TD RO-LBBEY-22-0190-LBBEY-0112-Beirut-Lebanon: Equipping stations in Al Ain and Bchetfine with a solar water pumping system

Supplier Application

The application must be submitted in an envelope entitled:

“Supplier Application “Supplier name” response to Oxfam tender: [TDRO-LBBEY-22-0190-LBBEY-0112]”

Which contains;

• APPENDIX B - Tenderer’s Declaration 
• APPENDIX D- International Supplier Questionnaire

All of which must be initialled and signed by an authorised person, with powers to represent the company.

Selection criteria for administrative compliance and bidder qualification:

This part concerns the information given in the supplier questionnaire, each tenderer can also include any other document he wishes, to assist us in judging their suitability according to the below criteria;

• Bidder shall be fully compliant with the present TOR. A detailed compliance list shall be submitted as per attached form (see Annex IV & V).

• Proof of Company Registration.
• Copy of insurance policy (legal liability at a minimum).
• Ministry of Finance registration certificate and VAT if applicable.
•  A copy of the financial statements for last Three years (balance sheet and income statement).
• Audit Report in last two years
• An organisational (human resources) chart
• Name(s) and CVs or brief summary of professional background of key personnel to be involved in implementation of the Contract
• The bidder must have a minimum of 3 years’ experience of designing, installing and maintaining solar photovoltaic solutions of a similar size, scope and application of one Lot. List of previous and current contracts in the past 3 years for similar works, including name of contracting party, contract value and date of completions) 
• The bidder must make available a minimum of Three reference projects in solar pumping or PV on-grid system in which they have worked. The reference projects must be of a similar scope, size of one lot and implemented locally or internationally. References with contact name and phone number shall be provided.
• Bidder PV projects references including contact names and phone numbers.
• Company Profile.
• I.D. card for the person signing the bid empowered by the power of attorney
• Detailed activity schedule (timeline) for the proposed works.
• Proposed methodology of work clearly developing the expected work phases 
• Bidder shall sign all the tender documents as sign of full acceptance of tender’s conditions.
• Bidder shall provide completed priced Bills of Quantities (BOQ) (see Annexes II & III)
• Bidder shall submit at tender stage the following documents:

• Datasheets, certificates and any other technical documents to show compliancy of all the specified components in Appendix A. This shall include at least PV modules, inverter with filter, pump, controller, flowmeter, level sensor, all electrical accessories such as DC & AC cables, DC & AC SPD’s, DC and AC switches and fuses, changeover switch.

• Preliminary supporting structure drawing to assess soundness of this structure.
• Preliminary single Line Diagram to assess soundness of electrical design.
• Solar simulation as well as water output simulation

Please note that:

• One Bidder can bid for one lot minimum or more.
• There should be an overall positive reputation for good business practice, professionalism and financial stability.
• The scope of this tender for at least one Lot must not represent more than 20% of the bidder’s total annual turnover to ensure that capacity restrictions do not impact quality.

1. 1. 2. Tender Proposal

Tenderers are invited to submit their best technical and economic tender in English to the exact formats and specifications required by Oxfam. Tenders not respecting these formats and specifications will be rejected.

The tender must be submitted in an envelope entitled:

“Tender proposal “Supplier name” to Oxfam tender: [RO-LBBEY-22-0190-LBBEY-0112]”

Which contains:

• Tender Technical offer 
• Price proposal 

Price proposal must be initialled and signed by an authorised person.

Currency

All prices shall be expressed in Fresh US Dollars not including VAT. This is to allow for a fair comparison of prices, following the award of the contract; the working currency will be decided between Oxfam and the contracted party. Where exchange rates have been used to arrive at a US Dollar figure this should also be provided.

Tender validity

Tenders shall remain valid for a period of two (2) calendar months after the deadline for receipt of tenders.

Tender Presentation

Prices and lead times, presented in the tender, should be firm and valid for the whole duration of the agreement from the date of its signature by both Parties.

The price proposal should be submitted according to the template in APPENDIX E – Price Proposal.

 Compliance

Your basic offer shall be strictly in accordance with the technical specifications specified in the APPENDIX A -Technical specifications.

Award of the contract is based on the criteria listed at paragraph 4.12 Tender Process

 Technical Offer

A technical tender offer describing the way in which the tenderer intends to carry out the tasks as described in the contract. Respecting all the obligations imposed by the specifications, bearing in mind the principals and values of Oxfam.

The tender should include, as stipulated in the Technical Specifications under Appendix A:

• A technical bid consisting of a detailed description of the services offered
• A detailed methodology to achieve the consultancy objectives
• Summary of working model: team involved in the service
• Detailed activity Schedule (timeline/ workplan) for the proposed works
• A list of technical equipment owned by the supplier (machines, technical instruments, vehicles, etc…)
• Name(s) and CVs or brief summary of professional background of key personnel to be involved in implementation of the Contract

Price proposal

• Clear breakdown of costs related to service requested
• A detailed price list Fresh USD for all the services linked to the technical requirement (e.g. equipment service, staff training)

This list forms an integral part of the contract resulting from this invitation to tender and will serve as a control instrument for our finance team during invoice verification. Any component not found in this list can be neither invoiced nor paid, therefore, it should be comprehensive. By providing this price list, tenderers agree to abide by it and its accompanying conditions in carrying out the contract.

• Additional services that the service provider would be willing to provide Oxfam at no cost

Payment Terms

• Payment will be made in three instalments according to project progression, to be decided during contract phase.
• Contractor may request a down payment not exceeding 30% of the contract value against bid bond/bank guarantee with fresh USD.

The supplier application and tender proposal shall be submitted together before the deadline for reception of applications on the [08 December 2022] at [17:00, Beirut] to:

Logistics Lebanon

Oxfam office-1st floor-Sodeco Square- Boc B, Beirut

It is the responsibility of the Tenderer to ensure that their offer is complete and meets Oxfam´s requirements. Failure to satisfy all aspects of the tender dossier may lead to the offer being rejected without further reason being given. It is therefore essential to ensure that you read this document carefully and answer in full all questions asked.