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STANDARD PROCUREMENT DOCUMENT
Request for Bids Information Systems
Design, Supply and Installation
(One-Envelope Bidding Process)
(With or Without Prequalification)
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This document is subject to copyright.
This document may be used and reproduced for non-commercial purposes only. Any commercial use, including without limitation reselling, charging to access, redistribute, or for derivative works such as unofficial translations based on this document is not allowed.
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Revisions
October 2017
This revision dated October, 2017 incorporates new provisions on beneficial ownership and Direct Payment.
January 2017
This revision dated January, 2017 includes a template for notification of intention to award a contract. A few editorial enhancements have also been made.
July 2016
This revision dated July, 2016 incorporates a number of changes reflecting the Procurement Regulations for IPF Borrowers, July, 2016.
March 2011
This version of the Information Systems Design, Supply and Installation Standard bidding documents substantially updates the previous versions.
The most notable changes of this version include: (1)adopting the overall structure of the Plant Design, Supply and Installation SBD; (2)introducing support for electronic tendering; (3)expanding the suggested outline structure for the Technical Requirements; (4) including recurrent cost items for the warranty period in the contract while recurrent cost items for post-warranty are neither subject to evaluation nor part of the contract; (5) modifying the Eligibility and Fraud and Corruption clauses to align their text with that of the May 2010 corrigendum to the Procurement Guidelines, reflecting the changes related to Fraud and Corruption as per the Agreement for Mutual Enforcement of Debarment Decisions between the Multilateral Development Banks, to which the World Bank Group is a signatory and (8) edits for clarity and consistency.
December 2008
This revision is to modify Sub-Clauses 3.1, 4.4, and 17.7 of Section I Instructions to Bidders; and Clauses 9.8 and 41.2.1 (c) of Section IV General Conditions of Contract, to align their text with that of the corrigenda of the Procurement Guidelines, issued in October, 2006, to reflect the changes related to Fraud and Corruption as per the World Bank’s Sanctions Reform package approved by the Board of Directors in August, 2006.
All features of the May 2004 Procurement Guidelines are incorporated including the options of using electronic tendering procedures and bid-securing declarations.
In addition, the following specific modifications are included:
(i) ITB 6.1 (c) allows for subcontractor agreements;
(ii) ITB 29.1 changed to reflect non-applicability of domestic preference;
(iii) BDS ITB 14.1 indicating whether recurrent cost items are required or not;
(iv) BDS ITB 38.1 referring to the requirement of Bank prior approval when bidding document does not specify Adjudicator (e.g. in relatively straightforward and short - about less than a year - contracts with little or no application software development or adaptation);
(v) BDS attachments for (a) Adjudicator, (b) alternative e-tendering procedures, and (c) technical evaluation criteria;
(vi) Technical Requirements, paragraph 2.1 revised to encourage the use of Microprocessor benchmarking rather than the use of brands;
(vii) Sample Form 3.1, revised and simplified MAF.
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Foreword
This Standard Procurement Document (SPD) for Information Systems (Design, Supply and Installation) has been prepared by the World Bank. This SPD derives from the Master bidding document for procurement of Goods, prepared by the participating Multilateral Development Banks and International Financing Institutions.
This SPD has been updated to reflect the World Bank’s Procurement Regulations for IPF Borrowers, July, 2016 as amended from time to time. This SPD is applicable to the Procurement of Information Systems (Design, Supply and Installation) funded by IBRD or IDA financed projects whose Legal Agreement makes reference to the Procurement Regulations for IPF Borrowers.
Preface
This Standard Procurement Document (SPD) for Information Systems (IS) (Design, Supply and Installation) has been prepared for use in contracts financed by the International Bank for Reconstruction and Development (IBRD) and the International Development Association (IDA).[1] This SPD is to be used for the procurement of IS through international competitive procurement using a Request for Bids (RFB) method, with or without prequalification, in projects that are financed, in whole or in part, by the World Bank through Investment Project Financing.
This SPD supports the procurement of IS (Design, Supply and Installation) of complex IS. In this context IS denotes an integrated whole that performs a business function (e.g., customs, tax, public finance, social insurance administration, etc.). An IS typically contains assemblies of information, communications and telecommunications (ICT) including system engineering and change management.
“Design, Supply and Installation” denotes the integrated set of activities by a Supplier (in concert with the Purchaser) to achieve functioning IS on a single-responsibility basis and such arrangements may include joint venture partnerships and subcontracting arrangements.
The single-stage RFB process is appropriate for IS procurements when the Purchaser has sufficient technical capacity to specify the design works in the Technical Requirements. In contrast, the two-stage Bidding process or the Request for Proposals are appropriate when the Purchaser is more confident in concentrating on specifying its functional and system performance – and let Bidders offer engineering solutions to those requirements. In a single stage process, the Purchaser must be also confident that its documented requirements are so clear and unambiguous that Bidders will be able to prepare fully technical conformant Bids with only the help of pre-Bid meetings and written clarifications.
This SPD support the specification of recurring, operational inputs i.e., “Recurrent Cost Items” in addition to one-time investment inputs, (i.e., “Supply and Install Items”). Such Recurrent Cost Items typically arise in the Warranty Period. They may be incorporated in the main System Contract or may be subject of separate contracts. Recurrent Cost Items are often critical for sustaining the value in use of the IS and be significant elements of the “lifecycle” cost of the System. Especially between one-time, permanent software licenses and annual software licenses, there is substantial scope for bidders to shift costs from Supply and Install Items” to Recurrent Cost Items. Accordingly, it is often important to factor Recurrent Costs into bid price comparisons. That said, how Recurrent Cost Items are factored into the bid price evaluation needs to be carefully balanced against the significant complexity they add to the procurement process and documents
To obtain further information on procurement under World Bank-assisted projects or for question regarding the use of this SPD, contact:
Chief Procurement Officer
Standards, Procurement and Financial Management Department
The World Bank
1818 H Street, NW
Washington, D.C. 20433 U.S.A.
http://www.worldbank.org
Standard Procurement Document
Summary
Specific Procurement Notice
Specific Procurement Notice - Request for Bids (RFB) or notice to Prequalified Bidders
Two Request for Bids templates are available. The Purchaser shall select the appropriate option.
Option 1: SPN RFB is for a Bidding process without prequalification.
Option 2: RFB is for a Bidding process with prequalification.
Bidding Document: Request for Bids - Information Systems Design, Supply, and Installation (One-Envelope Bidding Process) (With or Without Prequalification)
PART 1 – BIDDING PROCEDURES
Section I - Instructions to Bidders (ITB)
This Section provides relevant information to help Bidders prepare their Bids. It is based on a one-envelope Bidding process. Information is also provided on the submission, opening, and evaluation of Bids and on the award of Contracts. Section I contains provisions that are to be used without modification.
Section II - Bid Data Sheet (BDS)
This Section consists of provisions that are specific to each procurement and that supplement the information or requirements included in Section I, Instructions to Bidders.
Section III - Evaluation and Qualification Criteria
This Section specifies which of the following methodology will be used to determine the Most Advantageous Bid. The methodology options are:
(a) where rated criteria are used: The Bidder that meets the qualification criteria and whose Bid:
(i) is substantially responsive, and
(ii) is the best evaluated Bid (i.e. the Bid with the highest combined technical/quality/price score); or
(b) where rated criteria are not used: The Bidder that meets the qualification criteria and whose Bid has been determined to be:
(i) substantially responsive to the bidding document, and
(ii) the lowest evaluated cost.
Two alternative Sections III, Evaluation and Qualification Criteria are provided to address the possibility of having or not having prequalification of Bidders.
Section IV - Bidding Forms
This Section contains the forms which are to be completed by the Bidder and submitted as part of the Bid
Section V - Eligible Countries
This Section contains information regarding eligible countries.
Section VI - Fraud and Corruption
This section includes the Fraud and Corruption provisions which apply to this Bidding process.
PART 2 – PURCHASER’S REQUIREMENTS
Section VII - Requirements for the Information System
This Section contains Technical Requirements, Implementation Schedule, and System Inventory Tables, as well as Background and Informational Materials
PART 3 – CONDITIONS OF CONTRACT AND CONTRACT FORMS
Section VIII - General Conditions of Contract (GCC)
This Section contains the general clauses to be applied in all contracts. The text of the clauses in this Section shall not be modified.
Section IX - Special Conditions of Contract (SCC)
This Section consists of Part A, Contract Data which contains data, and Part B, Specific Provisions which contains clauses specific to each contract. The contents of this Section modify or supplement the General Conditions and shall be prepared by the Purchaser.
Section X - Contractual Forms
This Section contains the Letter of Acceptance, Contract Agreement and other relevant forms.
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Template Option 1
Specific Procurement Notice – Request for Bids without Prequalification
Request for Bid
Information Systems
(Design, Supply and Installation)
(Without Prequalification)
Purchaser: [insert the name of the Purchaser’s agency]
Project: [insert name of project]
Contract title: [insert the name of the contract]
Country: [insert country where RFB is issued]
Loan No. /Credit No. / Grant No.: [insert reference number for loan/credit/grant]
RFB No: [insert RFB reference number from Procurement Plan]
Issued on: [insert date when RFB is issued to the market]
1. The [insert name of Borrower/Beneficiary/Recipient] [has received/has applied for/intends to apply for] financing from the World Bank toward the cost of the [insert name of project or grant], and intends to apply part of the proceeds toward payments under the contract [2]for [insert title of contract][3]. [Insert if applicable: “For this contract, the Borrower shall process the payments using the Direct Payment disbursement method, as defined in the World Bank’s Disbursement Guidelines for Investment Project Financing, except for those payments, which the contract provides to be made through letter of credit.”]
2. The [insert name of implementing agency] now invites sealed Bids from eligible Bidders for [insert brief description of Information System required, installation period, location, , etc.][4].
3. Bidding will be conducted through international competitive procurement using Request for Bids (RFB) as specified in the World Bank’s “Procurement Regulations for IPF Borrowers” [insert date of applicable Procurement Regulations edition as per legal agreement] (“Procurement Regulations”), and is open to all eligible Bidders as defined in the Procurement Regulations.
4. Interested eligible Bidders may obtain further information from [insert name of implementing agency, insert name and e-mail of officer in charge] and inspect the bidding document during office hours [insert office hours if applicable i.e. 0900 to 1700 hours] at the address given below [state address at the end of this RFB][5].
5. The bidding document in [insert name of language] may be purchased by interested eligible Bidders upon the submission of a written application to the address below and upon payment of a nonrefundable fee[6] of [insert amount in Borrower’s currency or in a convertible currency]. The method of payment will be [insert method of payment].[7] The document will be sent by [insert delivery procedure].[8]
6. Bids must be delivered to the address below [state address at the end of this RFB][9] on or before [insert time and date]. Electronic Bidding will [will not] be permitted. Late Bids will be rejected. Bids will be publicly opened in the presence of the Bidders’ designated representatives and anyone who chooses to attend at the address below [state address at the end of this RFB] on [insert time and date].
7. All Bids must be accompanied by a [insert “Bid Security” or “Bid-Securing Declaration,” as appropriate] of [insert amount and currency in case of a Bid Security.]
8. [Insert this paragraph if applicable in accordance with the Procurement Plan: “Attention is drawn to the Procurement Regulations requiring the Borrower to disclose information on the successful bidder’s beneficial ownership, as part of the Contract Award Notice, using the Beneficial Ownership Disclosure Form as included in the bidding document.”]
9. The address (es) referred to above is (are): [insert detailed address (es)]
[Insert name of office]
[Insert name of officer and title]
[Insert postal address and/or street address, postal code, city and country]
[Insert telephone number, country and city codes]
[Insert facsimile number, country and city codes]
[Insert email address]
[Insert web site address]
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Template Option 2
Request for Bids – after Prequalification
Request for Bid
Information Systems
(Design, Supply and Installation)
(After Prequalification)
Purchaser: [insert the name of the Purchaser’s agency]
Project: [insert name of project]
Contract title: [insert the name of the contract]
Country: [insert country where RFB is issued]
Loan No. /Credit No. / Grant No.: [insert reference number for loan/credit/grant]
RFB No: [insert RFB reference number from Procurement Plan]
Issued on: [insert date when RFB is issued to the Bidders]
1. The [insert name of Borrower/Beneficiary/Recipient] [has received/has applied for/intends to apply for] financing from the World Bank toward the cost of the [insert name of project or grant], and intends to apply part of the proceeds toward payments under the contract [10]for [insert title of contract][11]. [Insert if applicable: “For this contract, the Borrower shall process the payments using the Direct Payment disbursement method, as defined in the World Bank’s Disbursement Guidelines for Investment Project Financing, except for those payments, which the contract provides to be made through letter of credit.”]