Asia Network for Sustainable Agriculture and Bio Resources (ANSAB)

Asia Network for Sustainable Agriculture and Bioresources (ANSAB)

Asia Network for Sustainable Agriculture and Bio resources (ANSAB)

BIDDING DOCUMENT

Bid No: ANSAB/08/04082016

Issued on: 04July, 2016

For

Supply and Delivery of Vaccine Refrigerator and Vaccine Freezer in Banke, Rupandehi and Chitwan Districts

Part A: Terms of Reference & Instruction to Applicants

Part B: Eligibility & Related Forms

Part C: Technical Proposal & Related Forms

Part D: Financial Proposal & Related Forms

This bid document consists of four parts:

Part A: Terms and Reference and Instruction to Applicants

Part B: Eligibility & Related forms

Part C: Technical Proposal & related forms

Part D: Financial Proposal & related forms

The first part (part A) consists of Terms of Reference and instruction to the applicants. The interested organizations must prepare application in accordance with instructions provided under part A; and forms and information provided under part B, C and D accordingly.

The application pack should consist of three different envelopes for Part B, C and D separately. Completed parts should be kept in separate envelopes and marked accordingly as:

1. Envelope one: (Name of the organization) / Part B: Eligibility –Supply and delivery of Vaccine Refrigerator and Vaccine Freezer in Banke, Rupandehi and Chitwan Districts

1. Envelope two: (Name of the organization) / Part C: Technical Proposal – Supply and delivery of Vaccine Refrigerator and Vaccine Freezer in Banke, Rupandehi and Chitwan Districts

1. Envelope three: (Name of the organization) / Part D: Financial Proposal – Supply and delivery of Vaccine Refrigerator and Vaccine Freezer in Banke, Rupandehi and Chitwan Districts

Part A: Terms of Reference and Instructions to Applicants

Part A.1 Terms of Referencefor Supply and delivery of Vaccine Refrigerator and Vaccine Freezer in Banke, Rupandehi and Chitwan Districts.

1. Background: In the financial support of European Union, ANSAB in partnership with RI have been implementing OHAP project in three districts of Nepal. The overall objective of the project is to effectively contribute to the reduction of Zoonoses & alleviate their impact on fragile population by promoting awareness, behaviour change, & coordination between individuals & local & national authorities. To develop prevention and response capacity of the government departments on zoonotic diseases, the project plans to support DLSOs and DPHOs of the project districts on cold chain development.

1. Objectives: To strengthen the cold chain in DLSOs and DPHOs of the project districts.

1. Geographical coverage and target group

Banke, Rupandehi and Chitwan Districts

Part A.2 Instruction and Information to bidders

1. The service provider is expected to Supply and delivery of Vaccine Refrigerator and Vaccine Freezer in Banke, Rupandehi and Chitwan Districtsdirectly without any sub-contracting.

1. The bid document can be downloaded from website:

1. The bid pack to be submitted should consists of two (2) sets of three different envelopes for Part B, C and D separately. Completed parts should be kept in three separate envelopes and marked accordingly as:

1. Envelope one: (Name of the supplier) / Part B: Eligibility – Supply and delivery of Vaccine Refrigerator and Vaccine Freezer in Banke, Rupandehi and Chitwan Districts

1. Envelope two: (Name of the supplier) / Part C: Technical Proposal – Supply and delivery of Vaccine Refrigerator and Vaccine Freezer in Banke, Rupandehi and Chitwan Districts

1. Envelope three: (Name of the supplier) / Part D: Financial Proposal – Supply and delivery of Vaccine Refrigerator and Vaccine Freezer in Banke, Rupandehi and Chitwan Districts

1. Two (2) sets of three envelopes (Part B, Part C and Part D) shall be packed properly in a separate envelop cover, sealed and should be clearly marked with Application for “Supply and delivery of Vaccine Refrigerator and Vaccine Freezer in Banke, Rupandehi and Chitwan Districts”with clearly stating the name of submitting supplier in each envelopes.

1. The bid pack in an envelope as described under section 4 above together with a covering letter must reach (hand delivery) to address given below by Wednesday, 10August, 2016, 5:00 pm.The application submitted after the deadline shall not be considered for bidding process.

Asia Network for SustainableAgriculture and Bioresources (ANSAB)

House no: 819/29, Bhimsengolamarg, New Baneshwor

Kathmandu, Nepal

Tel.: +977- 1 4497547 / 4478412

1. If an applicanthas any questions or queries to bid call (process,forms etc.), those shall reach in written to ANSAB untilMonday,08 August 2016. Email can be written to ANSAB at with mentioning‘clarification to call for Supply and delivery of Vaccine Refrigerator and Vaccine Freezer in Banke, Rupandehi and Chitwan Districts’in subject line.The question will be clarified back in written by Tuesday, 9 August 2016.

1. The information within application MUST be submitted as per forms provided in this bid document and substantiated with necessary supporting documents as required and should be in English language.

1. The supplier should produce an authorization letter stating the representative and the power of attorney to lead the contract.

1. ANSAB will open bid, in the presence of suppliers’ representative who choose to attend at 12:00 pm on 10August2016at office address (stated above in section 5).ANSAB reserves the right to open the bids at the time indicated above, even at the absence of suppliers’ representatives. In case the bid opening date happens to be an official holiday, ANSAB will open the bids in the following working day at the same time. The suppliers’ representative (only one person) shall present and produce an authorized letter of representation and sign in register evidencing their attendance.

1. ANSAB reserves the right to cancel the bid, without any obligation to inform the suppliers.

1. Bid must be valid for a period of 30 days after the deadline for bid submission date.

1. Payment procedure:

First and Final Instalment: Payment will be release after issuing of complete Vaccine Refrigerator and Vaccine Freezer delivery and test operation report/ certificate.

1. Technical proposal and financial proposal has equal weightage respectively during evaluation process.

1. The Contract shall be interpreted in accordance with prevailing laws of Nepal.

1. The Supplier shall pay all the taxes as per the rules of Government of Nepal.

Negotiations:

1.Negotiations may be held before finalizing the award of contract.

2.After completing the negotiations, ANSAB shall award the contract to the selected applicant and notify the other applicants that they were unsuccessful.

Procurement Schedule:

SN / Description / Deadline
1. / Call for Bid / 04 August, 2016
2. / Questions by applicants for clarity / Within 08 Aug, 2016
3. / Clarification by ANSAB / By 09 Aug, 2016
4 / Dead line for submission of the bid by suppliers / 10 August, 2016
5. / Opening of the Bid / 11 August, 2016
6. / Assessment of the Bid / 17 August, 2016
7. / Communication to the selected/ unselected suppliers / 19 August, 2016
8. / Further clarification & negotiation (if required) / 22 August,2016
9. / Award contract (expected) / Within last week of August, 2016
10. / Commencement of Service (expected) / Last week of August, 2016

Part B: Eligibility Criteria (Envelope 1)

The bidder must submit an official Letter of Submission with authorized signature and official seal for following documents along with clear proposal.

1. Copy of registration certificate and renewals where applicable, Copy of PAN/VAT registration and must submit proof of tax submission of recently completed fiscal year. [...... ]

Proof of eligibility: copies of the certificates, and other relevant documents as applicable

1. The bidder must submit the letter of attorney for signing the contract with specimen signature of authorized person with office seal [...... ]

Proof of eligibility: Providing the letter of attomey for signing the contract with specimen signature and official seal

1. The letter of commitment for bid validity should be submitted separately [...... ]

Proof of eligibility: Providing the commitment letter for bid validity as per requirement stated above in section 11 of Instruction and information to bidders.

1. The bidder must submit the manufacturer authorization letter for Vaccine Refrigerator and Vaccine Freezer s [...... ]

Proof for eligibility: Providing letter of manufacturer authorization for Vaccine Refrigerator and Vaccine Freezer

1. The bidder must submit the references of supply for Vaccine Refrigerator and Vaccine Freezer sin past [...... ]

Proof for eligibility: Providing list of organizations where the bidder has supplied Vaccine Refrigerator and Vaccine Freezer in recent past

1. The working schedule stating the timelinenot more than 15 days from the date of contract awardedfor project completion [...... ]

Proof of eligibility: Providing the commitment letter of supply and delivery

Assessment for eligibility

The above eligibility criteria must be answered with YES with sufficient Proof (in hard copies) in order to let the supplier pass to the next evaluation step (assessment of technical proposal) after a thorough assessment.

List of the forms to be submitted

Annex 1: B1: Submission form for bid proposal

B2: List for the letters/copies/certificates and forms submitted

B3: Manufacture’s authorization letter

Part C: Technical Proposal (Envelope 2)

Detail Technical Specifications for Supply and delivery of Vaccine Refrigerator and Vaccine Freezer in Banke, Rupandehi and Chitwan Districts

Delivery Place: DLSO Nepalgunj, Banke

DLSO Bhairahawa, Rupandehi

DLSO Bharatpur, Chitwan

A. Description of required Vaccine Refrigerator (Ice-Lined Refrigerator for vaccine storage):
Purpose: / To store vaccines.
Required quantity (Number): / 16
Vaccine storage net capacity: / Between 330-340 litters
Gross volume: / Between 500-520 litters.
Hold over time: / The refrigerator compartment shall maintain +20C to +80for minimum 5-8 hours during power cuts at the amnient temperature of+430C.
Compressor: / Sealed heavy duty type compressor.
Power consumption: / Max. 300 watt at 220 VAC / 50 HZ.
Refrigerant: / The refrigerator shall utilizeCFC(chlorofluorocarbon) free refrigerants and insulation.
Instrumentation: / An internal reading thermometer shall be provided. A thermostat or another power indicator switches shall be accessible to the user. Lock with key or combination lock on door.
Additional Accessories: / Voltage stabilizer unit to fit the refrigerator shall be included. Stabilizer to have the capacity of 1 KVA, normally operating input voltage of 110-270V.
Warranty: / Minimum two years warranty on the refrigerator.
B. Description of Required Vaccine Freezer (Chest Freezer for Ice pack production and storage)
Type of use: / To prepare ice & icepacks.
Required quantity (Number): / 3
Frozen icepack storage capacity: / Between 250 litters and 270 litters gross capacity.
Holdover time: / Without opening the freezer the storage of icepacks shall for a minimum of 4-5 hours or longer during power cut or electrical line interruption , when the constant ambient temperature is 360C.
Refrigerant: / CFC(chlorofluorocarbon) free refrigerants and insulation.
Compressor: / Sealed heavy duty type compressor.
Power consumption: / Max. 300 watt at 220 VAC / 50 HZ.
Instrumentation: / An internal reading thermometer shall be provided.A thermostat or another power indicator switches shall be accessible to the user.Lock with key or combination lock on door
Additional Accessory: / Voltage stabilizer unit to fit the freezer shall be included. Stabilizer to have the capacity of 1 KVA and with normally operating input voltage of 110-270V.
Warranty: / Minimum two years warranty on the freezer.

Delivery time for both items should be within 15 days after receiving contract award.

Compliance Statements to Technical Requirement:

In the bid document, the supplier shall include clause by clause statement on ANSAB’s Technical Requirements. In the statement of compliance, the supplier shall state -

a.“FULLY COMPLIANT (FC) “if goods and functions offered fully meet the requirement.

1. "PARTIALLY COMPLIANT (PC)" if the goods and functions offered meet the requirement partially. The supplier shall state the reason why the offer is partially compliant.
2. "NON COMPLIANT (NC)" if the goods and functions cannot meet the requirements. The supplier shall also state reasons for it.

1. Compliance statements such as 'Agreed', 'Noted', ‘OK’, Tick Mark, 'Understood', etc. shall not be acceptable.

In case of absence or unclear statements of compliance for any specified requirement, ANSAB will interpret that particular requirement as being "NON COMPLIANT".

1. Compliance Statements for Vaccine Refrigerator:

S/N / Description / Bidder shall state as Fully Compliant/ Partially Compliant/ Non-compliant
1 / Delivery Place:
DLSO Nepalgunj, Banke
DLSO Bhairahawa, Rupandehi
DLSO Bharatpur, Chitwan
2 / Delivery Time: Within 15 days after receiving contract award
3 / Required Quantity (Number): 16
4 / Description of the Vaccine Refrigerator
Vaccine storage net capacity:Between 330-340 litters
Gross volume:Between 500-520 litters.
Holdover time:The refrigerator compartment shall maintain +20C to +80for minimum 5-8 hours during power cuts at the amnient temperature of+430C.
Compressor:Sealed heavy duty type compressor.
Power consumption:Max. 300 watt at 220 VAC / 50 HZ.
Refrigerant:The refrigerator shall utilizeCFC(chlorofluorocarbon) free refrigerants and insulation.
Instrumentation:An internal reading thermometer shall be provided, a thermostat or another power indicator switches shall be accessible to the user and lock with key or combination lock on door.
Additional Accessories:Voltage stabiliser unit to fit the refrigerator shall be included. Stabiliser to have the capacity of 1 KVA, normally operating input voltage of 110-270V.
Warranty: Minimum two years

1. Compliance Statements for Vaccine Refrigerator:

S/N / Description / Bidder shall state as Fully Compliant/ Partially Compliant/ Non-compliant
1 / Delivery Place:
DLSO Nepalgunj, Banke
DLSO Bhairahawa, Rupandehi
DLSO Bharatpur, Chitwan
2 / Delivery Time: Within 15 days after receiving contract award
3 / Required Quantity (Number): 3
4 / Description of the Vaccine Freezer.
Frozen icepack storage capacity:Between 250 litters and 270 litters gross capacity
Holdover time:Without opening the freezer the storage of icepacks shall for a minimum of 4-5 hours or longer during power cut or electrical line interuption, when the constant ambient temperature is 360C.
Refrigerant:CFC(chlorofluorocarbon) free refrigerants and insulation.
Compressor:Sealed heavy duty type compressor.
Power consumption:Max. 300 watt at 220 VAC / 50 HZ.
Instrumentation:An internal reading thermometer shall be provided. A thermostat or another power indicator switches shall be accessible to the user. Lock with key or combination lock on door.
Additional Accessories:Voltage stabiliser unit to fit the freezer shall be included. Stabiliser to have the capacity of 1 KVA and with normally operating input voltage of 110-270V.
Warranty: Minimum two years

Part D: Financial Proposal (Envelope 3):

Price schedule for Supply and delivery of Vaccine Refrigerator and Vaccine Freezer in Banke, Rupandehi and Chitwan Districts

Name of the Supplier:…………………………………………………………………………

Summary of the financial proposal

S. No / Description / Unit / Qty / Unit Price in NRs / Total Price in NRs
Total Price

Total Price including VAT, in figures (Nepalese Rupees):______

Total Price including VAT, in words (Nepalese Rupees):______

Signature of the supplier:

Full Name:

Designation:

Supplier’s Official Seal:

Date:

______

Note:

1. Please provide the details of cost and attach with thisFinancial Proposal (Envelope 3):
2. In case of discrepancy between unit price and the total price, the unit price shall prevail. The supplier shall clearly mention VAT.
   

ANNEX 1: PART B: STANDARD FORMS TO BE SUBMITTED FOR BID PROPOSAL

B1: SUBMISSION FORM FOR BID PROPOSALDate: DD/MM/2016

BidNo. ANSAB/07/18072016for Supply and delivery of Vaccine Refrigerator and Vaccine Freezer in Banke, Rupandehi and Chitwan Districts

Asia Network for Sustainable Agriculture and Bioresources (ANSAB)

P.O. Box: 11035

Bhimsengola, New Baneshwor

Kathmandu, Nepal.

Dear Madam/Sir,

Having examined the bidding documents including addenda Nos.: ------(Insert number), the receipt of which is hereby duly acknowledged, we, the undersigned, offer to Supply and delivery of Vaccine Refrigerator and Vaccine Freezer in Banke, Rupandehi and Chitwan Districtsinconformity with the said bidding documents for the sum of ------(Specify bid price in figure and words) attached herewith and made part of this bid.

We undertake, if our bid is accepted, to complete supply anddelivery of all the items specified in the contract within ----- (Specify days)days calculated from the date of signing of the contract.

Our bid is valid up to______(mentiondate)and it shall remain binding upon us and may be accepted at any time before the expiration of this validity.

Until a formal contract is prepared and executed, this bid, together with your written acceptance thereof in your notification of award shall constitute a binding contract between us.

We understand that you are not bound to accept the lowest or any bid you may receive.

Dated: ------ (Specify date)

Signature: ______

Name:

Designation:

Official Seal:

______Note:

This Bid Form shall be duly filled, signed, dated and stamped with official seal. Bid Form not duly filled, signed, dated and stamped with official seal will not be considered for evaluation.

B2: LIST FOR THE LETTERS/ COPIES/ CERTIFICATES SUMBITTED

BidNo. ANSAB/07/18072016 for Supply and delivery of Vaccine Refrigerator and Vaccine Freezer in Banke, Rupandehi and Chitwan Districts

1. List of letters/ copies/ certificates submitted in part ofEnvelope one: Part B: Eligibility & Related Forms

SN. / Description/ type of Hard copies submitted
1.
2.
3.
4.
5.
6.
7.
8.

1. List of letters/ copies/ certificates submitted in part of Envelopetwo: Part C: TechinicalProposal

SN. / Description/ type of Hard copies submitted
1.
2.
3.
4.
5.
6.
7.
8.

1. List of letters/ copies/ certificates submitted in part of Envelopethree: Part D: FinancialProposal

SN. / Description/ type of Hard copies submitted
1.
2.
3.
4.
5.
6.
7.

______Note:

This list of documents should attach with Bid Form.

B3:MANUFACTURER’S AUTHORIZATION LETTER

TO: Asia Network for Sustainable Agriculture and Bioresources (ANSAB)

P.O. Box: 11035

Bhimsengola, New Baneshwor

Kathmandu, Nepal.

WHEREAS ------(Specifyname of theManufacturer)who are established and reputablemanufacturers of ------(Specifyname and/ordescription of goods) havingfactories at ------(Specify Address of Factory)

Do hereby authorize ------(Specify Name and Address of Bidder)to submit a Bid, and subsequently negotiate and sign the Contract with you against Invitation for Bid: BidNo. ANSAB/07/18072016 forSupply and delivery of Vaccine Refrigerator and Vaccine Freezer in Banke, Rupandehi and Chitwan Districtsfor the above goods manufactured by us.