TEND029MGLPF NGA-24 – Construction of 3×2 Compartment of 8 blocks of latrine and Shower space in Pulka, Gwoza LGA. Maiduguri Borno State Nigeria
Lindii Peace Foundation (LPF) has received a grant for the implementation of the humanitarian WASH intervention entitled “Strengthening resilience of vulnerable population through provision of WASH services in Pulka, Gwoza LGA, of Borno State”. Part of this operation is the – Construction of 3×2 Compartment of 8 blocks of latrine and Shower space in Pulka, Gwoza LGA. Maiduguri Borno State Nigeria. Therefore, LPF requests you to submit price bid(s) for the list on the attached LPF Bid Form Annex A. (see ANNEX A for the Lots and breakdown of requisition).
TENDER DETAILS
The Tender details are as follows:
Line
Item
Time, date, address as appropriate
1
Invitation to Bid published Date
16th December 2024
2
Closing date for clarifications
22nd December 2024, 1600 hrs. West Africa Time
3
Closing date and time for receipt of Tenders
22nd December 2024, 1700 am. West Africa Time
4
Tender Opening Location
LPF OFFICE (No 1 Waziri Kolo Crescent Near Nursing Old GRA, Maiduguri, Borno State ‐ Nigeria)
5
Tender Opening Date and time
23 December 2024, 1100‐1200 West Africa Time
PLEASE NOTE: NO BIDS WILL BE ACCEPTED AFTER THE ABOVE CLOSING TIME AND DATE; incomplete Bidding documentation will be considered as incomplete Bid and will be Rejected.
II. IMPORTANT INFORMATION REGARDING THIS ITB:
This tender is one Lot only.
LPF may choose to split the contract award to more than one supplier.=although will pass the administrative criteria to be evaluated before the financial evaluation. The submitted samples of non‐awarded bidders may be returned to the bidder at its own cost after the award is completed. The samples of the selected bidder will remain with LPF as part of the bid.
The delivery time of the Services shall be according to time of Contract. LPF may terminate the contract or impose other penalties if contractor fails to deliver items within this period.
All construction shall be undertaken at implementing Camp location.
No advance payment will be paid to the awarded contractor. The awarded contractor is expected to mobilize its own resources to deliver the agreed material.
III. SELECTION AND AWARD CRITERIA
The evaluation process consists of three stages: 1) Administrative, 2) Technical and 3) Financial. Each stage requires information and documents mentioned in this ITB from the bidder.
This tender will be awarded to the lowest cost technically compliant bid. The technical evaluation criteria are as per the specifications stated in Annex A (for all the Lots).
A. Administrative Evaluation
A bid shall pass the administrative evaluation stage before being considered for technical and financial evaluation. Bids that are deemed administratively non‐compliant may be rejected. Documents listed below shall be submitted with your bid.
#
Annex #
Document
Instructions
1
A.1 (Lot Applying for)
Bid Form (Technical)
Complete ALL sections in full, sign, stamp. Must be submitted in a sealed envelope on the company letterhead paperas per LPF Tender
Process Instructions.
Mandatory
2
A.2 (Lot Applying for)
Bid Form (Financial)
Complete ALL sections in full, sign, stamp. Must be submitted in a sealed envelope on the company letterhead paper as per LPF Tender Process Instructions.
Mandatory
3
B
Tender and Contract Award Acknowledgement Certificate
Complete ALL sections in full, sign, stamp and submit Mandatory
4
C
General Conditions of Contract
Read & understand the General Conditions of
Contract for the Procurement of Goods
5
D
LPF Supplier Code of Conduct
Sign and stamp Mandatory
6
E
Supplier Profile & Registration Form
Complete ALL sections in full of Supplier Profile & Registration form, sign, stamp and submit Mandatory
7
F
Reference form
Fill the Form Mandatory
8
N/A
Business Registration/ MOU or equivalent proof of registration to show local presence in Nigeria
Submit a copy of registration in the country. Submit MoU or dealership certificate if a representative of an
international company in Nigeria. Mandatory
Technical Evaluation
To be technically acceptable, the bid shall meet or exceed the stipulated requirements and specifications in the Invitation to Bid (ITB). A Bid is deemed to meet the criteria if it confirms that it meets all mandatory conditions, procedures and specifications in the ITB without substantially departing from or attaching restrictions with them. If a Bid does not technically comply with the ITB, it will be rejected.
The technical criteria are stipulated in Annex A.1 (for the Lot applying for) – Technical Bid Form.
The technical evaluation will be carried out based on the following aspects:
Compliance with specifications: Offered specifications & quality must match with desired specifications ‐ Complete all offered specifications Annex A.1 (for the Lots applying for)
Sample Quality: LPF will call for samples from suppliers those that pass the administrative evaluation. Supplier that offers samples must match with stipulated quality & specifications mentioned in Annex A.1 (for the Lots applying for). Those Contractor whose sample quality does not match with desired specifications & quality will be disqualified for the next bidding stage (Financial evaluation).
Delivery Lead Time and Destination: All stipulated quantity must be delivered at LPF sites within the time of contract Bidder should mention the delivery lead time and offered delivery destination Annex A
Experience: Bidder must have previous experience / contract(s) with either UN, INGO, NNGO, Governments– Mention reference in Annex F, or copy of previous contract, or recommendation letter.
Financial Evaluation
All bids that pass the Technical Evaluation will proceed for Financial Evaluation. Bids that are deemed technically noncompliant will not be financially evaluated.
TENDER PROCESS
The following processes will be applied to this Tender:
Tender Period
Tender Closing
Tender Opening
Administrative Evaluation
Technical Evaluation
Financial Evaluation
Contract Award
Notification of Contract Award
SUBMISSION OF BIDS
Bidders are solely responsible for ensuring that the full bid is received by LPF in accordance with the ITB requirements, prior to the specified date and time mentioned above. LPF will consider only those portions of the bids received prior to the closing date and time specified.
All responsive Bids shall be written on the LPF Bid Form (Annex A.1 and A.2
Beyond the LPF Bid Form “Annex A”, the following documents shall be contained with the bid:
Annex B “Tender & Contract Award Acknowledgment Certificate”
Annex C “General Conditions of Contract”
Annex D “Supplier Code of Conduct”
Annex E “Supplier Profile and Registration form”
Annex F “References”
Business Registration in Nigeria
Annex E Latrine Design
Bids not submitted on Annex A, or not received before the stipulated time and date as stated on page 1, or delivered to any other email address, or physical address will be disqualified.
Bids submitted by mail, email or courier is at the Bidders risk and LPF takes no responsibility for the receipt of such
Bids.
Bidders are solely responsible for ensuring that the full Bid is received by LPF in accordance with the ITB requirements.
Hard Copy:
Hard copy Bids shall be separated into ‘Financial Bid’ and ‘Technical Bid’:
The Financial Bid shall only contain the financial bid form, Annex A.2
The Technical Bid shall contain all other documents required by the tender as mentioned in section A. Administrative Evaluation, but excluding any pricing information
Each part shall be placed in a sealed envelope, marked as follows:
Both envelopes shall be placed in an outer sealed envelope, addressed and delivered to:
Email submission
Bids can be submitted by email to the following dedicated, controlled, & secure email address: tender@lindiipeacefoundation.org
When Bids are emailed, the following conditions shall be complied with:
The ITB number shall be inserted in the Subject Heading of the email
Separate emails shall be used for the ‘Financial Bid’ and ‘Technical Bid’, and the Subject Heading of the email shall indicate which type the email contains
The Financial Bid shall only contain the financial bid form
The Technical Bid shall contain all other documents required by the tender as mentioned in section A. Administrative Evaluation, but excluding any pricing information
Bid documents required, shall be included as an attachment to the email in PDF, JPEG, TIF format, or the same type of files provided as a ZIP file. Documents in MS Word or excel formats, will result in the bid being disqualified.
Email attachments shall not exceed 4MB; otherwise, the bidder shall send his bid in multiple emails.
Failure to comply with the above may disqualify the Bid.
LPF is not responsible for the failure of the Internet, network, server, or any other hardware, or software, used by either the Bidder or LPF in the processing of emails.
LPF is not responsible for the non‐receipt of Bids submitted by email as part of the e‐Tendering process.
Bids can be submitted in one of two ways; hardcopy mandatory or electronically. If the Bidder submits a Bid in both Hardcopy and electronically, LPF will choose the version that is the most advantageous to LPF.
SUBMISSION OF SAMPLES
Samples are not mandatory requirement part for this bid. Samples will be requested from bidders that pass the administrative criteria to be evaluated before the financial evaluation. The submitted samples of non-awarded bidders may be returned to the bidder at its own cost after the award is completed. The samples of the selected bidder will remain with LPF as part of the bid.
COMPLETION OF BID FORM
Prices Quoted
Any discount offered shall be included in the Bid price.
Unless otherwise requested all Bids shall state if the prices quoted are not DPU (Incoterms 2020).
Currency
The currency of the Bid shall be in NGN (Naira). No other currencies are acceptable.
Language
The Bid Form, and all correspondence and documents related to this ITB shall be in English.
Packaging
Packaging shall be of International shipping standard, strong quality, and suitable for shipment as provided in the Bid Form.
Origin
Country of origin of the items shall be clearly stated.
Presentation
Bids should be clearly legible. Prices entered in lead pencil will not be considered. All erasures, amendments, or alterations shall be initialed by the signatory to the Bid. Do not submit blank pages of the Bid Form and/or schedules which are unnecessary for your offer. All documentation shall be written in English. All Bids shall be signed by a duly authorized representative of the Bidder.
Split Awards
LPF reserves the right to split awards.
Validity Period
Bids shall be valid for at least the minimum number of days specified in the ITB from the date of Bid closure. LPF reserves the right to determine, at its sole discretion, the validity period in respect of Bids which do not specify any such maximum or minimum limitation.
ACCEPTANCE
LPF reserves the right, at its sole discretion, to consider as invalid or unacceptable any Bid which is (a) not clear; (b) incomplete in any material detail such as specification, terms delivery, quantity etc.; or (c) not presented on the Bid Form – and to accept or reject any amendments, withdraws and/or supplementary information submitted after the time and date of the ITB Closure.
AWARD OF CONTRACTS
This ITB does not commit LPF to award a contract or pay any costs incurred in the preparation or submission of Bids, or costs incurred in making necessary studies for the preparation thereof, or to procure or contract for services or goods. Any bid submitted will be regarded as an offer made by the Bidder and not as an acceptance by the Bidder of an offer made by LPF. No contractual relationship will exist except pursuant to a written contract document signed by a duly authorized official of LPF and the successful Bidder.
LPF may award contracts for part quantities or individual items. LPF will notify successful Bidders of its decision with respect to their Bids as soon as possible after the Bids are opened. LPF reserves the right to cancel any ITB, to reject any or all Bids in whole or in part, and to award any contract.
Suppliers who do not comply with the contractual terms and conditions including delivering different products and of different origin than stipulated in their Bid and covering contract may be excluded from future LPF ITBs.
CONFIDENTIALITY
This ITB or any part hereof, and all copies hereof shall be returned to LPF upon request. This ITB is confidential and proprietary to LPF, contains privileged information, part of which may be copyrighted, and is communicated to and received by Bidders on the condition that no part thereof, or any information concerning it may be copied, exhibited, or furnished to others without the prior written consent of LPF, except that Bidders may exhibit the specifications to prospective subcontractors for the sole purpose of obtaining offers from them. Notwithstanding the other provisions of the ITB, Bidders will be bound by the contents of this paragraph whether or not their company submits a Bid or responds in any other way to this ITB.
COLLUSIVE BIDDING AND ANTI‐COMPETITIVE CONDUCT
Bidders and their employees, officers, advisers, agent or sub‐contractors shall not engage in any collusive bidding or other anti‐competitive conduct or any other similar conduct, in relations to:
The preparation of submission of Bids,
The clarification of Bids,
The conduct and content of negotiations,
Including final contract negotiations,
In respect of this ITB or procurement process, or any other procurement process being conducted by LPF in respect of any of its requirements.
For the purpose of this clause, collusive bidding, other anti‐competitive conduct, or any other similar conduct may include, among other things, the disclosure to, exchange or clarification with, any other Bidder, person or entity, of information (in any form), whether or not such information is commercial information confidential to LPF, any other Bidder, person or entity in order to alter the results of a solicitation exercise in such a way that would lead to an outcome other than that which would have been obtained through a competitive process.
IMPROPER ASSISTANCE
Bids that, in the sole opinion of LPF, have been compiled:
With the assistance of current or former employees of LPF, or current or former contractors of LPF in violation of confidentially obligations or by using information not otherwise available to the general public or which would provide a non‐competitive benefit,
With the utilization of confidential and/or internal LPF information not made available to the public or to the other Bidders,
In breach of an obligation of confidentially to LPF, or contrary to these terms and conditions for submission of a Bid, shall be excluded from further consideration
Without limiting the operation of the above clause, a Bidder shall not, in the absence of prior written approval from LPF, permit a person to contribute to, or participate in, any process relating to the preparation of a Bid or the procurement process, if the person has at any time during the 6 months immediately preceding the date of issue of this ITB was an official, agent, functionary, or employee of, or otherwise engaged by, LPF and was engaged directly, or indirectly, in the planning or performance of the requirement, project, or activity to which this ITB relates.
CORRUPT PRACTICES
LPF has zero tolerance for corruption.
The Bidder represents and warrants that neither it nor any of its potential subcontractors are engaged in any form of corruption, defined by LPF as the misuse of entrusted power for private gain.
This definition is not limited to interactions with public officials and covers both attempted and actual corruption, as well as monetary and non‐monetary corruption. The definition includes, but is not limited to, corruption in the form of: facilitation payments, bribery, gifts constituting an undue influence, kickbacks, favoritism, cronyism, nepotism, extortion, embezzlement, misuse of confidential information, theft, and various forms of fraud, such as forgery or falsification of documents, and financial or procurement fraud. No offer, payment, consideration or benefit of any kind, which could be regarded as an illegal or corrupt practice, shall be made, promised, sought or accepted – directly or indirectly – as an inducement or reward in relation to activities funded by LPF, including tendering, award or execution of contracts. LPF reserves the right, without prejudice to any other right or remedy available to it, according to any violation of this clause to immediately reject the submitted offer, and to take such additional action, civil and/or criminal, as may be appropriate.
The Bidder agrees to accurately communicate LPF’s policy with regards to Anti‐ Corruption to Third Parties. The Bidder furthermore agrees to inform LPF immediately of any suspicion or information it receives from any source alleging a violation of this policy to the contact details of the specific LPF country operations https://lindiipeacefoundation.org , or via LPF’s Code of Conduct Reporting Mechanism: eandc@lindiipeacefoundation.org . Reports of suspected corruption can also be reported directly to Report@lindiipeacefoundation.org
CONFLICT OF INTEREST
A Bidder shall not, and shall ensure that its employees, officers, advisers, agents or subcontractors do not place themselves in a position that may, or does, give rise to an actual, potential or perceived conflict of interest between the interests of LPF and the Bidder’s interests during the procurement process.
If during any stage of the procurement process or performance of any LPF contract a conflict of interest arises, or appears likely to arise, the Bidder shall notify LPF immediately in writing, setting out all relevant details of the situation, including those cases in which the interests of the Bidder conflict with the interests of LPF, or cases in which any LPF official, employee or person under contract with LPF may have, or appear to have, an interest of any kind in the Bidder’s business or any kind of economic ties with the Bidder. The Bidder shall take steps as LPF may reasonably require, to resolve or otherwise deal with the conflict to the satisfaction of LPF.
WITHDRAWAL/MODIFICATION OF BIDS
Requests to withdraw a Bid after the Bid closure time shall not be honored.
Withdrawal of a Bid may result in your suspension or removal from the LPF suppliers List.
A Bidder may modify its Bid prior to the ITB closure. Any such modification shall be submitted in writing and in a sealed envelope, marked with the original Bid number. No modification shall be allowed after the ITB closure.
LATE BIDS
All Bids received after the ITB closure will be rejected.
OPENING OF THE ITB
The Tender Opening will take place at the time and location stated above.
Any attempt by a Bidder to influence the Evaluation Committee in the process of examination, clarification, evaluation and comparison of tenders, to obtain information on how the procedure is progressing or to influence LPF in its decision concerning the award of the contract will result in the immediate rejection of the tender.
CONDITIONS OF CONTRACT
All Bidders shall acknowledge that the LPF General Conditions of Contract for the Procurement of Goods, or Services, or the Special Conditions of Contract, as applicable, are acceptable.
CANCELLATION OF THE ITB
In the event of an ITB cancellation, Bidders will be notified by LPF. If the ITB is cancelled before the outer envelope of any Bid has been opened, the sealed envelopes will be returned, unopened, to the Bidders
The ITB may be cancelled in the following situations:
where no qualitatively or financially worthwhile Bid has been received or there has been no response at all;
the economic or technical parameters of the project have been fundamentally altered;
exceptional circumstances or force majeure render normal performance of the project impossible;
all technically compliant Bids exceed the financial resources available; or
there have been irregularities in the procedure, in particular where these have prevented fair competition.
LPF shall not be liable for damages, whatever their nature (in particular damages for loss of profits) or relationship to the cancellation of an ITB, even if LPF has been advised of the possibility of damages. The publication of a procurement notice does not commit LPF to implement the program or project announced.
QUERIES ABOUT THIS ITB
For queries on this ITB, please contact us through the email address inquiries@lindiipeacefoundation.org and the phone numbers 09010978594 and 07014693623
All questions regarding this ITB shall be submitted in writing to the above. On the subject line, please indicate the ITB number. Bids shall not be sent to the above email.
All questions during the tender period, as well as the associated answers, will be shared with all suppliers invited, or for open tenders published at:
https://MYJobMag.com and other Job Sites.
https://lindiipeacefoundation.org/
XXI. ITB DOCUMENTS
This ITB document contains the following:
1. This covering Letter
2.
Annex A.1:
LPF Bid Form (Technical bid)
3.
Annex A.2:
LPF Bid Form (Financial bid)
4.
Annex B:
Tender and Contract Award Acknowledgment Certificate
5.
Annex C:
LPF General Conditions of Contract
6.
Annex D:
LPF Supplier Code of Conduct
7.
Annex E:
Supplier Profile and Registration
8.
Annex F:
References
9.
Annex G:
LPF Purchase Order Template Sample
10.
Annex A Sample
Signed and stamp for bidders of the lot “Construction of 3×2 compartment of larine and shower space”
Under LPF’s Anticorruption Policy Bidders shall observe the highest standard of ethics during the procurement and execution of such contracts. LPF will reject a Bid if it determines that the Bidder recommended for award, has engaged in corrupt, fraudulent, collusive, or coercive practices in competing for, or in executing, the Contract.
Yours sincerely
Logistics and Procurement Department
ANNEX B
Tender and Contract Award Acknowledge Certificate
This attachment shall be signed and submitted with the Bid
In compliance with the ITB Instructions and General Conditions of Contract for the Procurement of Goods, we the undersigned, offer to furnish some or all of the items quoted for, at the prices entered in the attached LPF Bid Form No: TEND-029-MGLPF- 2024 -NGA, delivered to the destination specified therein.
We accept the terms and conditions set forth in the ITB Letter) and the following requirements have been noted and will be complied with where applicable:
That unless otherwise stated, the Bids per each line item shall be on a DPU (Incoterms 2020) basis.
We confirm that for any offer made where the delivery destination is not as requested in the ITB, that LPF reserves the right to disregard the offer.
That conditional Bid’s cannot be accepted.
That the currency of the Bid should be in NGN (Naira).
LPF reserves the right, at its own discretion:
To award a contract for a lesser or greater quantity than the total quantity Bid for.
To reject any or all Bids and/or enter a contract with a Bidder other than the lowest Bidder.
Successful Bidders who are awarded contracts will be notified by the receipt of the original
Purchase Order/Contract and acknowledgement copy. In case or urgency successful Bidders(s) may also be notified by email.
Any samples requested, either with the Bid, or at a
Later date, will be in accordance with the specifications of the required item(s). Failure to comply with this may result in the Bid not being considered
We confirm that the validity of this offer is for 30 calendar days from the date of the ITB closure
We agree to the terms and conditions set forth in the LPF General Conditions of Contract for the Procurement of Goods (Annex C)
We certify that the below mentioned company has not engaged in corrupt, fraudulent, collusive, or coercive practices in competing for, or in executing, any Contracts.
We agree to abide by the LPF Code of Ethics as attached as Annex D
3. We note that LPF is not bound to proceed with this ITB and that it reserves the right to award only part of the contract. It will incur no liability towards us should it do so.
We agree to the above terms and conditions.
Submitted by:
Company Name
Place
Date
Title/Position
A duly authorized company representative
Company Stamp
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