Section I - Instructions to Bidders (This Section of the Bidding Document supplemented with ‘E-Procurement Annexure to Instructions to Bidders’ provides the information necessary for bidders to prepare responsive bids, in accordance with the requirements of the Purchaser. It also gives information on bid submission, opening and evaluation, and on the award of Contract. ‘E-Procurement Annexure to Instructions to Bidders’ to the Instructions to Bidders provides revised ITB clauses/ sub-clauses suitable for two e-procurement process. specified in ‘E-Procurement Annexure to Instructions to Bidders’ replace the corresponding clauses listed in the Table below. The clauses so replaced have been crossed with strikethrough in the Table below for easy identification.) A. 1. Scope of Bid The Purchaser, as indicated in the BDS, or its duly authorized Purchasing Agent if so specified in the BDS (interchangeably referred to as “the Purchaser” issues this bidding document for the supply and installation of the Information System as specified in Section VII, Purchaser’s Requirements. The name, identification and number of lots (contracts) of this RFB are specified in the BDS. 1.2 Unless otherwise stated, throughout this bidding document definitions and interpretations shall be as prescribed in the Section VIII, General Conditions of Contract. Throughout this bidding document: the term “in writing” means communicated in written form (e.g. by mail, e-mail, fax, including if specified in the BDS, distributed or received through the system used by the Purchaser) with proof of receipt; if the context so requires, “singular” means “plural” and vice versa; and “Day” means calendar day, unless otherwise specified as “Business Day”. A Business Day is any day that is an official working day of the Borrower. It excludes the Borrower’s official public holidays.
2. Qualification Pursuant to ITB 33, the Purchaser shall assess each Bid against the following Qualification Criteria. Factor 2.1 Sub-Factor Criteria Documentation Required Requirement Bidder Single Entity Joint Venture (existing or intended) All members combined Each member At least one member 2.1.1 Nationality Nationality in accordance with ITB 4.4. Must meet requirement Must meet requirement Must meet requirement N / A Form ELI –2.1.1 and 2.1.2, with attachments 2.1.2 Conflict of Interest No- conflicts of interests as described in ITB 4.2. Must meet requirement Must meet requirement Must meet requirement N / A Letter of Bid 2.1.3 Bank Ineligibility Not having been declared ineligible by the Bank as described in ITB 4.5. Must meet requirement Must meet requirement Must meet requirement N / A Letter of Bid 2.1.4 State owned Entity of the Borrower country Compliance with conditions of ITB 4.6 Must meet requirement Must meet requirement Must meet requirement N / A Form ELI –2.1.1 and 2.1.2, with attachments
2.1.5 United Nations resolution or Borrower’s country law Not having been excluded as a result of prohibition in the Borrower’s country laws or official regulations against commercial relations with the Bidder’s country, or by an act of compliance with UN Security Council resolution, both in accordance with ITB 4.8 Must meet requirement Must meet requirement Must meet requirement N / A Letter of Bid
History of contracts Non-performance of a contract did not occur as a result of Bidder’s default since 1st January [insert year]. Must meet requirement by itself or as member to past or existing JV N / A Must meet requirement N / A Form CON - 2 Suspension Not under suspension based on execution of a Bid Securing Declaration or Proposal Securing Declaration pursuant to ITB 4.7 and ITB 20.10 Must meet requirement N / A Must meet requirement N / A Letter of Bid Pending Litigation Bidder’s financial position and prospective long term profitability still sound according to criteria established in 2.3.1 below and assuming that all pending litigation will be resolved against the Bidder. Must meet requirement by itself or as member to past or existing JV N / A Must meet requirement N / A Form CON – 2 performing
Factor 2.3 Sub-Factor Criteria Documentation Required Requirement Bidder Single Entity Joint Venture (existing or intended) All members combined Each member At least one member 2.3.1 Historical Financial Performance Submission of audited balance sheets or if not required by the law of the Bidder’s country, other financial statements acceptable to the Purchaser, for the last ____ [ ] years to demonstrate the current soundness of the Bidders financial position and its prospective long term profitability. Must meet requirement N / A Must meet requirement N / A Form FIN – 2.3.1 with attachments 2.3.2 Average Annual Turnover Minimum average annual turnover of __________________, calculated as total certified payments received for contracts in progress or completed, within the last______( ) years Must meet requirement Must meet requirement N/A N/A Form FIN –2.3.2
IV - Table of Forms Letter of Bid – Technical Part INSTRUCTIONS TO BIDDERS: DELETE THIS BOX ONCE YOU HAVE COMPLETED THE DOCUMENT The Bidder must prepare this Letter of Bid on stationery with its letterhead clearly showing the Bidder’s complete name and business address. Note: All italicized text is to help Bidders in preparing this form. Date of this Bid submission: [insert date (as day, month and year) of Bid submission] RFB No.: [insert number of RFB process] Alternative No.: [insert identification No if this is a Bid for an alternative] To: [insert complete name of Purchaser] We, the undersigned, hereby submit our Bid, in two parts, namely: the Technical Part, and
______ ______ Contract name: Brief Description of the Information System performed by the Bidder: Name of Purchaser: Address: _________ ______ ______ Contract name: Brief Description of the Information System performed by the Bidder: Name of Purchaser: Address: _________ ______ ______ Contract name: Brief Description of the Information System performed by the Bidder: Name of Purchaser: Address: _________ ______ ______ Contract name: Brief Description of the Information System performed by the Bidder: Name of Purchaser: Address: _________ ______ ______ Contract name: Brief Description of the Information System performed by the Bidder: Name of Purchaser: Address: _________ *List calendar year for years with contracts with at least nine (9) months activity per year starting with the earliest year Form EXP – 2.4.2 Specific Experience Bidder’s Legal Name: ___________________________ Date: _____________________
Unit Prices / Rates Total Prices Supplied Locally Supplied from outside the Purchaser’s Country Supplied Locally Supplied from outside the Purchaser’s Country No. Component Description Country of Origin Code [ insert: local currency] [ insert: local currency] [ insert: foreign currency A ] [ insert foreign currency B ] [ insert: foreign currency C ] [ insert: local currency] [ insert: local currency] [ insert: foreign currency A ] [ insert: foreign currency B ] [ insert: foreign currency C ] X.1 ____ - - - - - - - - - - - - - - Subtotals (to [ insert: line item ] of Supply and Installation Cost Summary Table) Note: - - indicates not applicable. Name of Bidder: Authorized Signature of Bidder: 3.5 Recurrent Cost Sub-Table [insert: identifying number] -- Warranty Period Lot number: [if a multi-lot procurement, insert: lot number, otherwise state “single lot procurement”] Line item number: [specify: relevant line item number from the Recurrent Cost Summary Table – (e.g., y.1)] Currency: [specify: the currency of the Recurrent Costs in which the costs expressed in this Sub-Table are expressed] [As necessary for operation of the System, specify: the detailed components and quantities in the Sub-Table below for the line item specified above, modifying the sample components and sample table entries as needed. Repeat the Sub-Table as needed to cover each and every line item in the Recurrent Cost Summary Table that requires elaboration. ]
5.3.1.2 Database Expert: [for example, specify: education/certifications, years’ experience in, demonstrated successful experience in, etc.] 5.3.1.3 Programming Expert: [for example, specify: education/certifications, years’ experience in, demonstrated successful experience in, etc.]. 5.3.1.4 … Note: The Technical Assistance Team specification may be used to develop bid prices for technical support Recurrent Costs. These may be included in the main Contract or be subject to separate contracts. In either regard, to obtain meaningful and comparable bid prices, the Purchaser will need to specify the roles of the technical support team members in this section and indicate the quantities of the corresponding inputs in the Systems Inventory Tables for Recurrent Cost items.
Name: [insert name of successful Bidder] Address: [insert address of the successful Bidder] Contract price: [insert contract price of the successful Bidder] Total combined score: [insert the total combined score of the successful Bidder] Other Bidders [INSTRUCTIONS: insert names of all Bidders that submitted a Bid. If the Bid’s price was evaluated include the evaluated price as well as the Bid price as read out.] Name of Bidder Technical Score (If applicable) Bid price Evaluated Bid Cost Combined Score (if applicable) [insert name] [insert Technical score] [insert Bid price] [insert evaluated cost] [insert combined score] [insert name] [insert Technical score] [insert Bid price] [insert evaluated cost] [insert combined score] [insert name] [insert Technical score] [insert Bid price] [insert evaluated cost] [insert combined score] [insert name] [insert Technical score] [insert Bid price] [insert evaluated cost] [insert combined score] [insert name] [insert Technical score] [insert Bid price] [insert evaluated cost] [insert combined score] Reason/s why your Bid was unsuccessful [Delete if the combined score already reveals the reason] [INSTRUCTIONS; State the reason/s why this Bidder’s Bid was unsuccessful. Do NOT include: (a) a point by point comparison with another Bidder’s Bid or (b) information that is marked confidential by the Bidder in its Bid.] How to request a debriefing DEADLINE: The deadline to request a debriefing expires at midnight on [insert date] (local time).
Appendix 4. Categories of Software The following table assigns each item of Software supplied and installed under the Contract to one of the three categories: (i) System Software, (ii) General-Purpose Software, or (iii) Application Software; and to one of the two categories: (i) Standard Software or (ii) Custom Software. (select one per item) (select one per item) Software Item System Software Software Application Software Standard Software Custom Software Appendix 5. Custom Materials
(Supplier’s Letterhead) Date: [ insert: date ] Loan/Credit Number: [ insert: loan or credit number from RFB ] RFB: [ insert: title and number of RFB ] Contract: [ insert: name of System or Subsystem and number of Contract ] To: [ insert: name of Purchaser and address ] Attention: [ insert: name and title ] Dear Sir or Madam: With reference to your Request for Change Proposal, we are pleased to notify you of the approximate cost of preparing the below-referenced Change in accordance with GCC Clause 39.2.1 of the Contract. We acknowledge that your agreement to the cost of preparing the Change Proposal, in accordance with GCC Clause 39.2.2, is required before we proceed to prepare the actual Change Proposal including a detailed estimate of the cost of implementing the Change itself. 1. Title of Change: [ insert: title ] 2. Request for Change No./Rev.: [ insert: number ] 3. Brief Description of Change (including proposed implementation approach): [ insert: description ] 4. Schedule Impact of Change (initial estimate): [ insert: description ] 5. Initial Cost Estimate for Implementing the Change: [insert: initial cost estimate] 6. Cost for Preparation of Change Proposal: [ insert: cost in the currencies of the Contract ], as detailed below in the breakdown of prices, rates, and quantities. For and on behalf of the Supplier
(Signature of Project Authority) (Designation: ........................... Date ........................................... ENCL: as above ------------------------------------------------------------------------------------------------------------- * Mention LR/RR No. SCHEDULE OF MATERIAL/INFORMATION SYSTEM COVERED UNDER DESPATCH TITLE (RR NO./LR NO..................) Sl. No. Contract Name NOA No./ Contract Agreement No. Description of Materials/ Equipments Spec. No. Qty. Value Remarks