RFP #: L106-L117 Electricity works in Palestinian Refugee Camps and Gatherings

 

REQUEST FOR PROPOSAL

RFP #: L106-L117 Electricity works in Palestinian Refugee Camps and Gatherings

 

 

Section 1: Instruction to Bidders

 

1. Introduction:

 

ARK Group DMCC is a development consultancy committed to empowering local communities and beneficiaries in conflict, post-conflict, and fragile areas through the provision of evidence-based programmatic interventions, policy recommendations and training services.

 

ARK Group DMCC, is soliciting offers from EDL approved Electrical Contractors (hereafter referred to invariably as bidder,or contractor) to conduct electrical work in Palestinian camps and gatherings.  The list of initial indications to the work that is to be conducted can be found in ANNEX 1 point 3. All bids are to be submitted to procurement@arkgroupdmcc.com by January 5, 2018, 5:00PM.

 

The purpose of the work is to deliver quick impact solutions to the electrical problems in some areas of the Palestinian camps and gatherings. Please check Scope of Work (SOW) Annex 1 for a detailed description of the services.

 

 

Late or incomplete proposals will not be considered.

 

ARK Group DMCC will issue a Services Provision Agreement (SPA) for the successful bidder. The successful bidder shall be required to adhere to the SOW and terms and conditions of the SPA.

 

This RFP does not oblige ARK Group DMCC to execute a contract nor does it commit ARK Group DMCC to pay any costs incurred in preparation and submission of the proposals. Furthermore, ARK Group DMCC reserve the right to reject any and all offers, if such action is considered to be in the best interest of ARK Group DMCC.

 

 

1. Procedures for Submitting Proposals and Awarding Contract

 

Interested and qualified bidders may submit their offers electronically to the following email address:

 

To: procurement@arkgroupdmcc.com

 

• Please include in the subject of the email as a reference: RFP L106-L117 and [bidder name]
• Technical and Financial bids are to be sent in separate attachments to the above email address.
• Bids should be on official letter heads stamped and signed.
• A copy of the commercial circular should be sent as an attachment.
• A copy of the registration with the Ministry of Finance should be sent as an attachment.
• A proof that the bidder is an authorized EDL contractor.
• A copy of company ownership document.
• Faxed offers will not be considered.
• Offers delivered by hand will not be considered.

 

To Coordinate Site visits please call L&P Officer Paul Damouni at 70 139 249

 

Failure to agree and comply with any of the above specifications will result in the bidder being considered unresponsive and the proposal may be rejected.

 

1. Bidders are responsible for ensuring that their offers are received in accordance with the instructions stated herein.

 

1. Proposals will be evaluated on the 8th of January 2018 and winning bidder will be contacted subsequently.

 

1. Discussions may be held to clarify proposals. If any such discussions are held, bidders will be notified that a best and final offer may be submitted by a revised deadline. The best and final offer provides the opportunity for bidders to revise their proposals based on additional information gathered during discussions. If a best and final offer is not submitted, the previous offer will be considered as the best and final offer. ARK Group DMCC reserves the right to accept such offers.

 

1. Any questions raised regarding this RFP must be in writing and emailed no later than 5th of January 2018 to procurement@arkgroupdmcc.com. The RFP number, L106-L117 should be quoted in all correspondence. ARK Group DMCC reserves the right to reject any and all proposals submitted and to request additional information from all bidders.

 

1. Proposal Format

 

1. Technical Proposal:

All bidders must submit the following:

 

1.  Title page (refer to annex 2 for a sample of a title page)

 

Each proposal must contain a title page that identifies the following:

RFP number and subject and provides the bidder’s:

• Name
• Address
• Email
• Telephone number
• The name and title of a contact person
• Financial Registration Number (MOF)
• Official Bank Account Number USD bank account details including IBAN, Swift and BIC code if available.

 

1. Company profile and qualifications

 

• Copy of the commercial circular
• Copy of company registration with the MoF.
• A description of the bidder, including structure and size of the company.
• Previous experience working on the same services with similar companies or organizations
• A minimum of two references with their contact info.

 

1. Response to SOW:

 

Each issue stated in point 3 of ANNEX 1 is to be assessed separately. The sum of the assessments should constitute the technical proposal.  Each separate assessment should at least contain the following:

 

 

• Location of the assessment
• Date of the assessment
• The person and the title of the person conducting the assessment
• A technical description of the problem
• The technical description of 2 solutions to the problem as identified earlier
• Timeline/schedule for delivery
• Warranty on installed material

 

A detailed table of the material that will be used in the accomplishment of the work is to be included to the bid. The material origin and specifications are to clearly detailed and readily available for verifications (

 

1.  Financial Proposal:

 

The Financial proposal is used to determine which proposals represent the best value and serves as a basis of negotiation before award of a contract.

The price of the contract to be awarded will be an all-inclusive fixed price. No profit, fees, taxes, or additional costs can be added after award. Nevertheless, for the purpose of the proposal, Bidders must provide a detailed budget showing major line items, e.g. rate per unit and relevant info.

All items, services, etc. must be clearly labelled and included in the total offered price. All cost information must be expressed in USD inclusive of VAT and other taxes.

ARK Group DMCC reserves the right to request additional cost information if the evaluation committee has concerns of the reasonableness, realism, or completeness of a Bidder’s proposed cost.

1. Validity Period
    

Bidders’ proposals must remain valid for 45 calendar days after the proposal deadline.

 

1. Payment terms

 

Payments are only done by bank transfer up to 30 days after the invoice is submitted to ARK Group DMCC Corporate Services Department in accordance with point 4 of ANNEX 1.

 

Payments will be done upon delivery of services; no advance payments will take place throughout the agreement lifetime.
 

1. Evaluation and Price Criteria

 

Bids will be assessed based on the below criteria, however, these criteria are not final and other criteria may be taken into consideration.

 

• Quality of Product
• On site Safety and Security specifications
• Specifications of Goods
• Methodology of work
• Schedule of Work
• Period of warranty on the work done
• Price

 

 

 

 

 

Section 2: Offer Checklist

 

To assist Bidders in preparation of proposals, the following checklist summarizes the documentation to include an offer in response to this RFP:

 

• Title, signed by an authorized representative of the Bidder (see Annex 2 for template)
• Copy of the commercial circular
• Copy of company registration with the MoF.
• A description of the bidder, including structure and size of the company.
• Previous experience working on the same services with similar companies or organizations
• Two to three references with their contact info.
• Letter of authorization from Lebanese Ministry of Energy and Water.
• Technical Bid: Official technical proposal, including specifications and quantities of offered goods and services and other info.
• Financial Bid: Official financial proposal, including quantities and prices of offered goods and services and other info

 

 

Annexes to the RFP:

1. Scope of Work (SOW)
2. Sample title page

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Annex 1 Scope of Work

SCOPE OF WORK

RFP L106-L117

1. Purpose:

 

The purpose of this service is to hire one or several electrical contractors that can provide electrical work in all the Palestinian Refugee camps and gatherings to address the issues raised in point 3 of this annex. The technical requirements should be in line and compliant with the terms and regulations of the Ministry of Energy and Water, Electricité du Liban and all other sector specific regulations.

 

1. Locations: The contractor will need to be able work in the Palestinian Refugee camps and gatherings all over Lebanon.

 

1. Below is a list of the electrical issues that ARK is looking to solve. In their technical proposal, contractors are asked to assess each issue separately and submit the total as one technical proposal:

 

• Shatila Camp: Cables of a 700 Ampere circuit breaker are often failing and causing fires and disruptions in the electrical current. This is sought to be caused by the heavy load on the cabling.
• Dbayeh Camp: There is an issue with the transformer and the 340 Ampere circuit breaker. The breaker keeps failing and is causing damage and electricity disruptions and malfunctioning in the households.
• Rashidieyh Camp: We wish to provide lighting to the cemetery and the playground district. The length of the cemetery street is approximately 600 meters and that of the playground district approximately 250 meters (The contractor will need to do his own assessment of the length and width of the streets that need to be lit). There is need for lighting poles in some areas and LED street lighting. The lighting poles will need to be linked to the main electrical grid.
• Al Buss Camp: There is a need to organise electrical wiring networks in Al-Bass camp to make them safer by separating them from the water pipelines in eight neighbourhoods. Also move some lighting poles away from houses.
• Nahr al Bared Camp: Installation of street lighting in the Damoun neighbourhood which is adjacent to the sea.
• Beddawi Camp: There is a problem in some key electrical cabling in various neighbourhoods. The randomness of the cabling criss-crossing the street is also creating a problem. This requires organisation and installing static circuit breakers for each premise to organize the in streets infrastructure. The main circuit breaker in the electricity room needs to be replaced as well.
• Bourj al Shamali Camp: Building an electrical room as per EDL standards specifications and fitting a 700KVA transformer which can be sufficient to provide 250 families with stable electricity.
• Bourj al Barajneh Camp: Installation of street lighting in several neighbourhoods in the camp.
• Al Jalil Camp: Maintenance of an existing circuit breaker and providing technical advice on ways of distributing the present load.

To Coordinate Site visits please call L&P Officer Paul Damouni at 70 139 249

All the above issues are rough estimates. The contractor will need to consider each issue separately, define it in technical terms and describe two possible solutions for each issue in technical terms per the trade standards.

 

The technical proposals will clearly define the risks involved and the duration of work for each issue.

 

1. Billing, Invoicing:

The work in each camp is to be invoiced separately upon completion of all the related work:

1. Word descriptions of items being billed
2. Company name
3. Financial/VAT Number
4. Company Address and Phone number
5. Unit list price
6. Total price including taxes

 

1. Probation period after end of Service:
   There will be a probation period of 30 days after finishing the works before settling the complete price as invoiced, the settlement of the invoice might take up to 30 days after the end date of the probation period. All payments are done through bank transfers.

 

1. Pricing
   • The winning contractor will be awarded a fixed price contract. Prices as presented the signed agreement will be final and inclusive of all and any charges. No other additional costs will be accepted after the signature of the agreement with the contractor.

 

1. Term of Agreement

• The anticipated contractual period will be fixed with the service provider after visiting the sites and assessing the required time to have the job completed under Ministry of Energy and Water regulations and specifications.

 

• If ARK Group DMCC or the bidder wishing to terminate the agreement, written notice will be provided ten (10) days in advance of termination date. ARK Group DMCC will not bare any cost if the supplier terminates the agreement. ARK Group DMCC reserves the right to terminate the awarded Bidder’s services at any time during the term of the contract.
   
• In the event of ARK terminating the agreement, ARK will cover the invoice of up until the last day of works. No penalties or extra fees will be paid.

 

• The awarded Bidder may not assign sell or sub-contract its obligations under the contract to any third party without prior approval in writing by ARK Group DMCC.

 

1. Procedural requirements and amendments:

 

• During the contract period, no change is permitted in any of its conditions and specifications unless the awarded Bidder receives written approval from ARK Group DMCC.

 

• Should the awarded Bidder find at any time that existing conditions make modification in requirements desirable; the contractor shall promptly report such matter to ARK Group DMCC for consideration and decision.

 

• During the period of the contract or any extension thereof, if ARK Group DMCC wishes to add or delete specific products. The awarded Bidder will be given ten (10) days’ notice to consider the requested changes and reply. However, this will not affect the validity of the agreement.

 

1. Compliance Laws

The awarded Bidder must comply with all local and international laws ratified by the Lebanese authorities and with all the best practices of the sector.

 

1. Evaluation and Selection Criteria:

An initial screening of all submissions will be conducted to determine overall responsiveness. Submissions determined to be incomplete or non-responsive may be disqualified. Selection of the awarded Bidder(s) shall be based solely on the Review Committee’s evaluation of the submissions and the criteria set forth above in the RFP.

 

 

 

Annex 2 Title Page

[Bidder: Insert date]

[Insert name of point of contact for RFP]

[Insert designation of point of contact for RFP]

[Insert project name]

ARK Group DMCC

 

Reference:            Request for Proposals [Insert RFP name and number]

Subject: [Bidder: Insert name of your organization]’s technical and cost proposals

 

Dear Mr./Mrs. [Insert name of point of contact for RFP]:

 

[Bidder: Insert name of your organization] is pleased to submit its proposal in regard to the above- referenced request for proposals. For this purpose, we are pleased to provide the information furnished below:

 

• Name of Organization’s Representative                         ___________________________
• Name of Bidder:                                                                 ___________________________
• Type of Organization:                                                         ___________________________
• Taxpayer Identification Number                                        ___________________________
• Address:                                                                                ___________________________
• Telephone:                                                                           ___________________________
• Fax:                                                                                        ___________________________
• E-mail:                                                                                   ___________________________
• Official Bank Account Number USD bank account      ___________________________

details including IBAN, Swift and BIC code when

available.

 

As required in the RFP we confirm that our proposal, including the cost proposal, will remain valid for 60 calendar days after the proposal deadline.

We are further pleased to provide the following annexes containing the information requested in the RFP:

• Copy of the commercial circular
• Copy of company registration with the MoF.
• A description of the bidder, including structure and size of the company.
• Previous experience working on the same services with similar companies or organizations
• Two to three references with their contact info.

 

Sincerely yours,

______________________

Signature

[Bidder: Insert name of your organization's representative]

[Bidder: Insert name of your organization]