authority. The help may have limited to the letter and communication facilitation, however, all expense related to this arrangement should be taken care by the contractor. Therefore, good relationship with the local authority and other government institution to be considered as assets in proposal evaluation.

23. Dispute with Arbitration

Any claim or controversy arising out of this Contract or to the breach, termination or invalidity thereof shall be settled by arbitration in any court within Somalia.

 

24. Assignment

The Contractor or firm shall not assign, transfer, pledge or make other disposition of this Contract or any part thereof or any of the contractor’s rights, claims or obligations under this Contract except with the prior consent of the SRCS.

25. Pertinent information
26. We reserve the right to accept whole part of your offer, and the lowest evaluated bid need not be accepted.
27. Should your offer be accepted, you will be required to sign and return your Contract, Notice of Award and Notice to proceed to confirm your acceptance of the agreed terms and condition.
28. The SRCS will retain ten percent (10%) of the total contract price as retention. The retention money will be given 90 days after the final acceptance of the project.

 

26. Value-added Tax (VAT)

The SRCS does not have tax exemption facility, therefore, it is bidder’s responsibility to learn from relevant authorities (Ministry of finance) and to review and confirm published procedures before submitting the proposal.

27. Management modalities

The SRCS officer will supervise the works of the contractor or firm and will be directly reporting to and seeking approval/ acceptance of outputs from the SRCS project manager.

28. Force majeure

Force Majeure, as used herein means acts of Allah, laws or regulations, industrial disturbances, acts of public enemy, civil disturbances, explosions and other similar cause of equivalent force not caused by nor within the control of either party and which neither party can overcome.

As soon as possible after the occurrence of a force majeure and within not more than 15 days, the Contractor/ firm shall give notice and full particulars in writing to the SRCS of such force majeure if the Contractor is thereby rendered unable wholly or partly to perform his obligations and meets his responsibilities. The SRCS shall then have the right to terminate the Contract by giving in writing a notice of termination within 7 days upon receipt of notice from supplier/contractor; the Contractor shall return any deposit paid by SRCS.

Official not Benefit

The Contractor or firm represents and warrants that no official and staff of SRCS has been, or shall be, admitted by the contractor or firm to any direct or indirect benefit arising from the contract of the award thereof. The Contractor or firm agrees that breach of this provision is a breach of an essential term of this Contract.

Candidates or Tenders falling under any of the following clauses shall be excluded from participation in this tender:

1. 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 of regulations;
2. They have been guilty of grave professional misconduct proven by any means which the contracting authority can justify;
3. 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;
4. They have been the subject of a judgement which has the force of res judicata for fraud, corruption, involvement in a criminal organization or any other illegal activity detrimental to the Communities’ financial interests;
5. 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.
6. Bidders must certify through the presentation of a Declaration of responsibility, without prejudice to the successful bidder’s obligation to present the required certificates.

___________________________________________________

Jamal Said, SRCS Puntland Logistics Officer

Annexed 1: Technical proposal template

Annex 2: BOQ for the works.

Annex 3: SRCS Terms & Conditions for All Service Contracts

Annex 4: Declaration of Undertaking

Annex 5: Supplier registration form

Annex 6: Assessment report