ETHICS AND ANTI- CORRUPTION COMMISSION
TENDER DOCUMENT
FOR
PROPOSED RENOVATION WORKS AT ACK MOMBASA MEMORIAL CATHEDRAL COMPLEX FOR E.A.C.C
ELECTRICAL INSTALLATION, CCTV, PABX, ACCESS CONTROL AND STRUCTURED CABLING WORKS
W.P. ITEM NO. D111/CO/MBS/1401/JOB NO. 9987 A
Tender no EACC 26/2014/2015
DEADLINE FOR SUBMISSION 5th JANUARY 2015 at 11:00 AM
INTEGRITY CENTRE
Valley Rd/Milimani Rd Junction
P.O Box 61130-00200, Nairobi, Kenya
Tel: 2717318/310722 fax 254 (020) 2719757
Email:
November, 2014
PROJECT MANAGERWORKS SECRETARY
M.L.H.U.D (DIRECTORATE OF PUBLIC WORKS)
P.O. BOX 30743-00100
NAIROBI
ARCHITECT
CHIEF ARCHITECT
M.L.H.U.D
P.O. BOX 30743-00100
NAIROBI / QUANTITY SURVEYOR
CHIEF QUANTITY SURVEYOR M.L.H.U.D
P.O. BOX 30743-00100
NAIROBI
ELECTRICAL ENGINEER (B.S)
CHIEF ENGINEER ELECTRICAL (BS)
M.L.H.U.D
P.O. BOX 30743-00100
NAIROBI / STRUCTURAL ENGINEER CHIEF ENGINEER (STRUCTURAL)
M.L.H.U.D
P.O. BOX 30743-00100
NAIROBI
MECHANICAL ENGINEER (B.S)
CHIEF ENGINEER ELECTRICAL (BS)
M.L.H.U.D
P.O. BOX 30743-00100
NAIROBI
TABLE OF CONTENTS
ABBREVIATIONS AND ACRONYMS 7
Newspaper Advertisement 8
SECTION I: INVITATION FOR TENDERS (IFT) 9
SECTION II: INSTRUCTIONS TO TENDERERS (ITT) 11
A. Introduction 14
1. Scope of Tender 14
2. Source of Funds 14
3. Eligible Tenderers 14
4. One Tender per Tenderer 16
5. Alternative Tenders by Tenderers 16
6. Cost of Tendering 16
7. Site Visit and Pre-Tender Meeting 16
B. Tendering Documents 17
8. Content of Tendering Documents 17
9. Clarification of Tendering Documents 18
10. Amendments of the Tendering Documents 19
C. Preparation of Tenders 19
11. Language of Tender 19
12. Documents Constituting the Tender 19
13. Documents Establishing Eligibility and Qualifications of the Tenderer 20
1. 20
14. Lots Package 21
15. Form of Tender 21
16. Tender Prices 21
17. Tender Currencies 22
18. Tender Validity Period 22
19. Tender Security and Tender Securing Declaration 22
20. Format and Signing of Tender 24
D. Submission of Tenders 25
21. Sealing and Marking of Tenders 25
22. Deadline for Submission of Tenders 25
23. Late Tenders 25
24. Modification, Substitution and Withdrawal of Tenders 26
E. Opening and Evaluation of Tenders 26
25. Opening of Tenders 26
26. Confidentiality 28
27. Clarification of Tenders 28
28. Preliminary Examination of Tenders 28
29. Correction of Errors 29
30. Conversion to Single Currency 30
31. Comparison of Tenders 30
32. National Preference 30
33. Determination of the Lowest Evaluated Tender 31
34. Post-qualification of Tenderer 31
F. Award of Contract 31
35. Criteria of Award 31
36. Clarifications 32
37. Procuring Entity’s Right to Accept any Tender and to Reject any or all Tenders 32
38. Procuring Entities Right to Vary Quantities at the Time of Award 33
39. Notification of Award 33
40. Signing of Contract 34
41. Performance Security 34
42. Advance Payment 34
43. Adjudicator 35
G. Review of Procurement Decisions 35
44. Right to Review 35
45. Time Limit on Review 36
46. Submission of Applications for Review by the Public Procurement Administrative Review Board 36
47. Decision by the Public Procurement Administrative Review Board 36
48. Appeal on the decision of the Review Board 37
SECTION III: TENDER DATA SHEET 38
42
SECTION IV: GENERAL CONDITIONS OF CONTRACT 45
A. General 48
1. Definitions 48
2. Interpretation 50
3. Language, Law, Fraud and Corruption 50
4. Confidentiality 52
5. Project Manager’s Decisions 52
6. Delegation 52
7. Communications 52
8. Subcontracting 52
9. Other Contractors 52
10. Personnel 53
11. Procuring Entity’s and Contractor’s Risks 53
12. Procuring Entity’s Risks 53
13. Contractor’s Risks 54
14. Insurance 54
15. Site Investigation Reports 54
16. Queries about the Contract Data Sheet 54
17. Contractor to Construct the Works 54
18. Commencement and Completion 54
19. Approval by the Project Manager 55
20. Protection of the Environment 55
21. Labour Laws 55
22. Health and Safety 55
23. Discoveries 56
24. Possession of the Site 56
25. Access to the Site 56
26. Instructions, Inspections and Audits 56
27. Disputes 56
28. Procedure for Disputes 56
29. Replacement of Adjudicator 57
B. Time Control 57
30. Programme 57
31. Extension of the Intended Completion Date 58
32. Acceleration 58
33. Delays Ordered by the Project Manager 58
34. Management Meetings 58
35. Early Warning 58
C. Quality Control 59
36. Identifying Defects 59
37. Tests 59
38. Correction of Defects 59
39. Uncorrected Defects 59
D. Cost Control 59
40. Bill of Quantities 59
41. Changes in the Quantities 59
42. Variations 60
42.1 All Variations shall be included in the updated Programmes produced by the Contractor. 60
43. Payments for Variations 60
44. Cash Flow Forecasts 60
45. Payment Certificates 60
46. Payments 61
47. Compensation Events 61
48. Taxes 63
49. Currencies 63
50. Price Adjustment 63
51. Retention 65
52. Liquidated Damages 65
53. Bonus 66
54. Advance Payment 66
55. Performance Securities 66
56. Dayworks 67
57. Cost of Repairs 67
E. Finishing the Contract 67
58. Completion Certificate 67
59. Taking Over 67
60. Final Account 67
61. Operating and Maintenance Manuals 67
62. Termination 67
63. Payment upon Termination 69
64. Property 69
65. Release from Performance 69
66. Suspension of Financing 69
SECTION V: CONTRACT DATA SHEET (CDS) 70
67. Arbitration will take place at a venue agreed by both parties in accordance with Arbitration Law and Practice in Kenya 73
SECTION VI: TECHNICAL SPECIFICATIONS 75
B. IRONMONGERY 77
C. STRUCTURAL STEELWORK 77
A. PLASTERWORK AND OTHER FINISHES 77
B. GLAZING 78
C. PAINTING 78
SECTION VII: DRAWINGS 79
SECTION VIII: BILL OF QUANTITIES 81
PARTICULAR AND TECHNICAL SPECIFICATIONS 91
AC/1PART A: PARTICULAR AND TECHNICAL SPECIFICATIONS FOR ACCESS CONTROL SYSTEM 91
I) PARTICULAR SPECIFICATIONS OF MATERIALS AND WORKS 92
SECTION IX: TENDER FORMS 100
A. Form of Tender 101
B. Tender-Securing Declaration (Mandatory) 105
C. Confidential Business Questionnaire 107
D. Integrity Declaration 110
SELF-DECLARATION FORM 112
E. Letter of Acceptance 113
F. Form of Contract Agreement 114
SECTION X: FORMS OF SECURITY 115
A. Tender Security (Bank or Insurance Guarantee) 116
B. Performance Bank or Insurance Guarantee [Unconditional] 118
C. Bank or Insurance Guarantee for Advance Payment 119
SECTION XI: APPLICATION TO PUBLIC PROCUREMENT ADMINISTRATIVE REVIEW BOARD 121
ABBREVIATIONS AND ACRONYMS
CDS Contract Data Sheet
GCC General Conditions of Contract
IFT Invitation for Tender
ITT Instruction to Tenderers
PE Procuring Entity
PM Project Manager
PPDA 2005 Public Procurement and Disposal Act, 2005
PPDR 2006 Public Procurement and Disposal Regulations, 2006
PPOA Public Procurement Oversight Authority
STD Standard Tender Documents
SOR Statement of Requirements
SP Service Provider
TDS Tender Data Sheet
VAT Value Added Tax
Newspaper Advertisement
Tender No EACC 26/2014/2015For
PROPOSED RENOVATION WORKS AT ACK MOMBASA MEMORIAL CATHEDRAL COMPLEX FOR E.A.C.C
ELECTRICAL INSTALLATION, CCTV, PABX, ACCESS CONTROL AND STRUCTURED CABLING WORKS
ETHICS AND ANTI-CORRUPTION COMMISSION
P.O Box 61130-00200,
Nairobi, Kenya
Tel: 2717318/310722
fax 254 (020) 2719757
Email:
Invites sealed Tenders for the following proposed renovations works at integrity centre.
Funding: [Government of Kenya]
Expected start date on site: [January 2015]
Expected completion date: [March, 2015]
Interested eligible Tenderers may obtain further information from and inspect the Tendering Documents at the above office www.eacc.go.ke.
Cost of hard copy documents: KShs.1, 000 Payment should either be by Cash, Banker’s Draft, or Banker’s Cheque, payable to secretary/ CEO, Ethics and Anti-Corruption Commission.
All Tenders in accordance with the instructions to tenderers must be delivered to tender box provided at The Ethics and Anti-Corruption Commission, ground Floor, Integrity Centre, Nairobi or be addressed to:
THE SECRETARY/CEO
Ethics and Anti-Corruption Commission,
P. O. Box 61130 - 00200
NAIROBI
at or before close date . Tenders will be opened promptly thereafter in public and in the presence of Tenderers’ representatives who choose to attend.
SECTION I: INVITATION FOR TENDERS (IFT)
9
ELECTRICAL INSTALLATION, CCTV, PABX, ACCESS CONTROL AND STRUCTURED CABLING WORKS
Ethics and Anti-Corruption CommissionTender No EACC 26/2014/2015
PROPOSED RENOVATION WORKS AT ACK MOMBASA MEMORIAL CATHEDRAL COMPLEX FOR E.A.C.C
ELECTRICAL INSTALLATION, CCTV, PABX, ACCESS CONTROL AND STRUCTURED CABLING WORKS
Date: 25th November, 2014
1. The Ethics and Anti-Corruption Commission (EACC) now invites sealed Tenders from eligible citizen contractors registered or capable of being registered in NCA 4, 5, 6 &7 And Citizen contractor for carrying out the proposed renovation works at ACK Mombasa Memorial Cathedral Complex for E.A.C.C, electrical installation, CCTV, PABX, access control and structured cabling.
2. The Procuring Entity has funds for use during the financial year(s) [insert the year/years under financing]. It is intended that part of the proceeds of the fund will be used to cover eligible payments under the contract for the [insert the name of the contract].
3. Tendering will be conducted through the [insert method of procurement] procedures specified in the Public Procurement and Disposal Act, 2005 and the Public Procurement and Disposal Regulations, 2006 and is open to all Tenderers as defined in the Regulations.
4. Interested eligible Tenderers may obtain further information from and inspect the Tendering Documents at the offices of the Procurement Unit [Insert the physical and postal address of the procuring entity] from [start and end of working hours] on Mondays to Fridays inclusive except on public holidays or the website (indicate website ) at your convenience.
5. A complete set of Tendering Document(s) can be obtained/purchased by interested Tenderers at the address given under paragraph 3 above [and upon payment of a non-refundable fee of KShs.1,000. Payment should either be by Cash, Banker’s Draft, or Banker’s Cheque, payable payable to the Secretary/ Chief Executive, Ethics and Anti-Corruption Commission, at the Cash Office ground Floor, Integrity Centre. Documents obtained electronically will not be charge any fee
6. All Tenders in one original plus [insert the number of copies required] copies, properly filled in, and enclosed in plain envelopes must be delivered to the address below [state address at the end of document] at or before [insert time and date]. Tenders will be opened promptly thereafter in the presence of Tenderers’ representatives who choose to attend the opening at [insert the physical address of the place for Tender opening].
7. Late or Tenders shall not be accepted.
THE SECRETARY/CEO,
ETHICS AND ANTI-CORRUPTION COMMISSION
11
standard_bid_document__for_small_works - PROPOSED RENOVATIONS WORKS AT INTEGRITY CENTRE
SECTION II: INSTRUCTIONS TO TENDERERS (ITT)
Table of Clauses
SECTION II: INSTRUCTIONS TO TENDERERS (ITT) 11
A. Introduction 14
1. Scope of Tender 14
2. Source of Funds 14
3. Eligible Tenderers 14
4. One Tender per Tenderer 16
5. Alternative Tenders by Tenderers 16
6. Cost of Tendering 16
7. Site Visit and Pre-Tender Meeting 16
B. Tendering Documents 17
8. Content of Tendering Documents 17
9. Clarification of Tendering Documents 18
10. Amendments of the Tendering Documents 19
C. Preparation of Tenders 19
11. Language of Tender 19
12. Documents Constituting the Tender 19
13. Documents Establishing Eligibility and Qualifications of the Tenderer 20
14. Lots Package 21
15. Form of Tender 21
16. Tender Prices 21
17. Tender Currencies 22
18. Tender Validity Period 22
19. Tender Security and Tender Securing Declaration 22
20. Format and Signing of Tender 24
D. Submission of Tenders 25
21. Sealing and Marking of Tenders 25
22. Deadline for Submission of Tenders 25
23. Late Tenders 25
24. Modification, Substitution and Withdrawal of Tenders 26
E. Opening and Evaluation of Tenders 26
25. Opening of Tenders 26
26. Confidentiality 28
27. Clarification of Tenders 28
28. Preliminary Examination of Tenders 28
29. Correction of Errors 29
30. Conversion to Single Currency 30
31. Comparison of Tenders 30
32. National Preference 30
33. Determination of the Lowest Evaluated Tender 31
34. Post-qualification of Tenderer 31
F. Award of Contract 31
35. Criteria of Award 31
36. Clarifications 32
37. Procuring Entity’s Right to Accept any Tender and to Reject any or all Tenders 32
38. Procuring Entities Right to Vary Quantities at the Time of Award 33
39. Notification of Award 33
40. Signing of Contract 34
41. Performance Security 34
42. Advance Payment 34
43. Adjudicator 35
G. Review of Procurement Decisions 35
44. Right to Review 35
45. Time Limit on Review 36
46. Submission of Applications for Review by the Public Procurement Administrative Review Board 36
47. Decision by the Public Procurement Administrative Review Board 36
48. Appeal on the decision of the Review Board 37
A. Introduction
1. Scope of Tender
/ 1.1 / The Procuring Entity indicated in the Tender Data Sheet (TDS) invites Tenders for the construction of works as specified in the Tender Data Sheet and Sections VI (Technical Specifications) and VII (Drawings).1.2 / The successful Tenderer will be expected to complete the works by the required completion date specified in the Tender Data Sheet.
1.3 / The objectives of the works are listed in the Tender Data Sheet. These are mandatory requirements. Any subsequent detail is offered to support these objectives and must not be used to dilute their importance.
2. Source of Funds
/ 2.1 / The Government of Kenya has set aside funds for the use of the Procuring Entity named in the Tender Data Sheet during the Financial Year indicated in the Tender Data Sheet. It is intended that part of the proceeds of the funds will be applied to cover eligible payments under the contract for the works as described in the Tender Data Sheet.Or
The Government of Kenya through Procuring Entity named in the Tender Data Sheet has applied for/received/ intends to apply for a [loan/credit/grant] from the financing institution named in the Tender Data Sheet towards the cost of the Project named in the Tender Data Sheet. The Government of Kenya intends to apply a part of the proceeds of this [loan/credit/grant] to payments under the Contract described in the Tender Data Sheet.
2.2 / Payments will be made directly by the Procuring Entity (or by financing institution specified in the Tender Data Sheet upon request of the Procuring Entity to so pay) and will be subject in all respects to the terms and conditions of the resulting contract placed by the Procuring Entity.