Request for Proposal, LRC Website Design & Development

National tender application pack V0.2

Tender reference: 2017 - 009

Request for Proposal, LRC Website Design & Development

The Lebanese Red Cross (LRC) aims to strengthen its online presence by:

1. Creating an entirely new, modern public-facing website as the main landing page for the public, to encourage engagement with LRC and to share information about needs and services.

2. Improve the existing online donation portal of LRC to receive online restricted or unrestricted donations in a rapid and easy manner.

3. To establish an online store to sell products and allow for the easy booking for training courses, especially first-aid.

Note: Detailed specifications are defined in Annex 3–Term of Reference to tender

All documents can be downloaded from (Please select “Tender” from the menu at the top right of the page). Tenderers are advised to check the website regularly as any changes or additional information related to this tender will be updated via the website.

Tenders must be submitted by sealed envelope in 2 hard copies and 1 digital copy on USB stick to

Mailing address / Lebanese Red Cross Society Head Quarters,
Spears Street,Kantari,Beirut, Lebanon
Email address /
Tender deadline / Date: Thursday, 14 December, 2017
Time: 4:00PM
Bids to be marked / “Tender reference: 2017 - 009. Do not open before Friday, 15 December, 2017”
Deadline for questions / Date: Tuesday, 05December, 2017
Time: 4:00PM

Bidder’s checklist

Description / To be filled by bidder / To be filled by LRCS committee
Included? / Present & complete? / Comments
Step/ document to be submitted withtender / Yes / No / Yes / No
Complete tender package delivered before the deadline specified - Compulsory
Addendum - Signed and stamped – Compulsory
Annex 1 – LRC supplier registration form – completed, signed & stamped – Compulsory
Annex 2 - Bid offer form – completed, signed & stamped – Compulsory
Annex 3 - Detailed Specifications (TORs)- signed & stamped – Compulsory
Annex 4 - Schedule of delivery – completed, signed & stamped – Compulsory
Annex 5 – Past performance & client references – completed, signed & stamped
Annex 6 - Letter of authorisation & acceptance statement –signed & stamped – Compulsory
Specific Conditions– Signed & stamped Compulsory (if present)
Supporting documents
Copy of company registration – (Ministry of Justice)-وزارة العدل) ) شهادة تسجيل شركة تجاريةCompulsory
Copy of tax registration (Ministry of Finance((وزارة المالية)شهادة تسجيل الشركة– Compulsory
Copy of VAT registration (Ministry of Finance) (وزارة المالية) شهادة تسجيل في الضريبة على القيمة المضافة– Compulsory(if VAT registered)
Copies of past contracts/ POs as proof of experience
To be filled in by LRCS committee only / Eligible / Ineligible
Outcome of administrative check.

Instructions to bidders

Tenderers must meet all the requirements specified in the tender documents and therefore advised to go through the tender documents carefully before submission and be certain that they are able to comply with the specified terms & conditions.

Contents

Invitation to bid

Bidder’s checklist

Instructions to bidders

General conditions

Specific Conditions

Addendum

Tender forms

Annex 1 – LRC supplier registration form

Annex 2 - Bid offer form

Annex 3 - Detailed Specifications

Annex 4 - Schedule of delivery

Annex 5 – Past performance & client references

Annex 6 - Letter of authorisation & acceptance statement

Article 1.Specifications: The detailed specification are given in Annex 3–Term of ReferenceWhich Tenderers must adhere to.

Article 2.Eligibility:

2.1.Bidders must sign on a bid submission register when delivering their bids – any bids that are not listed on the register will not be considered.

2.2.Tender Submissions not addressed and or marked as specified in the Addendum or sent by other means may not be accepted. Address for delivery of offers is listed in the Addendum.

2.3.Tenderer(s) must be formally registered companies in their registered country.

2.4.Any unsealed tenders and tenders received after the submission deadline will not be accepted.

2.5.Tenderer(s) should have the capacity and capability to provide the detailed work plan accordance with the specifications within the prescribed delivery time and the terms & conditions mentioned herein.

2.6.Contracts can be awarded individually or jointly.

Article 3.Price:

3.1.Price should be best and final offer

3.2.Include discounts for early payment, if any

3.3.All prices should be denominated in the currency that is specified in the Addendum attached.

3.4.Applicable VAT/duty rates should be clearly stated per item in the offer as to facilitate any tax/ duty exemptions/ reimbursement

3.5.Note that if two bids are received for the same value where one bidder is VAT registered and the other not - preference will be given to the VAT registered bidder.

Article 4.Required documents/certificates: The supporting documents/certificates required are:

4.1.With the Tender:

4.1.1.Completed, signed and stamped copies of

4.1.1.1.Specific Conditions (if present)

4.1.1.2.Addendum

4.1.1.3.Annex 1 – LRC supplier registrationform

4.1.1.4.Annex 2 - Bid offer form

4.1.1.5.Annex 3 – Term of Reference

4.1.1.6.Annex 4 - Schedule of delivery

4.1.1.1.Annex 5 – Past performance & client references

4.1.1.2.Annex 6 - Letter of authorisation & acceptance statement

4.1.2.Documents in support of Tenderer(s) profile:

4.1.2.1.Company registration (Ministry of Justice)شهادة تسجيل شركة تجارية (وزارة العدل)

4.1.2.2.Copy of tax registration(Ministry of Finance) شهادة تسجيل الشركة (وزارة المالية)

4.1.2.3.Copy of VAT registration (Ministry of Finance) المضافةشهادة تسجيل في الضريبة على القيمة (وزارة المالية) Note that this is only compulsory if registered for VAT.

4.1.3.Letters/certificates of performance in previous 3 years.

4.1.4.At least 2 most recent references with their contact details.

4.1.5.Confirmation / Certificate of weight, quality and origin of country of goods (when applicable).

4.2.With delivery of material (if successful and when applicable):

4.2.1.Delivery Notes with packing details (weight, volume etc.)

4.2.2.Commercial invoice - 2 copies (on delivery)

Article 5.Language: The documents submitted will be accepted in English language only. The certificate, etc. from local government or local authorities (if applicable) could be provided in actual language but a copy of translation in English language duly notarised should be provided as well. All markings and labelling should appear in English only.

Article 6.Bid Validity: Your offer must remain valid for a period of 4 monthsafter of Tender submission deadline.

Article 7.Your offer should clearly state the following:

7.1.Unit prices / Total prices, etc. as per Annex 2 - Bid offer form

7.2.Price should be net after deduction of any discount and should be compatible with the appropriate INCOTERMS specified in the Addendum and conform to price elements specified in Article 5

7.3.Confirmation to comply with the specifications as per Annex 3 - Term of Reference, if you can meet the specifications. If not, state clearly.

7.4.Confirmation to agree to accept the terms and condition as per this tender document and the general terms and conditions attached at Annex 6 - Letter of authorisation & acceptance statement.

Article 8.All or None Clause:The LRCS reserves the right to accept or reject any or all the offers. Failure to comply with any of the above requirements will justify rejection of the offer. Successful Tenderers will be required to sign, stamp and return one copy of the Contract confirming your acceptance of the specification and agreed terms and conditions.

Article 9.Conditions for submitting offers: Tenderers are responsible for the submission of their tender on time and in accordance with the instruction within the tender documents.

9.1.LRCS will not be responsible for any failure or delay in collection or submission of tender documents before the given deadlines.

9.2.Expenditure on preparation & delivery of tender submissions shall be borne by the Tenderer.

9.3.All requests for information, queries / questions should be requested through the details provided in the Addendum.

General conditions

General conditions are available from

Specific Conditions

None

Addendum

Section in instructions to bidders: / Item: / Specification:
Price / Currency / USD
Exchange rate @ / 1USD = LBP1,500
INCOTERMS© / Terms of delivery / DDP – Delivery Duty Paid
Tender delivery / Delivery address / Lebanese Red Cross Society Head Quarters,
Spears Street,
Kantari,
Beirut, Lebanon
Delivery contact / Jamileh Mikhael
Delivery email /
Goods/ services delivery period / Start period / ASAP
Delivery deadline / None
Marking/ labelling / 2017 – 009
Language / Tender document language / English
Samples / Samples to be delivered with bids? / No
Bid validity / Offer to be valid for / 120 calendar days
Liquidated damages / Damages per calendar day of delay / 0.5% of contract value
Maximum delay damages / 5% of contract value
Payment / Invoice to be raised on delivery of / Each batch/ final delivery
Payment terms / 45 calendar days after submission of all required documentation
Tender deadline / Date: Thursday, 14 December, 2017
Time: 4:00:00 PM
Bids to be marked / “Tender reference: 2017 - 009. Do not open before Friday, 15 December, 2017
Deadline for questions / Date: Tuesday, 05 December, 2017
Time: 4:00:00 PM
General Conditions
Article 1 / Dispute Adjudication Rules defined by / Lebanese
Contract jurisdiction / Lebanon

Tender forms

Annex 1 – LRC supplier registration form

Please fill in this questionnaire in order to register. Information given in this questionnaire will be handled confidentially. Please attach all other documents requested in the questionnaire. All bidders should completely fill up this form. If found blank, then the bidder's tender shall not be included in the Final Evaluation

NAME OF COMPANY:

Mailing Address
Country:
Contact Person (s)
Telephone No / Fax:
Email
Website
Owner(s) Name(s):
Nationality:
VAT Number
Date of Registration of VAT

ORGANISATION REGISTRATION:

/ Year Established: Under the laws of:

SIZE OF BUSINESS

/ No. of Employees: No. of Branches:
No. of International Offices:
Location of Factories:
No. of Plants:
No. of Warehouses

AFFILIATED/HOLDING/ SUBSIDIARY COMPANIES:

/ Name Address Nature of Affiliation

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National tender application pack V0.2

Tender reference: 2017 - 009

Annex 2 - Bid offer form

The offer must provide sufficient breakdown in the itemization to demonstrate that costs are carefully considered and justifiable.

Suppliers with high recurring annual fees will be rejected.

Annex 3 Term of Reference

Check TOR enclosed

Annex 4 - Schedule of delivery

Provide a timeline for the completion of the project

Annex 5 – Past performance & client references

No. / Description / Customer / Unit / Quantity / Contract date / Contract value (USD)
1
2
3
4
5
6

Please provide the details of two companies for your reference check. For these companies it is compulsory to attach a scan/ photo copy of the Contract/ Purchase order/ Completion certificate/ Reference letters as proof.

Reference 1
Company name
Mailing address
Contact person
Contact title
Phone number
Email address
Reference 2
Company name
Mailing address
Contact person
Contact title
Phone number
Email address

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National tender application pack V0.2

Tender reference: 2017 - 009

Annex 6 - Letter of authorisation & acceptance statement

Dear Sir/Madam

We, M/S ______

Hereby authorize Mr / Ms ______

To represent, deal, negotiate and sign the contract on our behalf for the above referencedtender. His/her details and specimen of signature are as below.

Furthermore, we hereby declare our acceptance of the LRCS:

General conditions
Specific Conditions (if present)
Addendum
Annex 1 – LRC supplier registration form
Annex 2 - Bid offer form
Annex 3 - Detailed Specifications (TOR)
Annex 4 - Schedule of delivery

And confirm that the details provided in the supplier registration form are accurate and representative of our company. For the purposes of validating our past performance we hereby give our permission to LRCS to contact our given references.

We acknowledge and accept that any misrepresentation in this regard will lead to our bid being excluded from the current tender and/ or the cancellation of any subsequent contract/ purchase order without compensation.

On behalf of / Authorized Person (if different)
Name: / Name:
Designation: / Designation:
Cell / Tel No: / Cell / Tel No:
Email: / Email:
Dated: / Dated:
Signature & Stamp: / Signature

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