CONSTRUCTION AND REHABILITATION WORKS
TENDER DOCUMENTS
PROJECT No: CON/ SHAPE/MATHOIR PHU/REHAB/TK/03/2014
WORKS DECSRIPTION: REHABILITATION OF MATHOIR PHERIPHERIAL HEALTH UNIT (PHU) at MATHOIR CHIEFDOM IN TONKOLILI DISTRICT.
LOCATION: / MATHOIR COMMUNITY, MATHOIR CHIEFDOMS IN TONKOLILI DISTRICTDATE: / 11th April 2014
CLIENT: / MINISTRY OF HEALTH & SANITATION (MoHS).
EMPLOYER: / CONCERN WORLDIDE
CONTRACTOR: ______
April 2014
TABLE OF CONTENTS
1.1 Invitation to Bid 1
1.2 Letter of Tender (on COMPANY LETTERHEAD) 2
1.3 Performance Bank Guarantee (Unconditional) - Option 1 3
1.4 Performance Bond- Option 2 4
1.5 Bank Guarantee for Advance Payment. 5
SECTION 2: INSTRUCTIONS TO TENDERERS 6
2.1 Tender Procedure 6
2.1.1 Documents 6
2.1.2 Clarification 6
2.1.3 Addenda or Corrigenda 6
2.1.4 Suggestions for Modifications 7
2.1.5 Reservations or Qualifications 7
2.1.6 Return of Tenders 7
2.1.7 Cost of Tendering 7
2.2 Method of Tendering 7
2.2.1 Realistic Prices 7
2.2.2 Arithmetic Errors or Addition 8
2.2.3 Schedules and Attachments 8
2.3 Conditions of Tenders 8
2.3.1 Acceptance of Tenders 8
2.3.2 Return of Documents 8
2.4 Qualification of the Tenderers 8
2.5 General 9
2.6 Parties 9
2.7 Tendering Documents 9
2.8 Letter of Acknowledgement 10
2.9 Bill of Quantities 10
2.10 Prices 10
2.11 Tenders 10
2.12 Validity of Tenders 11
2.13 Errors 11
2.14 Tenderers Declaration. 11
2.15 Submissions. 12
2.16 Bid Opening 13
2.17 Bid or tenders Evaluation Criteria 13
2.17.1 Weighting 13
2.17.2 Scoring "Non price" Criteria 14
2.17.3 Scoring Prices: Normalized Price Scores 15
2.17.4 Calculation of total tender score 15
2.17.5 Final tender selections: 15
SECTION III: LETTER OF AWARD, FORM AND CONDITION OF TENDER 16
3.1 Letter of Award 16
3.1.1 LEGAL STATUS. 18
3.1.2 CONSTRUCTION TURNOVER. 19
3.1.3 DETAILS OF SIMILAR PROJECTS. 20
3.1.4 PROJECT PERSONNEL INFORMATION. 21
3.1.5 SUBCONTRACTORS. 22
3.1.6 ANNUAL REPORT AND ACCOUNTS. 23
3.1.7. BANKER’S REFERENCES. 24
3.1.8 DETAILS OF CURRENT DISPUTES. 25
3.1.9 SPECIFICATION OF MATERIALS. 26
3.1.10 SPECIFICATION OF TOOLS, EQUIPMENTS AND MACHNINERIES 27
SECTION IV: CONTRACT AGREEMENT 28
4.1 Documents Forming the Agreement 28
4.2 CONDITIONS OF THE AGREEMENT 31
4.2.1 DEFINITIONS 31
4.2.2.1 Contractor Obligations 31
4.2.2.2 Employers Duties 31
4.2.3.2 Delays in Commencement: 32
4.2.3.3 Extension of Contract Period: 32
4.2.3.4 Damages for none Completion: 32
4.2.3.4 Defect Liability: 32
4.3. CONTROL OF THE WORKS 33
4.3.1 General: 33
4.3.2 Implementation of the Works: 33
4.3.3 Assignment and Sub-Contracting: 33
4.3.4 Personnel: 33
4.3.5 Exclusion from the Works 33
4.3.6 Other site occupants or users: 33
4.3.7 Employer Instructions: 34
4.3.8 Documents to be kept in the course of the Works: 34
4.3.9 Unforeseen Events 34
4.3.10 Variations: 34
4.3.11 Corrections and Inconsistencies: 34
4.3.12 Temporary Works: 34
4.3.13 Responsibilities for Temporary Works: 35
4.4.14 Right to Procure Material or Items used in the Works: 35
4.3.15 Removal of Demolished Material and Cleaning of the Construction Site: 35
4.3.16 As Built Drawings: 35
4.3.17 Record and record drawings. 35
4.3.18 Damages to existing Underground Installations 35
4.3.19 Progress photographs 36
4.4 Time Control: 36
4.4.1 Work plan/Time Schedules: 36
4.4.2 Variation to the Time Schedule/Program: 36
4.4.3 Early Warning: 36
4.4.4 Extension of the Completion Date: 36
4.4.5 Delays Ordered by the Employer: 37
4.4.6 Completion: 37
4.5 Cost Control: 37
4.5.1 Contract Price: 37
4.5.2 The Contract Maximum Sums: 37
4.5.3 Installations of Items Purchased by the Employer (if applicable). 37
4.6 Quality Control: 38
4.6.1 Work Supervision and Monitoring: 38
4.6.2 Identifying Defects: 38
4.6.3 Notice of Identified Defects: 38
4.6.4 Quality of Works and Materials: 39
4.6.5 Tests on Building Materials: 39
4.6.6 Hidden Works: 39
4.6.7 Correction of Defects: 39
4.6.8 Uncorrected Defects: 39
4.7 PAYMENTS: 40
4.7.1 Modalities of Payment: 40
4.7.1.1 Payment Schedules: 40
4.7.2 Fixed sum Contract Price 41
4.7.3 Payment (Work Progress) Certificates: 42
4.7.4 Advance Payment: 42
4.7.5 Repayment of the Advance Payment: 42
4.7.6 Retentions: 42
4.7.7 Progress Payments: 42
4.7.8 Penultimate Certificate: 43
4.7.9 Final Certificate (Defect Liability Certificate): 43
4.7.10 Maximum Price and Price Adjustments: 43
4.7.11 Provisional sums: 43
4.8 Compensation Events: 43
4.8.1. Compensation events not requiring liquidated damages but extension of time: 44
4.8.2 Compensation events requiring liquidated damages and time extension. 44
4.8.3 Evaluation of extension of time and of damages: 44
4.9 Tax and Duties: 44
4.9.1 Local Taxes: 44
4.9.2 Import duties: 44
4.10 Currency: 44
4.11 Cost of Repairs: 45
4.12. STATUTORY OBLIGATIONS: 45
4.12.1 Other local obligations applicable in Sierra Leone. 45
4.12.2 Construction permits, licenses for public utilities, fees and charges: 46
4.12.3 Prevention of Corruption: 46
4.13. INJURY, DAMAGE AND INSURANCE: 46
4.13.1 Contractors Risks: 46
4.13.2 Contractors Responsibilities 46
4.13.3 Injury to or Death of Persons: 47
4.13.4 Damages to Property: 47
4.13.5 Evidence of Insurances: 47
4.14 SECURITY: 48
4.15 DETERMINATION AND RELEASE FROM PERFORMANCE: 48
14.6 SETTLEMENT OF DISPUTES: 49
4.16.1 Requests for Determination: 49
SECTION V: CONTRACT ADDITIONAL INFORMATION 51
SECTION VI: TECHNICAL SPECIFICATIONS 53
PART I – GENERAL MATTERS 53
6.1.1 General Matters 53
6.1.2 Contractor’s Liability 53
6.1.3 Contractor’s Obligations 54
6.1.4 Instructions to Contractor 55
6.1.4.1 Control of Work and Material 55
PART II – CONCRETE WORKS 56
6.2 CONCRETE WORK-General 56
6.2.1 Manufacture of concrete 58
6.2.1.1 Concrete mixes 58
6.2.1.2 Class of Concrete 58
6.2.3 Classes of concrete 59
6.2.4 Mix content design 60
6.2.5 Production of concrete 60
6.2.6 Control of concrete quality 61
6.2.7 Concrete used in the works shall be to the following qualities. 61
6.2.8 Tests on materials 62
6.2.9 Transport and placing of concrete 64
6.2.9.1 Placing concrete – general 64
6.2.9.2 Pumping concrete 64
6.2.9.3 Compaction of concrete 64
6.2.10 Joints 65
6.2.11 Water stops 66
6.2.12 Protection from extremes of weather 66
6.2.13 Reinforcement and pre-stressing 67
6.2.14 Formwork 67
6.2.15 Surface finish 69
6.2.15.1 Loading and testing 70
6.2.16 Pre-cast Concrete 70
PART III – BLOCKWORK 71
6.3.1 BLOCKS 71
6.3.2 BLOCKWORK CONSTRUCTION 71
6.3.2 MORTAR 72
PART IV – ROOFING 72
6.4.1 ROOFING 72
6.4.2 PROTECTION 72
PART V – WOODWORK& IRONMONGERY 72
6.5.1 WOODWORK & IRONMONGERY 72
6.5.2 WORKMANSHIP 72
6.5.3 PRESERVATIVE TREATMENT 73
6.5.4 PROTECT JOINERY 73
6.5.5 CLEARING UP 73
6.5.6 DOOR AND WINDOW FRAMES 73
6.5.7 PLYWOOD 73
6.5.8 CARCASSING (WALL PLATES, ROOF FRAMING ETC) 73
6.5.9 DEFECTIVE WORK 73
6.5.10 GENERAL 73
6.5.11 SAMPLES 74
6.5.12 PROTECTION 74
6.5.13 COMPLETION 74
PART VI- STEELWORK 74
6.6 MATERIALS 74
6.6.1 STEEL 74
6.6.2 SUNDRIES 74
6.6.3 WORKMANSHIP 75
6.6.3.1 FABRICATION 75
6.6.3.2 WELDING 75
6.6.3.3 WORK ON SITE 75
6.6.3.4 SITE CONNECTIONS 75
6.6.3.5 PROTECTION AGAINST CORROSION 75
PART VII – FINISHING 76
6.7.1 MATERIALS 76
6.7.2 SAMPLE PANELS 76
6.7.3 HARDBOARD CEILINGS 76
PART VIII – PAINTING 76
6.7.1 MATERIALS 76
6.8.2 PRIMING 76
6.8.3 EMULSION PAINT 76
6.8.4 CEMENT PAINT 76
6.8.5 COLOURED TIMBER PRESERVATIVE 76
PART IX – DRAINAGE 76
6.9.1 GENERAL 76
6.9.2 MATERIALS 77
6.9.3 INSTALLATION. 77
PART X – PLUMBING INSTALLATION 77
6.10.1 MATERIALS AND WORKMANSHIP. 77
6.10.2 PVC PIPES AND FITTINGS. 77
6.10.3 OTHER REQUIREMENTS 78
PART XI – ELECTRICAL INSTALLATION 78
6.11.1 SCOPE 78
6.11.2 STANDARD OF WORKS. 78
6.11.3 SUPPLY. 78
6.11.4 TESTING BY SUPPLY AUTHORITY. 78
6.11.5 EARTHING 79
6.11.6 TESTING MATERAILS AND WORK. 79
6.11.7 DISTRIBUTION PANELS 79
6.11.8 CONDUIT 79
6.11.9 CABLES 79
6.11.10 SOCKET OUTLETS 79
6.11.11 LIGHT FITTINGS 80
6.11.12 LIGHTNING PROTECTION 80
6.11.13 HEIGHTS OF OUTLETS 80
6.11.14 OTHER REQUIREMENTS 80
6.11.15 PARKING LOTS AND PAVED AREAS 80
SECTION VII: SCOPE OF WORKS 82
7.1 Descriptions of works 82
7.2 General Scopes 82
7.3 Detailed works scopes. 82
7.4 Duration and Maintenance Period 86
SECTION VIII: WORKPLAN 87
8.1: Work plan 87
SECTION IX: DRAWINGS 88
9.1: PHU and Staff Quarters Drawings 88
9.2 Lined VIP Latrine drawings 94
9.3 Septic Tank Drawings 100
9.4: Rain Water havesting Tank Drawings 103
SECTION X: BILLS OF QUANTITIES (BoQ). 107
Table 17: Bills of Quantities for Mathoir Health Centre Rehabilitation. 107
ANNEX 1: The Programme Participant Protection Policy & Code of Conduct 131
pg. 105
SECTION I: INVITATION TO BID AND LETTER OF TENDER
1.1 Invitation to Bid
Date: 11th April 2014
To: _______(COMPANY NAME)
Dear Sir,
CONTRACT: REHABILITATION OF MATHOIR PHU AT YONI CHIEFDOM IN TONKOLILI DISTRICT (CON/ SHAPE/MATHOIR PHU/REHAB/TK/03/2014).
Concern Worldwide invites you to submit bid(s) for the execution and completion of the above work together with all necessary ancillary works in connection therewith in competition with other contractors and in accordance with the enclosed Bid package.
The contents of the Bid package is detailed in the Instructions to Bidders and should be checked and a letter of acknowledgement returned for receipt by Concern between the Friday the 11th and Monday the 21st April 2014_confirming your intention to bid; otherwise the bid document should be returned to Concern Worldwide. Refer to the enclosed Instructions to Bidders for guidance in response.
During the bid period, all communications should be addressed in the first instance to Charles Omona, Concern Engineering Coordinator, (Tel: +232(0)76 441 394), Concern’s Engineering Coordinator that is responsible for the issue of this invitation.
Bids will be assessed in accordance with good commercial practice using evaluation criteria set out in section 2.12 of instructions to Bidders.
Bidders should note that any reservations they might have with any part of the Contract documents should be specified in their bid and submitted at the same time the bids are received. Bidders will be deemed to have accepted all the conditions as laid down in the documents and shall allow in their bid for all necessary costs to meet these conditions.
The bids will be appraised by representatives of Concern and the Client will be informed of the appraisal and aspects of the bid may be disclosed in confidence to Client.
Bids shall be valid for a period of 30 days after Bid opening and should be delivered in a sealed envelope to The Engineering coordinator, Concern Worldwide, 23A Cantonment road, off Kingharman road, Freetown on or before Wednesday the 30th April 2014 by 1300hours pm.
The bid opening will be conducted at same address on Wednesday 30th April 2014 at 1400hours in the presence of the Bidders who wish to attend and a representative of the Client. Late bids submission WILL NOT be accepted. Bids received after the due time and date will be returned unopened.
All information contained in this package should be treated as confidential and you are required to limit dissemination on a need-to-know basis.
Yours sincerely;
Engineering Coordinator
Concern Worldwide-Sierra Leone
Phone: +232 (0) 76 441 394.
Email: .
1.2 Letter of Tender (on COMPANY LETTERHEAD)
To: Concern Worldwide
23A Cantonment road off Kingarman road
P.M.B 248
Freetown, Sierra Leone
Dear Sir/Madam;
Project No: CON/ SHAPE/MATHOIR PHU/REHAB/TK/03/2014
I / we the undersigned having read the Specifications, Conditions of contract and Bills of Quantities and appendixes delivered to me / us for the Drilling and Construction of the above works and having examined the design drawings referred to therein, do hereby offer to execute the whole of the works described for the sum of Le ______( ……………………………………………………………………………………………………………………………………Leones) based on a FIRM RATES BASIS, which is not subject to variation in labour and materials prices.
If my/our bid is accepted, I/we hereby undertake to commence work within Two (02) weeks of signing the Form of Agreement and to complete the work in ______days (………………….weeks) from the start date and hereby agree that 0.05% of the total contract Sum per day has been examined and found reasonable for Liquidated and Ascertained Damages and agree to its application to this contract.
I/we further agree that this bid remain open for consideration for Thirty (30) calendar days from the date of Bid Submission.
I/we undertake, in the event of your acceptance of this offer, to execute with you the Form of Agreement and to provide to you within five (5) days of the signing of the Agreement a Form of Performance Bond incorporating all provisions of the Sample Form of Bond in the Bidding Documents and a Bank Guarantee for Advance Payment.
Signature and seal of Contractor: ______
Registered Address: ______
Signature of Witness: ______
Occupation of Witness: ______
1.3 Performance Bank Guarantee (Unconditional) - Option 1
To: Concern Worldwide
23A Cantonment road off Kingarman road
P.M.B 248
Freetown, Sierra Leone
Whereas [ ------], (hereinafter called “the Contractor”) has undertaken, in pursuance of contract No. ------, dated the ------day of ------2014 to execute the rehabilitation or construction of ------(hereinafter called “the Contract”);
And whereas it has been stipulated by you in the said Contract that the Contractor shall furnish you with a Bank Guarantee by a recognized bank for the sum specified therein as security for compliance with his obligations in accordance with the contract;
And whereas we have agreed to give the Contractor such a Bank Guarantee;
Now therefore we hereby affirm that we are the Guarantor and responsible to you, on behalf of the Contractor, up to a total of Le [INSERT THE VALUE OF 10% OF THE CONTRACT] (______million,______hundred and______thousand,______hundred and______Leones), such sum being payable in the types and proportions of currencies in which the contract Price is payable, and we undertake to pay you, upon your first written demand and without cavil or argument, any sum or sums within the limits of Le[INSERT THE VALUE OF 10% OF THE CONTRACT] (______million, ______hundred and ______thousand,______hundred and ______Leones), as aforesaid without your needing to prove or to show grounds or reasons for your demand for the sum specified therein.
We hereby waive the necessity of your demanding the said debt from the Contractor before presenting us with the demand.
We further agree that no change or addition to or other modification of the terms of the contract or of the Works to be performed there under or of any of the contract documents which may be made between you and the Contractor shall in any way release us from any liability under this Guarantee, and we hereby waive notice of any such change, addition, or modification.
This Guarantee shall be valid until the twenty-eighth (28) days from the date of issue of the Certificate of Completion.