RE: INVITATION TO TENDER
For Topographical survey including design study of Rock Catchments in Eastern Equatoria, South Sudan
BACKGROUND
Caritas Switzerland and Caritas Luxembourg are non-governmental aid agencies and members of
Caritas Internationalis. Caritas works worldwide and adheres to international humanitarian principles (NGO code of conduct). Caritas Switzerland and Caritas Luxembourg act in the frame of a MOU as a consortium in the Horn of Africa. They operate a joint liaison office in Nairobi and country offices in Hargeisa (Somaliland) and Torit (South Sudan). Caritas is currently looking for a consultant/consultancy firm to undertake a topographical survey including detailed design study for Rock Catchments in Eastern Equatoria, South Sudan. Main objective is to improve the availability of water to the local communities living around or near these rocks by harnessing and storing the water runoff. The water will be primarily used for domestic consumption mainly fo
r drinking and cooking.
Caritas Switzerland/ Luxemburg is therefore requesting quotations of qualified consultants or
consultant firms to undertake a detailed design study which will include but does not limed to:
Survey the rock catchment and produce a topographic map for each rock catchment
Establish the effective catchment area for each rock catchment site
Establish the effective runoff generated from each site
Design a weir, which is able to hold the runoff before it is conveyed to the proposed tanks
Produce drawings for the designed weirs
Produce the drawings for other structures required, e.g. tanks , tap stands, cattle draft
Produce the drawings for required plumbing to connect weir to tanks and draw points
Produce detailed Bill of Quantities for each site
Preparation of a final report
The design study should be carried out as soon as possible tentatively late November or beginning of December 2012. It is planned to survey 5 to 8 rock catchments sites. The fieldwork should be complete within approx. 10 to 12 days depending on how many sites are surveyed.
Completed proposals shall be sent to CARITAS Nairobi office
CARITAS SWITZERLAND/LUXEMBOURG
NEW REHEMA HOUSE, 5TH FLOOR, RHAPTA ROAD
P.O.BOX 14954-0800
NAIROBI
in sealed envelopes clearly marked Tender for Rock catchment Design Study for Eastern Equatoria, South Sudan Or by email to jobs.nairobi@caritas.ch
Caritas Switzerland/ Luxemburg reserves the right to reject tender documents and does not bind itself to give reasons for rejection. Any tender documents that are delayed or incomplete will be disqualified.
General Terms of contract
1. Quality of the materials
See under 5. Deliverables
2. Packing
n/a
3. Prices
Prices quoted must be indicated in KES or USD.
Tenderers shall be bound by their tenders for a period of 2 months from the deadline of submission of tenders.
4. Logistics
Caritas Switzerland will pay for flights from JKA Nairobi, transport and accommodation during the field work. Issuance of Entry visas for South Sudan will be facilitated by Caritas. The consultant needs to have valid travel documents, yellow fever certificate fro this purpose The consultant will be accompanied by one CARITAS technical staff and one field officer knowing the locations. Any other items for personal use and not mentioned above needs to be provided by the consultant.
5. Deliverables
Detailed Design report including but not limiting to all designs, all survey data, a contour map of each site, an overview map showing the proposed locations of the rock catchment civil works, bills of quantities for each structure, drawings for tank, weir, draw point, cattle drafts, plumping works and any other structure proposed by the consultant. All of the aforesaid documents for each site individually needs to be included in the main report.
The main report is to be submitted in 3 hardcopies and one soft copy and 3 separate folders with designs, drawings and BQ for each site.
6. Closing date
Tender closing date is:
16:00 hours on Wednesday, 21st November 2012
Any documents submitted to Caritas Switzerland/Luxemburg after the closing date and time will not be accepted.
7. Tender process
Tenders will be opened the same day. Assessment criteria shall be as follows:
Assessment Criteria
Quality of Bid 40%
Price 30%
Track record 30%
8. Samples
n/a
9. Payment
Payment will be done within 14 days (by cheque or bank transfer), after presentation and acceptance of the following original documents
- Commercial invoice as per the service contract
- Design Study Report including all annexes as mentioned above under no. 5 Deliverables
Payment point shall be Caritas Switzerland/Luxemburg Regional Office, Nairobi. Should the consultant require a down payment to carry out the study this needs to be clearly mentioned in the proposal.
10. Transport
See above under no.4 Logistics
11. Contract Termination
Caritas Switzerland Luxemburg reserves the right to terminate the contract:
If the Contractor fails to perform as per the contract within the specified timeframe.
If the Contractor fails to provide the required expertise to carry out the assignment.
Caritas Switzerland/Luxemburg is only paying for services rendered and accepted.
12. Penalty
In the event of delays caused other than by force majeure and not communicated to Caritas in due time, the Caritas is entitled to make use of penalty of 2/1000 per day of the total value of the consultancy. The penalty will be deducted from the invoice.