CLASSROOM CONSTRUCTION: SEGHE PRIMARY SCHOOL TENDER DOCUMENTS 19.01.2015

TENDER DOCUMENTS
CLASSROOM CONSTRUCTION
SEGHE PRIMARY SCHOOL
WESTERN PROVINCE
SOLOMON ISLANDS

19th January 2015

Note To Tenderers: Ensure that this document is completed as per the scoring schedule included in this document and that all schedules are completed and returned.

Prepared by
KAUNITZ YEUNG ARCHITECTURE
ABN: 88 157 779 774
Revision / Prepared By / Description / Date
Initial / KYA / Pretender Review / 19.01.2015

Document Acceptance

Action / Name / Signed / Date

1.  UNICEF STANDARD TERMS AND CONDITIONS FOR SERVICE CONTRACTORS

TABLE OF CONTENTS

1. INFORMATION TO TENDERERS 4

2. TENDER INSTRUCTIONS AND CONDITIONS 5

3. TENDER FORM 12

4. UNICEF GENERAL TERMS AND CONDITIONS 13

5. UNICEF STANDARD TERMS AND CONDITIONS FOR SERVICE CONTRACTORS 16

6. SPECIAL CONTRACT CLAUSES 22

7. TENDER SCHEDULES - INSTRUCTIONS TO TENDERS - PRICING 24

8. SCHEDULE A - LUMP SUM BREAKDOWN 25

9. SCHEDULE B - PROVISIONAL SUMS AND PROVISIONAL QUANTITIES 26

10. SCHEDULE B1-1 - PROVISIONAL LABOUR 27

11. SCHEDULE B1-2 - PROVISIONAL PLANT 28

12. SCHEDULE B1-3 - PROVISIONAL MATERIALS AND SUBCONTRACTORS 29

13. SCHEDULE B2 - PRE-DETERMINED EXTENSION OF TIME COSTS 30

14. SCHEDULE C - CONSTRUCTION PROGRAM 31

15. SCHEDULE D PROPOSED SUB-CONTRACTORS/SUPPLIERS 32

16. SCHEDULE E - KEY PERSONNEL 33

17. SCHEDULE F - COMPLIANCE WITH UNICEF STANDARDS AND POLICIES 34

18. SCHEDULE G - INSURANCE COMPANIES AND POLICIES 35

19. SCHEDULE H - PREVIOUS RELEVANT WORKS 36

20. SCHEDULE I - STATEMENT OF CONFORMANCE 37

21. ATTACHMENTS 38

2.  information to tenderers

2.1  Background

A significant number of primary schools in Solomon Islands do not have a safe, enabling learning environment for their students and teachers. Many schools have buildings constructed of bamboo and leaves, which require replacement on an annual basis. Adding to this is a lack of proper flooring and leaky roofing, further decreasing conduciveness to learning.

Improving the overall school building and classrooms will positively impact children’s learning outcomes.1 Infrastructural development and renovation to improve equitable access to safe learning environments for students is a priority of the Ministry of Education and Human Resource Development (MEHRD) and is the first goal of its National Education Action Plan (2013–2015). MEHRD estimates that fewer than 50 per cent of primary schools nationwide have access to clean and safe drinking water and the pupil to toilet ratio remains unacceptably high at 78:1.

The Seghe Primary School rehabilitation project is aligned with the priorities of Solomon Islands Government and is very relevant to the communities that have lived with poor quality school facilities for years. The project will align with MEHRD policies and guidelines, such as those concerning school infrastructure, and will support the ministry in implementing the rehabilitation project to order to ensure full ownership and accountability.

2.2  Project Scope

This Contract shall include all materials, labour, plant, equipment and cartage as necessary for the true and proper completion of the Works and all associated works as hereinafter described or inferred. All works indicated on the drawings, but not referred to in the Specification and vice versa shall be included in the Contract. Tenderers shall allow for the provision of all elements and services normally associated with the total execution of the Contract whether specifically referred to or not.

The Tenderer must bid for all of the Works outlined in these Tender Documents.

2.3  Project Name

This invitation is for construction tender for

Classroom Construction Seghe Primary School, Western Province, Solomon Islands..

2.4  Definitions

The following definitions shall apply throughout this document and its appendices:

Principal / Client: UNICEF

Principal's Representative /

Contract Administrator UNICEF

Contractor Shall mean the persons selected by the Principal and bound by the contract for the performance f the Works.

Tenderer Shall mean the persons submitting proposals to the Principal based on these instructions in an attempt to be selected as the Contractor.

2.5  Schedules

The Tenderer shall complete all required commercial schedules and technical data sheets and questionnaires contained in this Document. Schedules 3, 7 & 9 will are recommended only and will be excluded from assessment. These schedules maybe submitted within 5 working days of submission of the tender. Failure to complete the remaining schedules will disqualify the Tender. Schedules will not be accepted unless in PDF Form and signed by the Tenderer.

3.  tender instructions and conditions

3.1  Tender Process

A single stage tender process is being implemented to comply with a submission date of (14:00) 2.00 pm Wednesday, 18th February 2015 (Fiji time).

The tender process will be based on a mixed attribute submission comprising a lump sum cost breakdown and additional information as outlined in this document.

3.2  Confidentiality

All tender documents are confidential and shall not be passed onto a third party, other than a bone fide subcontractor or supplier, without the written consent of the principal. Copyright of the tender documents belongs to the principal.

3.3  Issue of Documents

Tender documents issued to prospective tenderers for use in the preparation of as tender remain the property of the principal.

Any information whatsoever provided by the principal to tenderers has been provided to assist tenderers in preparing tenders and in carrying out the contract works but the principal does not represent or warrant the completeness or accuracy of such information. Tenderers shall rely on all information provided by the principal at their own risk and are responsible for the interpretation of the information.

3.4  Tenderers to inform themselves

All questions and answers during the tender period are to be sent to:

Name: Christine Calo-oy

Position: Senior Supply Assistant

Email:

The tender information contact person named above is the only person authorised to receive queries, requests for information or other communications by tenderers or related parties regarding this tender. The principal will not be bound by any statement, written or verbal, made by any person including the tender information contact person unless that statement is subsequently expressly incorporated in the contract documents.

3.5  Ambiguities in the Tender Documents

Where the tender documents are ambiguous or unclear to any tenderer, that tenderer may request in writing the issue of a notice to tenderers. If a notice to tenderers is issued, it will be distributed to all tenderers. Tenderers shall promptly acknowledge by return mail that the notice to tenderer has been received.

In the absence of an explanatory note, whether one has been requested or not, tenders may be submitted subject to reasonable interpretation of any ambiguity or uncertainty in the tender documents, which interpretation shall be stated and made clear in writing in the tender, or as an attachment to it.

During the tender period any enquiries regarding the tender documents shall be made to the person named in section 3.5.

3.6  Submission of Tenders

(14:00) 2.00 pm Wednesday, 18th February 2015.

Tenders shall submit the following documentation:

3 no. Hard copies;

Electronic tenders can be sent by e-mail to:

Hard copy tenders by registered mail, post marked no later than (14:00) 2.00pm Wednesday, 18th February 2015 to:

UNICEF
3rd Floor, Fiji Development Bank Building
360 Victoria Parade
Suva
FIJI
Attention: Christine Calo-oy
Senior Supply Assistant

They shall be packaged and labelled "private & confidential" and have the following information exhibited on the outside:

Name of tenderer, contact person and contact details;

Classroom Construction Seghe Primary School, Western Province, Solomon Islands.

At the principals sole discretion late tenders may be returned unopened. No emailed or faxed submissions will be accepted.

Tenders shall be submitted on the form of tender provided in this document.

3.7  Overheads

The percentage for on-site overheads shall be nominated in the form of tender

The percentage for off-site overheads and profit shall be nominated in the form of tender

3.8  Supplementary information

Tender schedules can be found in this document.

The Principal may request any tenderer to clarify and/or adjust aspects of its tender and also reserves the right to negotiate with the preferred tenderer or tenderers with a view to finalising contract arrangements.

The tenderer warrants that:

  1. All information provided by the tenderer is complete and accurate in all material respects;
  2. The provision of information to the principal, and the use of it by the principal for the evaluation of tenders and for the negotiation of any resulting contractual agreement, will not breach any third party intellectual property rights; and

3.9  Acceptance of tender

The lowest priced, or highest scoring, or any tender will not necessarily be accepted.

The principal reserves the right at its sole discretion to accept none or any of the tenders; or at any time prior to acceptance of any tender to withdraw the contract from tender.

Successful tenders will receive a letter of award complete with executable contract to be returned within 7 calendar days.

3.10  Notification of acceptance

Unsuccessful tenderers shall be notified by the principal or its agent of the name of the successful tenderer price within 20 working days of acceptance of the successful tender, and the principal may also advise the non-price attribute score of the successful tenderer.

3.11  Validity period

Tenders shall remain open for acceptance and shall not be withdrawn for a period of 120 days from the date of tender closing; and

The validity period identified in these conditions of tendering shall be calculated from the date of closing of tenders. The parties may agree to extend the tender validity period. By submitting a tender, tenderers will be deemed to be representing that their offer remains open for acceptance, and will not be withdrawn, for the duration of the tender validity period.

3.12  Information

The principal reserves the right to make enquiries regarding the tenderer and to consider relevant information obtained from any source in the evaluation of the tender. The principal may verify with any third party any information included in the tender or disclosed to the principal in connection with the tender, including carrying out a credit check on the tenderer.

3.13  No obligation

No legal or other obligations shall arise between a tenderer and the principal or any agent of the principal in relation to the conduct, outcome or otherwise of the tender process unless and until written notification of tender acceptance has been received by the tenderer.

3.14  Ethics

By submission of tenders, tenderers acknowledge that they have not and shall not engage in any practices that gives one party an improper advantage over another, and/or engage in any unfair and unethical practices, in particular any collusion, secret commissions or such other improper practices.

3.15  Conflict of Interest

The tenderer warrants that, to the best of its knowledge after making diligent inquiry, at the date of tendering, no Conflict exists or is likely to arise in the submission of this tender or any subsequent performance of its obligations under the Contract. If, during the tender period or during the term of any subsequent Contract, a Conflict arises, the tenderer must:

·  Immediately notify the Contract Administrator in writing of that Conflict. Making a full disclosure of all information relating to the Conflict; and

·  Take such steps as the funded Organisation and the Contract Administrator may reasonably require to resolve or otherwise deal with that conflict.

If the tenderer fails to notify the Contract Administrator under this clause, or is unable or unwilling to resolve or deal with the Conflict as required, the Contract Administrator may disqualify the tenderer and terminate any subsequent Contract in accordance with the contract.

The tenderer agrees that it will not, and will use its best endeavours to ensure that any officer,

employee, agent or subcontractor of the tenderer does not, engage in any activity or obtain any

interest during the course of this tender that is likely to conflict with or restrict the evaluation of tenders.

3.16  Confidentiality

The information supplied by the principal (either itself or through its contractors, agents or advisors) in connection with this tender, or any contract that arises out of it, is confidential. Tenderers should not release or disclose any of the information to any other person, (other than their employees or advisors), without the prior written consent of the principal. Any publicity also requires the principal’s prior written consent.

The principal may, if it considers it appropriate to do so, require any tenderer to sign a confidentiality deed, before releasing any confidential or commercially sensitive information to the tenderer. The tenderer agrees to sign the confidentiality deed, if required to do so.

3.17  Preferred tenderer

If a tenderer is selected as ‘preferred tenderer’ then such selection does not constitute an acceptance by the principal of the tenderer’s tender, or imply or create any obligation on the principal to award the contract to that tenderer;

The principal may at any time without being liable to the preferred tenderer cease discussions with any preferred tenderer and not award a contract to that party.

3.18  Due diligence

As part of the tender process, the principal, together with its professional advisors and/or consultants, may carry out due diligence investigations of any or all of the parties that submit a tender.

By submitting a bid, a tenderer consents to the principal (and its professional advisors and consultants) carrying out all due diligence investigations of the tenderer as may be required by the principal, acting reasonably, and will promptly provide all information and answer all questions as may be required by the principal, acting reasonably, in carrying out such investigations subject only to (i) confidentiality obligations owed to unrelated third parties (which if applicable, must be identified and, if then requested by the principal, the tenderer will take all reasonable steps to have such confidentiality waived to enable disclosure to the principal) or (ii) the rules of any stock exchange on which the tenderer or its parent company is listed (which, if applicable, must be identified).

By submitting a bid each tenderer expressly acknowledges and agrees that the principal shall not have any obligation to enter into any agreement or arrangement with any tenderer if the principal is not satisfied, in its sole and exclusive discretion, with the outcome of its due diligence investigations regarding that tenderer.