REPUBLIC OF RWANDA
RWANDA SOCIAL SECURITY BOARD (RSSB)
BIDDING DOCUMENT
TITLE OF TENDER: / REMOVING ASBESTOS SHEETS FROM RSSB BRANCHES AND RENOVATIONTENDER NUMBER: / N0 036./W/NT/RSSB/2012-2013
TYPE OF TENDER: / NATIONAL COMPETITIVE BIDDING
DATE OF ISSUE / FEBRUARY 2013
FEBRUARY 2013
Table of Contents
Table of Contents ii
TENDER NOTICE vi
Director General Error! Bookmark not defined.
Section I. Instructions to Bidders (ITB) 9
A. General 10
1. Scope of Bid 10
2. Source of Funds 10
3. Fraud and Corruption 10
5. Qualifications of the Bidder 12
6. One Bid per Bidder 14
7. Cost of Bidding 14
8. Site Visit 14
B. Bidding Documents 14
9. Contents of Bidding Documents 14
10. Clarification of Bidding Documents 15
11. Amendment of Bidding Documents 15
C. Preparation of Bids 15
12. Language of Bid 15
13. Documents Composing the Bid 15
14. Bid Prices 16
15. Currencies of the Bid and Payment 16
16. Bid Validity 17
17. Bid Security 17
18. Alternative Proposals by Bidders 18
19. Format and Signing of Bid 18
D. Submission of Bids 19
20. Submission, Sealing and Marking of Bids 19
21. Deadline for Submission of Bids 19
22. Late Bids 20
23. Withdrawal, Substitution and Modification of Bids 20
E. Bid Opening and Evaluation 20
24. Bid Opening 20
25. Confidentiality 21
26. Clarification of Bids 21
27. Examination of Bids and Determination of Responsiveness 21
28. Correction of Errors 22
29 Currency for Bid Evaluation 22
30 Evaluation and Comparison of Bids 22
31 Technical Evaluation of Bids 23
F. Award of Contract 25
34. Award Criteria 25
35. Procurement Entity’s Right to accept any Bid and to reject any or all Bids 26
36. Notification of Award and Signing of Agreement 26
37. Performance Security 26
38. Advance Payment and Security 27
39. Adjudicator 27
41. Preference for Domestic Bidders 27
Section II. Bid Data Sheet 33
A. General 29
B. Bidding Documents 30
C. Preparation of Bids 30
D. Submission of Bids 31
E. Bid Opening and Evaluation 32
F. Award of Contract 32
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Section III. Forms of Bid, Qualification Information, Letter of Acceptance, and Agreement 34
1. Contractor’s Bid 35
2. Qualification Information 36
3. Letter of Acceptance 40
4. Agreement 41
Section IV. General Conditions of Contract 43
A. General Conditions of Contract 44
1. Definitions 44
2. Interpretation 46
3. Language and Law 46
4. Project Manager and Architect & Supervisor’s Decisions 46
5. Delegation 46
6. Communications 46
7. Subcontracting 47
8. Other Contractors 47
9. Personnel 47
10. Procuring Entity’s and Contractor’s Risks 47
11. Procuring Entity’s Risks 47
12. Contractor’s Risks 48
13. Insurance 48
14. Site Investigation Reports 49
15. Queries about the Special Conditions of Contract 49
16. Contractor to carry out the Works 50
17. The Works to be completed at the Intended Completion Date 50
18. Approval by the Client 50
19. Safety 50
20. Discoveries 50
21. Possession of the Site 50
23. Instructions, Inspections and Audits 51
24. Disputes 51
25. Procedure for Disputes 51
26. Replacement of Adjudicator 51
B. Control of the schedule 51
27. Program 51
28. Extension of the Intended Completion Date 52
29. Acceleration 52
30. Delays Ordered by the Client 52
32. Early Warning 53
C. Quality Control 53
33. Identifying Defects 53
34. Tests 53
35. Correction of Defects 53
36. Uncorrected Defects 53
D. Cost Control 54
37. Bill of Quantities 54
38. Changes in the Quantities 54
39. Variations 54
40. Payments for Variations 54
41. Cash Flow Forecasts 55
42. Payment Certificates 55
44. Compensation Events 56
45. Tax 57
46. Currencies 57
47. Price Adjustment 57
48. Retention 58
49. Liquidated Damages 58
50. Bonus 58
51. Advance Payment 58
52. Securities 59
53. Dayworks 59
54. Cost of Repairs 59
E. completion of the Contract 59
55. Completion 59
56. Taking Over 59
57. Final Account 59
58. Operating and Maintenance Manuals 60
59. Termination 60
Section V. Special Conditions of Contract 63
A. General 64
B. Time Control 65
C. Quality Control 65
D. Cost Control 65
E. Finishing the Contract 66
Section VI. Term of reference, Specifications & Performance Requirements 67
1. General Error! Bookmark not defined.
OBJECTIVES. Error! Bookmark not defined.
The assignment will be competed in not more than three months (90 days),. Error! Bookmark not defined.
The assignments to be carried out during the mission will be agreed upon between the consultant and the Rwanda Social Security Board. Error! Bookmark not defined.
Section VII. Forms Securities Error! Bookmark not defined.
Form of Bid Security (Bank Guarantee) 2
Form of Bid Security (Surety from Financial Institution) 6
Performance Bank Guarantee 7
Performance Bond 8
Bank Guarantee for Advance Payment 10
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TENDER NOTICE
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National Tender Notice No 036/W/NT/RSSB/-2013
TITLE: REMOVING ASBESTOS SHEETS FROM RSSB BRANCHES AND RENOVATION IN SEPARATE LOTS
1. The Rwanda Social Security Board (RSSB), has a budget towards the removing asbestos sheets from RSSB branches and renovation in four (4) separate lots;
2. The Rwanda Social Security Board (RSSB) now invites by the present Invitation Tender
all interested companies to submit their bids for removing asbestos sheets from RSSB branches and renovation in separate lots; companies are allowed to submit their bids to all lots but only one will be given.
3. Interested bidders may obtain the tender document at RSSB Head Office located at Kiyovu, Nyarugenge, P.O Box 250/6655 Kigali- Rwanda, Tel. +598400 Fax: +584445 on any working day from 7:00 hours to 17:00 hours from 27th February 2013 at the office of procurement unit, 7th floor, RSSB Building, upon presentation of a prepaid Bank slip of non- refundable amount of Ten Thousand Rwandans Francs (10.000 RWF) in the account N° 040 – 02811146 -73, opened at Bank de Kigali/our website www.rssb.rw.
4. The site visit is scheduled on the following dates::
Lots / Branches location / Date of visit / Hour of visitLot 1 / Rulindo / 11/3/2013 / 10h00
Gicumbi / 11/3/2013 / 14h00
Musanze / 12/3/2013 / 10h00
Lot 2 / Rubavu / 12/3/2013 / 14h00
Ngororero / 13/3/2013 / 10h00
Karongi / 14/3/2013 / 10h00
Rusizi / 18/3/2013 / 14h00
Lot 3 / Nyamagabe / 19/3/2013 / 10h00
Huye / 19/3/2013 / 13h00
Muhanga / 19/3/2013 / 16h00
Lot 4 / Rwamagana / 20/3/2013 / 10h00
Ngoma / 20/3/2013 / 14h00
Nyagatare / 21/3/2013 / 10h00
5. The submission of bids, well printed, properly bound and sealed, in 4 copies of each one is marked “ORIGINAL” is scheduled not later than 4th April 2013 at 2:00 pm at RSSB headquarters, in procurement Office (7th Floor) and the outer envelope should be marked as follows:
THE DIRECTOR GENERAL
RWANDA SOCIAL SECURITY BOARD
P.O BOX 250 or 6655 KIGALI
TEL. 0252 598400,
Fax. +250252584445
Email: /
TITLE: REMOVING ASBESTOS SHEETS FROM RSSB BRANCHES AND RENOVATION ( Lot N0.....)
“TO OPEN IN PUBLIC SESSION”
6. The bid must be accompanied by a bid security of FRW 1,000,000 (One million Rwandan Francs) each lot provided by a reputable bank or an insurance company as per attached sample form.
7. The opening of the bids will take place in public in the presence of bidders’ representatives who chose to attend on the same day 4th April 2013 at 2.30 pm local time in meeting room (10th floor).
8. Further information may be obtained from procurement unit at the Rwanda Social Security Board headquarters at Kiyovu/Kigali; 7th floor; E-mail: /
9. The bids will remain valid for 90 (Ninety) calendar days from the date of the bids opening. Badly presented and late bids shall be rejected.
10. A Consultant will be selected under a Quality and Cost Based Selection (QCBS) and
procedures described in this RFP, in accordance with the Law N° 12/2007 of 27/03/2007 on
Rwanda Public Procurement.
Done at Kigali, on …../……./2013
Marcel MPAMO NKUSI
DIRECTOR CORPORATE SERVICES
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Section I. Instructions to Bidders (ITB)
A. General
1. Scope of Bid
1.1 The Procuring Entity, as defined in the Bid Data sheet invites bids for the design and build, as described in the BDS and Section VI, “Special Conditions of Contract” (SCC). The name and identification number of the Contract are provided in the BDS and the SCC.
1.2 The successful Bidder shall be expected to complete the Works by the Intended Completion Date specified in the BDS and SCC 1.1 (r).
1.3 Throughout these Bidding Documents:
(a) the term “in writing” means communicated in written form (e.g. by mail, e-mail, fax, telex,) with proof of receipt;
(b) if the context so requires, “singular” means “plural” and vice versa; and
(c) “day” means calendar day.
2. Source of Funds
The Procuring Entity, as defined in the BDS, intends to apply part of the funds from the Funding Agency, as defined in the BDS, towards the cost of the Project, as defined in the BDS, to cover eligible payments under the Contract for the Works. Payments by the Funding Agency shall be made only at the request of the Procuring Entity and upon approval by The Funding Agency in accordance with the grant/credit or Loan agreement, and shall be subject in all respects to the terms and conditions of that Agreement. Except as the Funding Agency may specifically otherwise agree, no party other than the Procuring Entity shall derive any rights from the Grant/credit or Loan Agreement or have any rights to the loan proceeds.
3. Fraud and Corruption
Following the spirit of the Rwanda Public Procurement Regulations, RPPA requires that any public officials as well as Bidders, Suppliers, Contractors, and Consultants, observe the highest standard of ethics during the procurement proceedings and execution of such contracts. In pursuit of this policy, RPPA:
(a) Referring to the Law on public procurement, gives the definition, for the purposes of this provision, of the terms set forth below as follows:
(i) “corrupt practice” means the offering, giving, receiving, or soliciting, directly or indirectly, of anything of value to influence the action of a public official in the procurement process or in contract execution;
(ii) “fraudulent practice” means a misrepresentation or omission of facts in order to influence a procurement process or the execution of a contract;
(iii) “collusive practice” means a scheme or arrangement between two or more Bidders, with or without the knowledge of the Procuring Entity, designed to establish bid prices at artificial, non-competitive levels; and
(iv) “coercive practice” means harming or threatening to harm, directly or indirectly, persons or their property to influence their participation in the procurement process or affect the execution of a contract;
(b) shall reject a proposal for award if it determines that the Bidder recommended for award has, directly or through an agent, engaged in corrupt, fraudulent, collusive or coercive practices in competing for the Contract in question;
(c) shall cancel or renounce to the use of the portion of the fund allocated to a contract if it determines at any time that representatives of the Funding Agency or of a beneficiary of the fund engaged in corrupt, fraudulent, collusive or coercive practices during the procurement or the execution of that contract.
(d) shall sanction a firm or individual, including declaring them ineligible, either indefinitely or for a stated period of time, if it at any time determines that they have, directly or through an agent, engaged, in corrupt, fraudulent, collusive or coercive practices in competing for, or in executing, a contract; and
4. Eligible Bidders4.1 This invitation to bid is opened to Rwandan Contractor firms having technical capacities and sound financial records for this type of work.
4.2 A Bidder shall not have a conflict of interest. All Bidders found to have conflict of interest shall be disqualified. Bidders may be considered to have a conflict of interest with one or more parties in this bidding process, if they are associated, or has been associated in the past, directly or indirectly.
4.3 A Bidder that is under a declaration of ineligibility by the RPPA in accordance with the Public Procurement Law N° 12/2007, at the date of contract award, shall be disqualified. The list of such debarred firms is available at the address specified in the BDS1.
4.4 Rwanda Government-owned enterprises may be eligible only if they can establish that they (i) are legally and financially autonomous, (ii) operate under commercial law, and (iii) that they are not a dependent agency of the Borrower or Sub-Borrower
5. Qualifications of the Bidder
5.1 All bidders shall provide in Section IV, “Form of Bid, Qualification Information, Letter of Acceptance, and Agreement,” a preliminary description of the proposed work method and schedule, including drawings and charts, as necessary.
5.2 In the event that prequalification of potential bidders has been undertaken, only bids from prequalified bidders shall be considered for award of Contract. These qualified bidders should submit with their bids any information updating their original prequalification applications or, alternatively, confirm in their bids that the originally submitted prequalification information remains essentially correct as of the date of bid submission. The update or confirmation should be provided in Section IV.
5.3 If the Procuring Entity has not undertaken prequalification of potential bidders, all bidders shall include the following information and documents with their bids in Section IV, unless otherwise stated in the BDS:
(a) Copies of original documents defining the constitution or legal status, place of registration, and principal place of business of the Bidder; written power of attorney of the signatory of the Bid to commit the Bidder;
(b) Detailed information on experiences and past achievements relating to similar contract by his nature carried out during the last 10 years, or present contract and any other engagements of the bidder.
Importance of the participation of the bidder in the Contract;
(c) Evidence of relevant experience in designing and building the works of similar nature, including the nature and value of the relevant contracts for each of the last ten years, as well as works in hand and contractually committed. The evidence must answer at least the criteria indicated to under subparagraph 5.5 below.