REQUEST FOR QUOTATION (RFQ)

AND

GENERAL INSTRUCTION TO BIDDERS (GIC)[1]

To: Contractor(s)

Project: Procurement of solar panels, delivery, installation and commissioning of a complete, Solar PV power structure (coupled with diesel power generation) in Garbaharey borehole project in Garbaharey district Gedo region Jubbaland state in Somalia

Ref. No.: SOM/18/03/023

Date: 20-03-2018

The International Organization for Migration (IOM) is an intergovernmental organization established in 1951 and is committed to the principle that humane and orderly migration benefits both migrants and society.

In the framework of:

Procurement of solar panels, delivery, installation and commissioning of a complete, Solar PV power structure (coupled with diesel power generation) in Garbaharey borehole project in Garbaharey district Gedo region Jubbaland state in Somalia.

IOM invites interested eligible Bidders to submit Quotations for the implementation of Solar PV power structure.

With this RFQ is the GIC which includes Instructions to Contractors, Technical Specifications and administrative requirements that Contractors will need to follow in order to prepare and submit their quotation for consideration by IOM.

IOM reserves the right to accept or reject any quotations, and to cancel the procurement process and reject all quotations at any time prior to award of Purchase Order or Contract, without thereby incurring any liability to the affected Contractor/s or any obligation to inform the affected Contractor/s of the ground for the IOM’s action.

Very truly yours,

Bids Evaluation and Awards Committee

GENERAL INSTRUCTIONTO BIDDERS (GIC)

  1. Description of Works

IOM request prospective Bidders to submit quotation for the implementation of

Procurement of solar panels, delivery, installation and commissioning of a complete, Solar PV power structure (coupled with diesel power generation) in Garbaharey borehole project in Garbaharey district Gedo region Jubbaland state in Somalia.

  1. Corrupt, Fraudulent and Coercive Practices

IOM requires that all IOM Staff, bidders,manufacturers, suppliers or distributors, observe the highest stand of ethics during the procurement and execution of all contracts. IOM shall reject any proposal put forward by bidders, or where applicable terminate their contract, if it is determined that they have engaged in corrupt, fraudulent, collusive or coercive practices. In pursuance of this policy, IOM defines for purposes of this paragraph the terms set forth below as follows:

  • Corrupt practice means the offering, giving, receiving or soliciting, directly or indirectly, of anything of value to influence the action of the Procuring/Contracting Entity in the procurement process or in contract execution;
  • Fraudulent practice is any act or omission, including a misrepresentation, that knowingly or recklessly misleads, or attempts to mislead, the Procuring/Contracting Entity in the procurement process or the execution of a contract, to obtain a financial gain or other benefit to avoid an obligation;
  • Collusive practice is an undisclosed arrangement between two or more bidders designed to artificially alter the results of the tender procedure to obtain a financial gain or other benefit;
  • Coercive practice is impairing or harming, or threatening to impair or harm, directly or indirectly, any participant in the tender process to influence improperly its activities in a procurement process, or affect the execution of a contract

3. Conflict of Interest

A bidder found to have a conflicting interest to another bidder or in relation with the Procurement Entity shall be disqualified from participating in a tender. A bidder may be considered to have conflicting interest under any of the circumstances set forth below:

  • A Bidder has controlling shareholders in common with another bidder;
  • A Bidder receives or has received any direct or indirect subsidy from another Bidder;
  • A Bidder has the same representative as that of another Bidder for purpose of this quotation;
  • A Bidder has a relationship, directly or through their parties, that puts them in a position to have access to information about or influence on the Quotation of another or influence the decision of the Mission/procuring Entity regarding this Quotation process;
  • A Bidder who participated as a consultant in the preparation of the design or technical specifications of the Goods and related services that are subject of the quotation.
  1. Eligible Bidder

Only Bidders that are determined eligible shall be considered for award. The Bidder shall fill up and submit the standard IOM Vendor Information Sheet (VIS) (Annex C) to establish the Bidder’s eligibility together with the Quotation.To qualify for award of the Contract, bidders shall meet the following minimum qualifying criteria

(a)Annual volume of construction work of at least200,000USD

(b)experience as prime bidder in the construction of at least 2works of a nature and complexity equivalent to the Works over the last 2 years, to comply with this requirement, cost of works cited should be at least equivalent to 100% of the estimated project cost and should be at least 70 percent complete;

(c)Proposals for the timely acquisition (own, lease, hire, etc.) of the essential equipment listed in the Qualification Information;

(d)A Contract Manager with2 years’ experience in works of an equivalent nature and volume, including no less than three years as Manager; and

(e)Liquid assets and/or credit facilities, net of other contractual commitments and exclusive of any advance payments which may be made under the Contract, is no less than 50%.

  1. Cost of Quotation Preparation

The Bidder shall bear all costs associated with the preparation and submission of his Quotation and IOM will not in any case be responsible and liable for the cost incurred.

  1. Errors, omissions, inaccuracies, variations and clarification in the Quotation Documents

The documents and forms requested for the purpose of soliciting Quotations shall form part of the Contract; hence care should be taken in completing these documents.

Bidders shall not be entitled to base any claims on errors, omissions, or inaccuracies made in the Quotation Documents.

Bidders requiring any clarifications on the content of this document may notify the IOM in writing to the following email address

IOM will respond to any request for clarification received on or before 29.03.2018. Copies of the response including description of the clarification will be given to all Bidders who received this General Instruction, without identifying the source of the inquiry.

7.Confidentiality and Non-Disclosure

All information given in writing to or verbally shared with the Bidder in connection with this General Instruction is to be treated as strictly confidential. The Bidder shall not share or invoke such information to any third party without the prior written approval of IOM. This obligation shall continue after the procurement process has been completed whether or not the Bidder is successful.

  1. IOM’s Right to Accept any Quotation and to Reject any and all Quotations

IOM reserves the right to accept or reject any Quotation, and to cancel theprocurement process and reject all quotations submitted, at any time prior to award of contract, without thereby incurring any liability to the affected Bidder or Bidders or any obligation to inform the affected Bidder or Bidders of the ground for the IOM’s action.

9.Requirements

9.1Quotation Documents

The following shall constitute the Quotation Documents to be submitted by the

Bidders:

1.)Quotation Form (Annex A)

2.) Bill of Quantities Form (Annex B)

3.) Vendor Information SheetForm (Annex C)

4.) Construction Schedule Form (Annex D)

5.) Key Supervisory Staff ScheduleForm (Annex E)

6.) Equipment ScheduleForm (Annex F)

7.) Bid Security[2] (Annex G)

8.) Pro forma Contract[3](Annex H)

Bidders are required to use the forms provided as Annexes in this document.

9.2 Quotation Form

The Quotation Form (Annex A) and other required documents shall be duly signed and accomplished and typewritten or written in indelible ink. Any correction made to the prices, rates or to any other information shall be rewritten in indelible ink and initialed by the person signing the QuotationForm.

The language of the Quotations shall be in English and prices shall be quoted in United States Dollars (USD), exclusive of VAT.

Prices quoted by the Bidder shall be fixed during the Bidders performance of the contract and shall not be subjected to price escalation and variation on any account, unless otherwise approved by IOM. A submitted Quotation with an adjustable price quotation will be treated as non-responsive and will be rejected.

9.3 Validity of Quotation Price

Quotation shall remain valid for Sixty (60) Calendar daysafter the deadline for quotation submission.

In exceptional circumstances, prior to expiry of the period of validity of quotations, IOM may request that the bidders extend the period of validity for a specified additional period. The request and the response thereto shall be made in writing. A bidder agreeing to the request will not be required or permitted to modify its quotation.

9.4 Documents Establishing Bidder’s Eligibility and Qualification

TheBidder shall furnish, as part of its quotation, documents establishing the Bidders’ eligibility to submit quotation and its qualifications to perform the contract if its quotation is accepted. The IOM’s standard Vendors Information Sheet shall be used for this purpose (Annex C).The documentary evidence of the Bidder’squalifications to perform the contract if its quotation is accepted shall be established to IOM’s satisfaction:

(a)that the Bidder has the financial and technical capacity and track record necessary to perform the contract;

(b)That the Bidder meets other qualification criteria.

10. Submission of Quotations

Quotation must be submitted through email to: on or before 06.04.2018at 1700Hrs.

Late[4] Quotations will not be accepted. Bids shall be opened on 10.04.2018 at 10:00hrs at IOM Nairobi offices

11. Opening of Quotations

At the indicated time and place, the opening of Quotations shall be carried out by IOM in the presence of the Bidders who wish to attend. IOM reserve the right to conduct opening of Quotations in public or not.

12. Acceptance of Quotations

IOM is not bound to take an immediate decision on the acceptability or unacceptability of Quotations at the time of their opening.

13. Rejection of Quotations

Quotation can be rejected for the following reasons:

(a) TheQuotation is not presented in accordance with this General

Instruction;

(c)the Quotation Form or any document which is part of the

Quotation Document is not signed;

(d)the Bidder is currently under list of blacklisted Bidders;

(e)the Bidderoffer imposes certain basic conditions unacceptable to IOM

(f)the offered price is above the approved budget

(a)IOM is not bound to accept any offer received and reserves the right to waive any minor defect in an offer, provided, however, that such minor defect (i) does not modify the substance of the offer and (ii) does not change the relative ranking of the Bidders.
  1. Evaluation of Quotations

IOM shall evaluate and compare the Quotations on the basis of the following:

(a)Completeness and responsiveness of the documents mentioned in 9.1

(b)Bidders technical and financial capacity to perform the Contract

(c)Compliance with construction schedule and viable methodology offered.

(d)Compliance with technical specifications.

(e)Bidders availability and capacity of equipment’s;

(f) Price

The following evaluation criteria will be used to evaluate the proposals:

  1. Preliminary Check of Bidding Documents

Prior to detailed review of the bidding documents, the preliminary check aims to screen the bidders against the minimum criteria for eligibility as follows:

  1. Deadline: Time / date of submission of bidding documents were before the deadline outline in the RFQ.
  2. Sufficiency of Bidding Documents: The bidders have submitted all documents requested in the RFQ (signed and stamped). These include:
  • Signed and stamped Quotation Form (Annex A)
  • Signed and stamped Bill of Quantities Form (Annex B)
  • Signed and stamped Construction Schedule Form (Annex D)
  • Signed and stamped Key Supervisory Staff Schedule Form (Annex E)
  • Signed and stamped Equipment Schedule Form (Annex F)
  • Certificate of Registration – Valid
  • Plans and Specifications (Annex G)
  • Pro forma Contract [5](Annex I)
  1. Eligibility for Award: The bidders satisfy all of the minimum criteria for eligibility for award as outlined in the RFQ/RFP.
  1. Technical Evaluation

The technical evaluation assesses the capacity of the company on the basis of submitted technical documents. If a company gains less than 70 points (out of 100), it will not be taken into consideration for financial evaluation.

  1. Experience – (10 points )

The amount of experience that the bidder has in the area of this type of construction will be evaluated.

a)=>5 Yrs. = 10 points,

b)=3> 4 Yrs. = 7 points,

c)=2>3 Yrs. = 4 points,

d) <2 yrs. = 0 points.

  1. Similar Contract (30 points)

There should be similar completed contract in the past with same value (or more) as the proposed contract.

a)Bidder who has carried out 5+ construction works of equivalent nature and complexity will be awarded 30 Points.

b)Bidder who has carried out 4 construction works of equivalent nature and complexity will be awarded 20 Points

c)Bidder who has carried out 3 construction works of equivalent nature and complexity will be awarded 15 Points

d)Bidder who has carried out 2 construction works of equivalent nature and complexity will be awarded 10 Points

  1. Key personnel – (30 points)

This category is based on the list of key personnel for the project. CVs of key personnel must be provided. Those without CVs will be given automatic 0 pt.

a)A total of 30 Points will be awarded for Project Staff at a maximum of 5 points for academic qualifications and a maximum of 5 points for experience for each of the three key staff adding up to a maximum total of 10 points per key staff (Project Engineer, Admin staff and Foreman).

  1. Project Engineer:
  • Bachelor’s Degree with more than 5 years’ experience = 10 points
  • Bachelor’s Degree with 2-5 years’ experience = 5 Points
  • Bachelor’s Degree with 1-2 years’ experience = 3 point
  1. Admin Staff:
  • Bachelor’s Degree with more than 5 years’ experience or Diploma with more than 8 years’ experience = 10 points
  • Bachelor’s Degree with 2-5 years’ experience or Diploma with 5-6 years’ experience = 5 Points
  • Bachelor’s Degree with 1-2 years’ experience or Diploma with 3-4 years’ experience = 3 point
  1. Foreman:
  • Bachelor’s Degree with more than 5 years’ experience or Diploma with more than 8 years’ experience = 10 points
  • Bachelor’s Degree with 2-5 years’ experience or Diploma with 5-6 Years’ Experience = 5 Points
  • Bachelor’s Degree with 1-2 years’ experience or Diploma with 3-4 Years’ Experience = 3 points
  1. The list of Equipment – (15 points )

This category is based on the list of equipment to be used for the works

A total of 15 Points will be awarded for Equipment at maximum of 5 points for each of the three Key construction equipment in this project:

  • Welding machine = 7 Points
  • Power Hand tools (assorted) = 8 Points.
  1. Program of works – (15 points)

a)Duration to commence works - (5 points)

This category is based on the proposed time to start of the proposed work. Bids will be ranked according to the shortest time to commence with the shortest time receiving the highest point.

How many days will you need before commencing the work:

  1. 2 weeks: 5 points
  2. 3-4 weeks: 2 points
  3. More than 4 weeks: 0 points

b)Contract duration – (10 points)

This category is based on the proposed time to complete the proposed work. Bids will be ranked according to the shortest time to complete and the Bidder with the shortest time to complete the project will be awarded the highest points depending on IOM’s proposed completion time.

IOM Proposed completion time is 45 Calendar days.

  1. 1-10 days less of IOM estimated time will be awarded 10 points.
  2. 11-15 days less or 1-5 days more than the IOM proposed completion time will be awarded 6 points.
  3. 16-20 days less or 6-10 days more than the IOM proposed completion time will be awarded 3 points.
  4. No points will be awarded to any proposal with a Work schedule that has more than 20 less or 10 days more than the IOM proposed completion time.
  1. Financial Evaluation

Total price – 50 points

This category is based on the proposed total price of the project. Bids will be ranked according to the most responsive price quoted for the proposed work.

Note: any bidder below IOM budget by 30% will be financially disqualified and any bidder above the total IOM budget will also be financially disqualified.

Total price – 50 total points:

  1. 50 Points will be awarded to the Bidder whose price is lower than IOM estimate by 0% to 5.5%.
  2. 40 Points will be awarded to the Bidder whose price is lower than the IOM estimate by 5.6% to 10.5%
  3. 25 Points will be awarded to the Bidder whose price is lower than the IOM estimate by 10.6% to 20.5%
  4. 10 Points will be awarded to the Bidder whose price is lower than the IOM estimate by 20.6% to 25.0%
  5. 0 Points will be awarded to the Bidder whose price is more than 25.0% of the IOM estimates

Arithmetical errors will be corrected on the following basis. If there is a discrepancy between the unit price and the total price that is obtained by multiplying the unit price and quantity, the unit price shall prevail, and the total price shall be corrected. If the Contractor does not accept the correction of the errors, its Quotation will be rejected. If there is a discrepancy between words and figures, the amount in words will prevail.

  1. Post Qualification

Prior to award, post-qualification will be carried out by IOM to further determine theselected Bidder’s technical and financial capability to perform the contract. IOM shall verify and validate any documents/information submitted and shall conduct ocular inspection[6] of the office, plant and equipment and previous projects.

16. Award of Contract

The Bidder that has submitted the lowest evaluated Price, substantially responsive to the requirements of this General Instruction and who has been determined to be qualified to perform the contract shall be selected and awarded the contract.

IOM shall notify the selected Bidder through a Notice of Award. IOM shall also notify in writing, the other Bidders who were not selected without disclosing the reason for rejection.

17.Delivery Site and Period of Delivery

The works shall be done in Garbaharey district Gedo region Jubbaland state of Somalia

GPS Lat: 3.32715 Long: 42.2077

The Works must be completed within 45 calendar daysafter five days upon receipt of the Notice to Proceed (NTP).

18.Liquidated Damages

If the Bidder fails to deliver the works within the completion period specified in Clause 17 above, a penalty payment of 0.1% of the cost of unfinished Works for every day of breach of completion schedulewill be requested.