Country: South Sudan
Closing date: 22 Jun 2015
Background/Justification
The South Sudan Global Partnership for Education Programme (GPEP) is a dual-funded programme by both GPE and USAID in support of the implementation of the General Education Strategic Plan, (GESP) 2012-2017. Part of the GPEP involves school infrastructure improvement, where in Lakes, Warrap, and Northern Behr El Ghazal States, fifteen (15) full cycle (Primary Grade 1-8) Child-Friendly Schools will be built, with five (5) schools being built in each of the states.
UNICEF, in partnership with the Ministry of Education, Science and Technology (MoEST), intends to implement the construction of these schools through a standard contracting process, utilizing the capacity of competent and qualified engineering consultancy firms that are registered and operating in South Sudan. For each lot of schools, the selected firm will carry out the exercise of adopting the established proto-type design to the site conditions as assessed. Furthermore, the selected firm (s) will carry out topographic and geotechnical surveys, environmental and social impact assessments, prepare bills of quantities, engineering estimates and perform the direct site supervision of these schools. Cooperation with and involvement of the local community in the construction process is to be encouraged.
UNICEF will be responsible for the overall project management of the school construction programme.
General
UNICEF South Sudan seeks to establish contracts with competent and technically qualified consultants to achieve the implementation of the school infrastructure improvement programme in Warrap, Lakes and Northern Behr El Ghazal States, and hand over the five child-friendly primary schools per state to each of the listed three state governments within the agreed timeline and budget, using UNICEF’S procurement procedures and financial rules and regulations.
The school sites are located as follows:
Lot NumberPrimary School Name****County****Coordinates**Relative Location**Lot 1: Warrap State (5 schools) Warrap Tonj North N08o 04’ 59.22”. E 028o 37’ 20.43”. Alt. 414.5m Within Warrap TownKacuat Tonj East N07o 56’ 49.14”. E 029o 10’ 41.58”. Alt. 420.8m Located 6 0km from Thiet. 10 km from Romic.Maper-Agep Gogrial East N08o 33’ 27.59”. E 028o 28’ 39.13”. Alt. 411.8m 6 km from the county Hq. Access to Gogrial East county is via Warrap town which is 76 km away.Mankuac Gogrial West N08o 40’ 53.15”. E 028o 16’ 17.71”. Alt. 456.4m School is 73 km from Kuajok-the state capital. 43 km from Gogrial West County HQ, and 17 km from Kataduet trading centre.Ayen-Amuol Twic N08o 53’ 45.67”. E 028o 23’ 53.71”. Alt. 417.9m 38 km from Turalei, the county HQ. 23 km from Wunrock town.Lot 2 : Lakes State (5 schools) Achol-Malek Cueibet N07o 01’ 31.56” E 29º 12’ 43.93” Alt. 432.8m Within Cueibet Town. 56 km from Rumbek town, the state Capital.Pachong Rumbek East N06o 41’ 48.38” E 29º 46’ 45.44” Alt. 447.5m 15 km from Rumbek TownRumbek Girls Rumbek Centre N06o 47’ 51.84” E 29º 40’ 48.70” Alt. 433.6m Rumbek TownYirol Girls Yirol West N06o 34’ 2.62” E 030º 30’ 30.05” Alt. 429.3m Within Yirol Town and 110 km from Rumbek town, the state Capital.Lekakudu Yirol East N06o 40’ 40.28” E 30º 35’ 1.76” Alt. 378.0m Within Nyang town the county HQ; 123 km from Rumbek town, the state Capital; 15 km from Yirol Town in Yirol West.Lot 3: Northern Behr El Ghazal State (5 schools) Yith Aluk Aweil Town N08o 46’ 0.91”. E 027o 21’ 38.75”. Alt. 422.60m Within Aweil TownUdhaba Aweil Centre N08o 43’ 32.76”. E 027o 19’ 50.42”. Alt. 444.90m 7 km from Aweil TownMatuich Aweil North N09o 10’ 13.07”. E 027o 02’ 6.02”. Alt. 478.50m Located 81 km from Aweil Town the State HQ. 18 km from Gok Machar town the county HQ,Salam Girls Aweil Town N08o 46’ 1”. E 027o 23’ 47”. Alt. 412m Within Aweil TownPanriang Aweil North N09o 7’ 54”. E 026o 56’ 33”. Alt. 445m 102 km from Aweil Town and 21 km from Gok Machar Town
Subcontractors
Sub-contracting is an allowed form of collaboration. If the bidder intends to subcontract one or more parts of the Consultancy services, this must be clearly stated by the bidder in its tender documents. Even if sub-contracting is allowed, the bidder must intend to carry out the major part of the services itself. The total value of the sub-contracted part of the services must not exceed 30% of the Consultancy value and the subcontractor must not subcontract further.
Approval / Rejection
UNICEF reserves the right to review proposed subcontractors for a period of forty (40) calendar days before providing notice of approval or rejection of any or all subcontractors. UNICEF reserves the right to reject any or all subcontractors proposed if their participation in the project may cause damage to the interests of UNICEF. The Consultant agrees to promptly replace any subcontractor rejected by UNICEF under this clause.
List
In the event the Consultant will use subcontractors to execute portions of the service, the agreement, scope and extent of the works between the Consultant and the subcontractor must be attached to the tender, including pricing.
Services to beprovided
The following description of services intends to convey a general understanding of the work required;
- Technical Assessments: To prepare technical feasibility study reports, following the assessment of sites for new construction or rehabilitation to include but not be limited to: the site topography, geotechnical surveys; legal status; checking the functionality of the space for the proposed spatial program; carrying out an environmental and social impact assessment, etc.
- Architectural Services: Based on the feasibility report, adapt the proto-type GPE School designs to the site requirements, prepare a full set of construction documents, including technical specifications, full set of working drawings, tender documents, bill of quantities and engineering estimates.
- Site Monitoring & Quality Assurance: To guarantee compliance of works as per drawings, specifications and quality standards, as well as time and cost requirements; to certify effective progress of works including defect lists, certificates of partial, substantial and final completion; and to prepare Construction and Maintenance Manuals and as-built drawings.
Personnel
Removal of Personnel
The Consultant will maintain discipline at the site and at all times, take all reasonable precautions to prevent any unlawful, riotous or disorderly conduct by or amongst those employed at the site and for the preservation of peace and protection of persons and property.
Security
The Consultant is responsible to carry out a security check on all staff to be employed for this Consultancy.
Standards of Conduct
a) General. The Consultant shall maintain satisfactory standards of employee competency, conduct, cleanliness, appearance and integrity and shall be responsible for taking such disciplinary action with respect to employees as may be necessary. Each Consultant employee is expected to adhere to standards of conduct that reflect credit on themselves, their employer and UNICEF. UNICEF South Sudan Country Office reserves the right to direct the Consultant to remove an employee from the worksite for failure to comply with the standards of conduct. The Consultant shall immediately replace such an employee to maintain continuity of services at no additional cost to the UNICEF.
b) Neglect of duties shall not be condoned. This includes sleeping while on duty, unreasonable delays or failures to carry out assigned tasks, conducting personal affairs during duty hours, reporting to or taking leave of duty outside specified work hours, and refusing to render assistance or cooperate in upholding the integrity of the worksite security.
c) Disorderly conduct, use of abusive or offensive language, quarrelling, intimidation by words, actions, or fighting shall not be condoned. Also not condoned is participation in disruptive activities which interfere with normal and efficient UNICEF operations.
d) Intoxicants and Narcotics. The Consultant shall not allow its employees while on duty to possess, sell, trade, consume, or be under the influence of intoxicants, drugs or substances which produce similar effects.
e) Criminal Actions. The law will be applied to Consultant’s employees involved in criminal actions. This includes but is not limited to the following actions: falsification or unlawful concealment, removal, mutilation, or destruction of any official documents or records or concealment of material facts by willful omission from official documents or records; unauthorized use of UNICEF property, theft, vandalism, or immoral conduct; security violations; unethical or improper use of authority or credentials; and organizing or participating in gambling in any form.
Tools and Equipment
The Consultant shall provide all necessary tools, instruments and equipment to execute the services. These must be available for the Consultants’ (and subcontractors’) use during service operations.
Manager
The entire operation of the Consultancy services shall be superintended by a qualified Manager, who shall maintain a close contact with UNICEF’s Construction Engineer in order to coordinate the performance of the Consultancy services with the needs of UNICEF. The Manager is responsible to:
- Manage the overall work schedule and work schedules of individual staff;
- Report on progress to UNICEF;
- Document and report on services;
- Monitor, develop, undertake and overall manage corrective and preventive services;
- Monitor/Inspect activities and personnel; and
- Implement controls determined in the Quality Assurance Plan.
Quality Control
The Consultancy Firm shall institute an appropriate inspection system including control tables of duties to ensure the predetermined duties are carried out by the staff. Any shortcomings and/or substandard conditions noted in such inspections shall be promptly corrected and improved; any conditions beyond the responsibility of the Consultancy firm shall be brought to the attention of UNICEF’s Construction Engineer for disposition.
PaymentInvoices
All invoices should attach a copy of the signed Service Orders, completed during that month. Completed Service Orders shall bear the signature of the Consultant’s Manager.
Invoices shall be submitted in an original and three (3) copies to the Supply Officer.
Detail of Payment Requests
Each application for payment, which shall be made no more frequently than monthly, unless otherwise provided herein, shall cover the agreed fixed labour price for work orders and the price authorised for each purchase order.
Payments to Subcontractors
The Consultant shall make timely payment from the proceeds of the progress or final payment for which request is being made, to his subcontractors and suppliers in accordance with the Consultant's Contractual arrangements with them.
Payment
Payment shall be effected within 30 days of receipt of invoice.
VAT
This is a VAT-exempted Contract. UNICEF will obtain and assist the Consultant by obtaining the necessary exemptions from the relevant authorities.
INSTRUCTIONS TO BIDDERS
Bidder’s conference:
A Bidder’s Conference will be conducted at the date, time and location specified in this Request for Proposal (RFP). All potential bidders are encouraged to attend. Non-attendance, however, shall not result in disqualification of an interested Bidder. Minutes of the Bidder’s conference will be disseminated to all those present, and any other potential bidders that make a request for the same prior to the deadline of receipt of proposals whether or not they attended the conference. No verbal statement made during the conference shall modify the terms and conditions of the RFP unless such a statement is specifically written in the Minutes of the bid Conference.
Technical Proposal
The Bidder must provide sufficient information in the proposal to demonstrate compliance with the requirement set out in each section of this Request for Proposal (RFP). The proposal shall include the following documentation, as per Annex 1:
- the Bidder’s General Information, which includes Financial Information for the last 3 years (Paragraph C.1.1); Works in Hand (Paragraph C.1.2); Experience and References (Paragraph C.1.3); the Company Assets (Paragraph C.1.4); Key Personnel per Lot (Paragraph C.1.5); and Litigations (Paragraph C.1.6), together with relevant supporting documentation.
Financial proposal
The Financial Proposal must contain the following documentation, as per Annex 1:
- the duly filled in Fixed Itemized Price form (Paragraph C.3) including the list of any additional services that the bidder find relevant to the management of the project in order to achieve the objective of the service. Separate financial proposals shall be submitted for each of the lots.
Evaluation of proposal
Following closure of the RFP, proposals will be evaluated by a UNICEF-organized evaluation team to assess their merits. The evaluation will be restricted to the contents of the Proposals and the reference checks.
Each bidder shall submit a complete priced proposal for one, two, or all lots. However, bidders will not be permitted to submit partially priced proposals within a lot. Incomplete submissions will be considered null and void.
The bids will be evaluated per lot, and thus each of the bidders must submit a separate and complete set of Technical and Financial proposals for each of the Lots they are bidding for.
Bids must be submitted in a securely sealed envelope and clearly marked as follows:
· Outer Envelope: Name of Company, and RFP Number
· Inner Envelope: Name of Company, RFP Number and Lot Number (Technical proposal)
Name of Company, RFP Number and Lot Number (Financial proposal)
The Technical Proposal gets a maximum value of 70 points. Technical Proposals receiving 50 points or higher will be considered technically responsive. Non-technically compliant and non-responsive proposals will not be given further consideration.
The total number of points allocated for the Financial Proposal is 30. The maximum number of points will be allocated to the proposal with the lowest price. All other Price Proposals for technically qualified proposals shall receive points in inverse proportion to the lowest price according to the following formula: Score for price proposal X = (Maximum score for price proposal (e.g., 30) * Price of lowest priced proposal)/Price of proposal X)
The proposal obtaining the overall highest score after adding the scores for the technical and price proposals for each of the lots shall be recommended for contract award.
Evaluation criteria
CATEGORYMAXIMUM POINTS Technical Evaluation 1. Experience in Design, Site Supervision and Quality Assurance
a) Number of years as a consulting firm
b) Number of years providing site supervision and quality assurance
c) Experience providing similar services to other international organisations and /or commercial entities.
d) Providing a list of the last three projects of similar nature with contact telephone information
e) Positive Reference checks (20) 2. Proven experience in South Sudan
a) Number of years operating in South Sudan
b) Number and corresponding value of similar assignments undertaken in South Sudan
c) Positive Reference Checks
d) Visit to bidder’s office and projects (15) 3. Design, Site Supervision and Quality Assurance
a) Detailed examples of architectural design works executed and articulation of a maintenance plan for the facilities designed.
b) Summary of Approach to Site Supervision and Quality assurance, addressing tracking and documenting daily progress, site visits, quality control, schedules of work; start up assistance for new facilities, such as full cycle primary school construction, including length of time required to have the facility fully operation (site handover to substantial completion).
c) CVs and profiles of technical project personnel that will be assigned to the project
d) Provide a history of claims on construction projects handled and their resolution (provide a detailed claims avoidance strategy/approach). (25) 4. Overall response:
- Understanding of, and responsiveness to, UNICEF requirements
- Understanding of scope, objectives and completeness of response
- Overall concord between UNICEF requirements and the proposal, including the bidder demonstrating financial capability. (10) Financial Evaluation 5. PRICE (30) TOTAL MARKS100
Annex 1: Technical and Financial Proposals
TECHNICAL PROPOSAL
C.1 Bidder General Information
The following information is considered an integral part of this submission and must be provided for the Proposal to be considered. The information should be provided according to the sample format.
C.1.1 Financial Information
Annual Turn-over Information (Last three years)Year Turn-over Remarks**2014 2013 2012**Adequacy of Working Capital Source of credit line Amount Remarks Total
C.1.2 Works in Hand
Works in HandEmployer name
& contact details Description of Works/Services Start date End date Amount TOTAL
C.1.3 Experience and References
Building Engineering Consultancy Experience in last five yearsNumber of years as consultant: Year Employer name
& contact details Description of Works/Services Amount Consultant's Responsibility (%) TOTAL:
C.1.4 Company Assets
ItemNumber Value per unit Observations Computers Cars Trucks Others
C.1.5 Proposed Key PersonnelCONTRACTOR’S KEY TECHNICAL PERSONNEL PROPOSED.
· List down all key company personnel proposed for each of the lots (Names, Qualifications, designation/position, years of experience, etc.), proposed for carrying out the works
· Provide copy of company’s organization chart (organogram)
· Attach CVs for the Proposed Key Personnel NamesPositionQualificationsYears of experience in proposed position
C.1.6 Litigations
Information on any current litigation in which the Company is involved.
Other Party(ies)Cause of Dispute Amount Involved
FINANCIAL PROPOSAL
UNICEF will not be held responsible for any duties, taxes or other levies which the Firm may be liable to in the course of the consultancy. All duties, taxes, or other levies must be included in the fees as shown in the Financial Proposal.
C.3 Fixed Itemized Price
The fixed price for each of the first two years (starting on the date stated in the Notice to Proceed and continuing for a period of 24 months) for scheduled works are proposed as:
Lot 1:Warrap State for 5 Schools
Lot 1: Services for Warrap StateUnit Quantity Unit Cost in USD Service Amount (USD) Remarks 1.0 Technical Assessments 1.1. Assessment of sites for new construction:**To prepare technical feasibility study reports, following the assessment of sites for new construction or rehabilitation to include but not be limited to: the site topographic surveys, geotechnical surveys; legal status/ownership; checking the functionality of the space for the proposed spatial program; carrying out an environmental and social impact assessment, etc. Per Site 5 Carry out a full site assessment for each of the sites, carrying out a topographic survey (including bench marking the site boundaries), soil testing and assessment of soil conditions to determine foundation suitability, drainage assessment, Environmental and social impact assessment of the project, and determination of the most appropriate materials for use on the project, e.g., Blocks or Bricks.**2.0 Construction Documentation 2.1 Full set of School Construction documents:**Review and Adapt a Full set of architectural, structural and service design documents, including but not limited to; Master Plans, location map, site layouts, full set of drawings (plans, elevations, sections, details, 3-D illustrations), structural designs and analysis, foundation details, construction details, drainage drawings, landscaping plans, rainwater harvesting drawings, mechanical/electrical drawings, lightening protection drawings, any other drawings required and technical specifications. To make sure that the design set is comprehensive for purposes of tender and construction and is in compliance with UNICEF criteria (e.g., child-friendly), UNICEF standards and Build back better (Earthquake – cyclone Resistance), and government and donor’s standards. Per Lot Set 1 Adapt the existing approved proto-type design for GPEP school construction to the site conditions in the 5 Warrap Schools. The approved proto-type design documents shall be availed to bidders on request. The consultancy firm shall issue both hard copy and soft copy pdf and AutoCAD final set of drawings to UNICEF**2.2 Full set of Bills of Quantities (BoQ)**Per Lot BoQ Set 1 Adapt the existing approved BoQ for GPEP school construction to the site conditions in 5 Warrap Schools. The consultancy firm shall issue both hard copy and soft copy pdf and excel final bills of quantities to UNICEF**2.3 Full Set of Engineering Estimates (EE)**Per Lot BoQ Set 1 Prepare a comprehensive Full Set of estimates for each of the 5 Warrap Schools. The consultancy firm shall issue both hard copy and soft copy pdf and excel final engineering estimates to UNICEF 3.**Site Supervision and Quality Assurance:**To ensure effective site supervision in order to guarantee compliance of works as per drawings, specifications and quality standards, as well as timeline and budget; to review and certify variation orders (VO) upon UNICEF’s approval; to advise UNICEF on any potential risks, and propose corrective measures, regarding project timeline, project budget and quality of the works; and to certify effective progress of works on site, including checking measurements, defects lists, certificates of partial, substantial and final completion. The consultancy firm will also prepare construction and maintence manuals and train end-user school management committees**3.1 Full Time Supervision on Site for Warrap P.S.**Per Month 7 Full time clerk of works.**3.2 Full Time Supervision on Site for Kacuat P.S.**Per Month 7 Full time clerk of works.**3.3 Full Time Supervision on Site for Maper-Agep P.S,**Per Month 7 Full time clerk of works.**3.4 Full Time Supervision on Site for Mankuac P.S.**Per Month 7 Full time clerk of works.**3.5 Full Time Supervision on Site for Ayen-Amuol P.S.**Per Month 7 Full time clerk of works.**3.6 Periodic Site Visits first at site handover, and thereafter during construction by technical teams, including but not limited to; the project manager,the structural engineer, the quantity surveyor, etc., to provide technical oversight from the consultancy head office to each of the sites**Per Visit 8 To Cater for Monitoring/inspection during the construction period**3.7 Periodic Site Visits during the defects liability period by a team of experts as required to all the sites to monitor the rectification of any identified defects and ensure that the end-users are adopting the maintenance plan**Per Visit 4 To Cater for Monitoring/inspection during the Defects Liability period**3.8. Prepare as-built drawings;**Prepare as-built drawing for each of the sites, compile and submit to UNICEF for archiving Per Site 5 All the 5 proposed GPEP schools will require As-Built Drawings at substantial completion stage.**Total for Lot 1
The costs indicated above include all costs and benefits related to labour, including but not limited to:
· Head office overhead charges
· Travel expenses to remote sites
· Time lost due to inclement weather
· Bonuses and all other incentive payments
· Contribution to training levy and all statuary contributions
· Contributions for annual and public holidays
· Fares and time allowances for traveling
· Safety and welfare facilities
· Workmen's compensation and third party liability insurances, sick pay or insurance in respect thereof
· Obligations for redundancy payments
· Tool allowance
· Use, repair and up keeping of small tools
· Protective clothing and safety personnel protection
· Accommodation costs for full time site supervisors/Engineers/Clerks of Works at site
· Cost of acquisition of all equipment and tools required for the smooth execution of the assignment, including but not limited to; vehicles, motor cycles, cameras, laptops, printers, phones, etc.
For Lot 2:Lakes State for 5 Schools
Lot 2: Services for Lakes StateUnit Quantity Unit Cost in USD Service Amount (USD) Remarks 1.0 Technical Assessments 1.1. Assessment of sites for new construction:**To prepare technical feasibility study reports, following the assessment of sites for new construction or rehabilitation to include but not be limited to: the site topographic surveys, geotechnical surveys; legal status/ownership; checking the functionality of the space for the proposed spatial program; carrying out an environmental and social impact assessment, etc. Per Site 5 Carry out a full site assessment for each of the sites, carrying out a topographic survey (including bench marking the site boundaries), soil testing and assessment of soil conditions to determine foundation suitability, drainage assessment, Environmental and social impact assessment of the project, and determination of the most appropriate materials for use on the project, e.g., Blocks or Bricks.**2.0 Construction Documentation 2.1 Full set of School Construction documents:**Prepare a Full set of architectural, structural and service design documents, including but not limited to; Master Plans, location map, site layouts, full set of drawings (plans, elevations, sections, details, 3-D illustrations), structural designs and analysis, foundation details, construction details, drainage drawings, landscaping plans, rainwater harvesting drawings, mechanical/electrical drawings, lightening protection drawings, any other drawings required and technical specifications. To make sure that the design set is comprehensive for purposes of tender and construction and is in compliance with UNICEF criteria (e.g., child-friendly), UNICEF standards and Build back better (Earthquake – cyclone Resistance), and government and donor’s standards. Per Lot Set 1 Adapt the existing approved proto-type design for GPEP school construction to the site conditions in the 5 Lakes Schools. The consultancy firm shall issue both hard copy and soft copy pdf and AutoCAD final set of drawings to UNICEF**2.2 Full set of Bills of Quantities (BoQ)**Per Lot BoQ Set 1 Adapt the existing approved BoQ for GPEP school construction to the site conditions in 5 Lakes Schools. The consultancy firm shall issue both hard copy and soft copy pdf and excel final bills of quantities to UNICEF**2.3 Full Set of Engineering Estimates (EE)**Per Lot BoQ Set 1 Prepare a comprehensive Full Set of estimates for each of the 5 sites in Lakes State. The consultancy firm shall issue both hard copy and soft copy pdf and excel final engineering estimates to UNICEF 3.**Site Supervision and Quality Assurance:**To ensure effective site supervision in order to guarantee compliance of works as per drawings, specifications and quality standards, as well as timeline and budget; to review and certify variation orders (VO) upon UNICEF’s approval; to advise UNICEF on any potential risks, and propose corrective measures, regarding project timeline, project budget and quality of the works; and to certify effective progress of works on site, including checking measurements, defects lists, certificates of partial, substantial and final completion. The consultancy firm will also prepare construction and maintenance manuals and train end-user school management committees**3.1 Full Time Supervision on Site for Achol-Malek P.S.**Per Month 7 Full time clerk of works.**3.2 Full Time Supervision on Site for Pachong and Rumbek Girls P.S.**Per Month 7 Full time clerk of works for 2 schools**3.3 Full Time Supervision on Site for Yirol Girls P.S.**Per Month 7 Full time clerk of works.**3.4 Full Time Supervision on Site for Lekakudu P.S.**Per Month 7 Full time clerk of works.**3.5 Periodic Site Visits first at site handover, and thereafter during construction by technical teams, including but not limited to; the project manager, the structural engineer, the quantity surveyor, etc, to provide technical oversight from the consultancy head office to each of the sites**Per Visit 8 To Cater for Monitoring/inspection during the construction period**3.6 Periodic Site Visits during the defects liability period by a team of experts as required to all the sites to monitor the rectification of any identified defects and ensure that the end-users are adopting the maintenance plan**Per Visit 4 To Cater for Monitoring/inspection during the Defects Liability period**3.7. Prepare as-built drawings;**Prepare as-built drawing for each of the sites, compile and submit to UNICEF for archiving. Per project 5 All the 5 proposed GPEP schools will require As-Built Drawings at substantial completion stage.**Total for Lot 2
The costs indicated above include all costs and benefits related to labour, including but not limited to:
· Head office overhead charges
· Travel expenses to remote sites
· Time lost due to inclement weather
· Bonuses and all other incentive payments
· Contribution to training levy and all statuary contributions
· Contributions for annual and public holidays
· Fares and time allowances for traveling
· Safety and welfare facilities
· Workmen's compensation and third party liability insurances, sick pay or insurance in respect thereof
· Obligations for redundancy payments
· Tool allowance
· Use, repair and up keeping of small tools
· Protective clothing and safety personnel protection
· Accommodation costs for full time site supervisors/Engineers/Clerks of Works at site
· Cost of acquisition of all equipment and tools required for the smooth execution of the assignment, including but not limited to; vehicles, motor cycles, cameras, laptops, printers, phones, etc.
Lot 3:Northern Behr El Ghazal State for 5 Schools
Lot 3: Services for Northern Behr El Ghazal StateUnit Quantity Unit Cost in USD Service Amount (USD) Remarks 1.0 Technical Assessments 1.1. Assessment of sites for new construction:**To prepare technical feasibility study reports, following the assessment of sites for new construction or rehabilitation to include but not be limited to: the site topographic surveys, geotechnical surveys; legal status/ownership; checking the functionality of the space for the proposed spatial program; carrying out an environmental and social impact assessment, etc. Per Site 5 Carry out a full site assessment for each of the sites, carrying out a topographic survey (including bench marking the site boundaries), soil testing and assessment of soil conditions to determine foundation suitability, drainage assessment, Environmental and social impact assessment of the project, and determination of the most appropriate materials for use on the project, e.g Blocks or Bricks.**2.0 Construction Documentation 2.1 Full set of School Construction documents:**Prepare a Full set of architectural, structural and service design documents, including but not limited to; Master Plans, location map, site layouts, full set of drawings (plans, elevations, sections, details, 3-D illustrations), structural designs and analysis, foundation details, construction details, drainage drawings, landscaping plans, rainwater harvesting drawings, mechanical/electrical drawings, lightening protection drawings, any other drawings required and technical specifications. To make sure that the design set is comprehensive for purposes of tender and construction and is in compliance with UNICEF criteria (e.g., child-friendly), UNICEF standards and Build back better (Earthquake – cyclone Resistance), and government and donor’s standards. Per Lot Set 1 Adapt the existing approved proto-type design for GPEP school construction to the site conditions in the 5 Northern Behr El Ghazal Schools. The consultancy firm shall issue both hard copy and soft copy pdf and AutoCAD final set of drawings to UNICEF**2.2 Full set of Bills of Quantities (BoQ)**Per Lot BoQ Set 1 Adapt the existing approved BoQ for GPEP school construction to the site conditions in 5 Northern Behr El Ghazal Schools. The consultancy firm shall issue both hard copy and soft copy pdf and excel final bills of quantities to UNICEF**2.3 Full Set of Engineering Estimates (EE)**Per Lot BoQ Set 1 Prepare a comprehensive Full Set of estimates for each of the 5 sites in Northern Behr El Ghazal State. The consultancy firm shall issue both hard copy and soft copy pdf and excel final engineering estimates to UNICEF 3.**Site Supervision and Quality Assurance:**To ensure effective site supervision in order to guarantee compliance of works as per drawings, specifications and quality standards, as well as timeline and budget; to review and certify variation orders (VO) upon UNICEF’s approval; to advise UNICEF on any potential risks, and propose corrective measures, regarding project timeline, project budget and quality of the works; and to certify effective progress of works on site, including checking measurements, defects lists, certificates of partial, substantial and final completion. The consultancy firm will also prepare construction and maintenance manuals and train end-user school management committees**3.1 Full Time Supervision on Site for Yith Aluk and Salam Girls P.S.**Per Month 7 Full time clerk of works for 2 schools**3.2 Full Time Supervision on Site for Udhaba P.S.**Per Month 7 Full time clerk of works for 2 schools**3.3 Full Time Supervision on Site for Matuich P.S.**Per Month 7 Full time clerk of works.**3.4 Full Time Supervision on Site for Panriang P.S.**Per Month 7 Full time clerk of works.**3.5 Periodic Site Visits first at site handover, and thereafter during construction by technical teams, including but not limited to; the project manager, the structural engineer, the quantity surveyor, etc, to provide technical oversight from the consultancy head office to each of the sites**Per Visit 8 To Cater for Monitoring/inspection during the construction period**3.6 Periodic Site Visits during the defects liability period by a team of experts as required to all the sites to monitor the rectification of any identified defects and ensure that the end-users are adopting the maintenance plan**Per Visit 4 To Cater for Monitoring/inspection during the Defects Liability period**3.7. Prepare as-built drawings;**Prepare as-built drawing for each of the sites, compile and submit to UNICEF for archiving. Per project 5 All the 5 proposed GPEP schools will require As-Built Drawings at substantial completion stage.**Total for Lot 3
The costs indicated above include all costs and benefits related to labour, including but not limited to:
· Head office overhead charges
· Travel expenses to remote sites
· Time lost due to inclement weather
· Bonuses and all other incentive payments
· Contribution to training levy and all statuary contributions
· Contributions for annual and public holidays
· Fares and time allowances for traveling
· Safety and welfare facilities
· Workmen's compensation and third party liability insurances, sick pay or insurance in respect thereof
· Obligations for redundancy payments
· Tool allowance
· Use, repair and up keeping of small tools
· Protective clothing and safety personnel protection
· Accommodation costs for full time site supervisors/Engineers/Clerks of Works at site
· Cost of acquisition of all equipment and tools required for the smooth execution of the assignment, including but not limited to ; vehicles, motor cycles, cameras, laptops, printers, phones, etc
Reporting
The consultancy firm will report to the UNICEF Construction Engineer.
Time Frame:
Two (02) years starting 1st July, 2015
Location: Warrap, Lakes, and Northern Behr El Ghazal States in South Sudan
Deliverable: Feasibility Studies, Construction documents, tendering and site supervision of construction works hired by UNICEF, South Sudan.
Expected Deliverables Timeframes:
The indicative timeframe for delivering tasks and or reports, covers the period from the time an instruction to execute the task is issued by UNICEF to the time of reporting by the consultant. These expected deliverables, which will trigger payments are as follows:
Outputs/deliverablesTime Frame for Delivering Tasks/Reports 1. Technical Assessments 1.1 Assessment of sites for new construction:**To prepare technical feasibility study reports, following the assessment of sites for new construction or rehabilitation to include but not be limited to: the site topographic surveys, geotechnical surveys; legal status; checking the functionality of the space for the proposed spatial program; carrying out an environmental and social impact assessment, etc. 3 Weeks**2.0 Construction Documentation 2.1 Full set of School Construction documents:**Prepare a Full set of architectural, structural and service design documents, including but not limited to; Master Plans, location map, site layouts, full set of drawings (plans, elevations, sections, details, 3-D illustrations), structural designs and analysis, foundation details, construction details, drainage drawings, landscaping plans, rainwater harvesting drawings, mechanical/electrical drawings, lightening protection drawings, any other drawings required and technical specifications. To make sure that the design set is comprehensive for purposes of tender and construction and is in compliance with UNICEF criteria (e.g. Child friendly), UNICEF standards and Build back better (Earthquake – cyclone Resistance), and government and donor’s standards. 4 Weeks**2.2 Full set of Bill of Quantities (BoQ)**4 Weeks**2.3 Full Set of Engineering Estimates (EE)**4 Weeks**3.0 Site Supervision and Quality Assurance 3.1. Site visits Monitoring from consultancy HQ during construction**Monthly**3.2. Site visits Monitoring from consultancy HQ during the DLP**Once every quarter**3.3. Full Time Resident Engineer/Clerk of Works (all costs included)**Within 1 week after end of every Month**3.4. Prepare as-built drawings;Prepare as-built drawings for each site, compile and submit to UNICEF for archiving. 2 Weeks
Special Conditions:
· The consultancy firm will work from their own office.
· The consultancy firm should provide its own materials, i.e. computers, vehicles, office supplies, etc.
Policy both parties should be aware of:
· No job may commence unless the Purchase Order is signed by both UNICEF and the Contractor.
· The consultancy firm is not entitled to payment of overtime. All remuneration must be within the purchase order.
· The consultancy firm will not have supervisory responsibilities or authority on UNICEF budget.
· All appropriate and formal approvals must be received by UNICEF before any materials are finally submitted.
· Payment for the job done will be made only after it is fully certified that the job is satisfactorily done.
· The Consultancy firm shall be fully responsible for the safety of their personnel, and supplies/equipment/assets or property owned by the firm or its personnel, and UNICEF shall not be liable for any loss resulting from any cause whatsoever.
General Conditions: Procedures and Logistics
· The consultancy firm is expected to be equipped with the appropriate tools of the trade.
· The consultancy firm must make arrangements for their own transportation to and from project sites.
· All completed products are the property of UNICEF and cannot be used or replicated without written consent.
ANNEX II - UNICEF SPECIAL TERMS AND CONDITIONS
1.UNETHICAL BEHAVIOUR
UNICEF strictly enforces a policy of zero tolerance concerning unethical, unprofessional or fraudulent acts of UNICEF bidders. Accordingly, any registered bidder that is found to have undertaken unethical, unprofessional or fraudulent activities will be suspended or forbidden from continuing business relations with UNICEF.
2. CORRUPT AND FRAUDULENT PRACTICES
UNICEF requires that all bidders associated with this Invitation to Bid/Request for Proposal observe the highest standard of ethics during procurement and execution of the work. In pursuance of this policy UNICEF
(a) Defines for t purpose of this provision the terms set forth as follows:
(i) corrupt practice means the offering, giving, receiving or soliciting of anything of value to influence the action of a public official in the procurement process or in the execution of a contract, and
(ii) fraudulent practice means a misrepresentation of facts in order to influence a procurement process or the execution of a contract to the detriment of the client, and includes collusive practice among bidders (prior to or after bid submission) designed to establish bid prices at artificial non-competitive levels and to deprive the client of the benefits of free and open competition;
(b) Will reject a proposal for award if it determines that the selected supplier/contractor have engaged in any corrupt or fraudulent practices in competing for the contract in question;
(c) Will declare a bidder ineligible, either indefinitely or for a stated period of time, to be awarded a UNICEF-financed contract if at any time it determines that it has engaged in any corrupt or fraudulent practices in competing for, or in executing a UNICEF-financed contract.
3. GUIDELINES ON GIFTS AND HOSPITALITY
Bidders shall not offer gifts or hospitality to UNICEF staff members. Recreational trips to sporting or cultural events, theme parks or offers of holidays, transportation, or invitations to extravagant lunches or dinners are also prohibited.
4. LATE DELIVERY
Without limiting any other rights or obligations of the parties hereunder, if the contractor will be unable to deliver the services by the delivery date stipulated in the Contract, the contractor shall (i) immediately consult with UNICEF to determine the most expeditious means for delivering the services and (ii) use an expedited means of delivery, at the contractor's cost, if reasonably so requested by UNICEF.
United Nations Children’s Fund Telephone + 211 91 2176145
South Sudan Country Office +211 91 2176149
Totto Chan Compound. Fax: +211 811 820 070
P.O. Box45 www.unicef.org
Juba,
Republic of South Sudan
5. RIGHTS OF UNICEF
In case of failure by the contractor to perform under the terms and conditions of this Contract, UNICEF may, after giving the contractor reasonable notice to perform and without prejudice to any other rights or remedies, exercise one or more of the following rights:
(a) procure all or part of the services from other sources, in which event UNICEF may hold the contractor responsible for any excess cost occasioned thereby. In exercising such rights UNICEF shall mitigate its damages in good faith;
(b) refuse to accept delivery of all or part of the services;
(c) terminate the Contract without any liability for termination charges or any other liability of any kind of UNICEF;
(d) for late delivery of services or for services which do not meet UNICEF’s terms of reference/statement of work and are therefore rejected by UNICEF, claim liquidated damages from the contractor and deducts 0.5% of the value of the services pursuant to a Contract per additional day of delay, up to a maximum of 10% of the value of the Contract. The payment or deduction of such liquidated damages shall not relieve the contractor from any of its other obligations or liabilities pursuant to this Contract.
How to apply:
SEALEDoffers must be placed in the bid box at the Supply & Procurement Office in the UNICEF Juba office up to 02:00 PM on 22/06/2015:
UNICEF South Sudan Country Office
Supply & Procurement Office B8
Bid Reference Number: LRFP-2015-9119360
Totto Chan Compound
P.O. Box 45, Juba
Republic of South Sudan
IMPORTANT – ESSENTIAL INFORMATION
The reference LRFP-2015-9119360 must be shown on the sealed envelope containing the offer. Bid form and schedules must be used when replying to this invitation.
Offers must be received at the above address by latest 02:00 PM on 22/06/2015, and will be opened at 02:30 pm on 22/06/2015 at the UNICEF Juba office. Bids received after the stipulated date and time will be invalidated. Bids send by email or fax will be invalidated, even if received before the stipulated deadline.
It is important that you read all of the provisions of the bid, to ensure that you understand UNICEF’s requirements and can submit an offer in compliance with them. Note that failure to provide compliant proposals may result in invalidation of your bid.
Bidding currency : US Dollars
Electrical submissions should be sent to sssdjuba@unicef.org.
RFP RESPONSE FORMAT
Full proposals should be submitted in ENGLISH and must be received not later 22/06/2015 at 02:00 pmin three (**03**) original copies, duly signed and dated.Bidders must submit a sealed proposal, with two separate sealed envelopes inside for a) the Technical Proposal and b) the Price Proposal.
Sealed proposals must be securely closed in suitable envelopes and dispatched to arrive at the UNICEF office indicated no later than the closing time and date. They must be clearly marked as follows:
· Outer envelope: Name of company
RFP number
UNICEF South Sudan, Juba Office
Address: Toto Chan Compound, Juba.
· Inner envelope – technical proposal: Name of company, RFP number - technical proposal
· Inner envelope - price proposal: Name of company, RFP number - price proposal
Proposals received in any other manner will be invalidated.
Sealed proposals received prior to the stated closing time and date will be kept unopened. The responsible officers will open technical proposals [publicly] when the specified time has arrived and no proposal received thereafter will be considered. UNICEF will accept no responsibility for the premature opening of a proposal not properly addressed or identified. Any delays encountered in the mail delivery will be at the risk of the bidder.
Offers delivered at a different address or in a different form than prescribed in this RFP, or which do not respect the required confidentiality, or received after the designated time and date, will be rejected.
All references to descriptive materials should be included in the appropriate response paragraph, though the material/documents themselves may be provided as annexes to the proposal/response.
The bidder must also provide sufficient information in the proposal to address each area of the Proposal Evaluation contained in 1.10 to allow the evaluation team to make a fair assessment of the candidates and their proposal.
1.6 BIDDER RESPONSE
1.6.1 Formal submission requirements
The formal submission requirements as outlined in this Request for Proposal must be followed, e.g. regarding form and timing of submission, marking of the envelopes, no price information in the technical proposal, etc.
1.6.2 Bid Form
The completed and signed bid form must be submitted together with the proposal.
1.6.3 Mandatory criteria
All mandatory (i.e. must/have to/shall/should) criteria mentioned throughout this Request for Proposal have to be addressed and met in your proposal.
1.6.4 Technical Proposal
The technical proposal should address all aspects and criteria outlined in this Request for Proposal, especially in its statement of work, terms of reference and paragraph 1.10 of this Request for Proposal. However, all these requirements represent a wish list from UNICEF. The bidders are free to suggest/ propose any other solution. UNICEF welcomes new ideas and innovative approaches.