Instructions
TENDER DOSSIER
For
Drilling Works Production of Boreholes
No: ITT/22/002/DHK-BD
Issued by:
Oxfam in Bangladesh
House No: 367 (1st, 2nd & 5th Floor), Road No: 28,
DOHS Mohakhali, Dhaka-1206, Bangladesh
INSTRUCTIONS TO TENDERERS
The purpose of this Tender is to obtain competitive offers for “Drilling of Production Boreholes” in Teknaf Cox’s Bazar.
A detailed description of the assignment and services required by Oxfam is contained in the technical specifications (see APPENDIX A – Technical specifications-BoQ & Design Attached).
In submitting a tender, the tenderer accepts in full and without restriction the special and general conditions governing
this contract as the sole basis of this tendering procedure, whatever their own conditions of sale may be.
Tenderers/Bidders are expected to examine carefully and comply with all instructions, forms, provisions, and specifications contained in this tender dossier.
Failure to submit a tender containing all the required information and documentation within the deadline specified will lead to the rejection of the tender.
The participation procedure will be carried out in two successive stages; both are to be submitted together 1. Suppliers application analysis
2. Tender proposal analysis from qualifying applicants.
Responses should be sent in an outer sealed single envelope/folder which will contain two further envelopes/folders corresponding to the two different sections of the tender:
▪ Inside Envelope 1: “Supplier Applications” – All technical documents and references ▪ Inside Envelope
2: “Supplier Tender Bid” – Only financial offer, Appendix E
Outer envelope to be marked as follows:
Language: All documents shall be submitted in English
The supplier application and tender proposal shall be submitted together at the Oxfam tender box following the below
address for reception by October 12, 2022, on or before 5.00 p.m.:
To
HSP-Supply & Logistics
Address:
Oxfam in Bangladesh
House No: 367 (1st, 2nd & 5th Floor), Road No: 28,
DOHS Mohakhali, Dhaka-1206, Bangladesh
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.
3.1 Supplier Application
The application must be submitted in an envelope entitled:
Which contains;
▪ APPENDIX B - Tenderer’s Declaration
▪ APPENDIX C - Oxfam Supplier ́s Code of Conduct
▪ APPENDIX D- International Supplier Questionnaire
All of these must be initiated and signed by an authorized person, with powers to represent the company.
Selection criteria for administrative compliance:
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
▪ Proof of Company Registration/ business license (trade license, VAT registration, TIN registration). ▪ A letter from the tenderer’s bank to guarantee the tenderer’s solvency.
▪ A copy of the audited financial statements for the last two years (balance sheet and income statement). ▪ An organizational (human resources) chart.
▪ Detailed activity schedule (timeline) for the proposed works.
▪ A list of technical equipment owned by the supplier (e.g. machines, compressors, vehicles, etc).
▪ Name(s) and CVs or a brief summary of the professional background of key personnel to be involved in the implementation of the Contract.
▪ Three satisfactory references of customers for whom the same type of services was provided; Oxfam reserves the right to contact these references, without notifying the Tenderer.
▪ List of customers in the last 18 months. Ideally NGOs and of a similar size to Oxfam. ▪ Completion certificate of similar service/ supply work done with other organizations within the last two years. 3.2 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:
Which contains:
▪ Tender Technical offer (attached with the documents and information mentioned above in 3.1) ▪ Price proposal (sealed envelope)
The price proposal must be initialed and signed by an authorized person.
3.2.1 Currency
All prices shall be expressed in BDT including necessary government VAT and Tax. This is to allow for a fair comparison of
prices, following the award of the contract.
3.2.2 Tender validity
Tenders shall remain valid for a period of four months after the deadline for receipt of tenders. 3.2.3 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.
3.2.4 Compliance
Your basic offer shall be strictly in accordance with the technical specifications specified in the APPENDIX A -Technical specifications.
The award of the contract is based on the criteria listed at paragraph 4.12 Tender Process
3.2.5 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 principles and values of Oxfam.
The tender should include:
▪ A technical bid consisting of a detailed description of the services offered
▪ Summary of working model: team involved in the service and their technical skill and capacity. ▪ Time needed to complete a certain number of drilling work.
▪ A list of technical equipment owned by the supplier (machines, compressors, vehicles, etc..…)
▪ Stock holdings (materials needed to be supplied)
3.2.6 Price proposal
▪ Clear breakdown of costs related to services requested, and
▪ A detailed price list for all the services linked to the technical requirement (e.g. equipment service, staff training) if any.
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.
4.1 Questions / Request for clarification
Any requests for clarification may be submitted by email to tender_query@oxfam.org.uk by October 08, 2022, by 5.00 p.m.
4.2 Clarification/Pre-Bid meeting/site visit
For detailed clarification refer to this drilling works a pre-bid meeting shall be held on October 10, 2022, at Oxfam Dhaka office Physically. The scheduled time is from 11:00 am -12:00 pm. If further clarification is required, Oxfam will provide it through the mail.
4.3 Alteration or withdrawal of tenders
Tenderers may alter or withdraw their tenders by written notification prior to the deadline for submission of tenders referred to
in Article 2. No tender may be altered after this deadline. Withdrawals must be unconditional and will end all participation in
the tender procedure.
4.4 Costs of preparing tenders
All costs incurred by the tenderer in preparing and submitting the tender are not reimbursable. All such costs will be borne by
the tenderer.
4.5 Late Proposal
Tenders must be received by October 12, 2022, at 5.00 pm (Bangladesh time). Tenders received after the closing date will not
be considered unless, in Oxfam sole opinion, there are exceptional circumstances that have caused the delay.
4.6 Eligibility
Participation in tendering is restricted on equal terms to any natural and legal persons or company.
4.7 Compliance
Oxfam reserves the right to reject all bids not submitted in the format specified and any bids where any of the required forms
are not completed.
4.8 Right to reject all tenders
Oxfam is under no obligation to accept any tender.
4.9 Power to accept part of a tender
Oxfam reserves the right, unless the tenderer expressly stipulates to the contrary in the tender, to award batches separately or in
any combination.
4.10 Specification
If the tenderer wishes to propose modifications to the specification (which may provide a better way to achieve Oxfam´s
objectives) these must be considered as an alternative offer. The Tenderer must make alternative offers in a separate letter to
accompany the tender. OXFAM is under no obligation to accept alternative offers.
4.11 Confidentiality
Tenderers must treat the invitation to tender and all associated documentation supplied by OXFAM as confidential.
4.12 Tender Process
Oxfam reserves the right to negotiate, accept, or reject any or all proposals and quotations at its sole discretion and to pursue or
act further on any responses it considers advantageous.
The contract will be awarded to the administratively and technically compliant tender that is the most economically advantageous, taking into account the
quality of the services offered and the price of the tender.
Tenders will be evaluated on the criteria listed below:
It is mentionable here that, Oxfam can select more than one supplier/ GAZI BORING for Drilling work considering the delivery lead time, and
quality with actual requirement/situation of field, risk reduction and
ensure value for money. It will be recommended by Oxfam’s procurement committee.
In the interests of transparency and equal treatment and without being able to modify their tenders, tenderers may be required, at the sole written request of the evaluation committee, to provide clarifications within 48 hours. These requests can only be for clarification purposes, not for the correction of major details.
Any attempt by a tenderer to influence the evaluation committee in the process of examination, clarification, evaluation, and comparison of tenders, to obtain information on how the procedure is progressing, or to influence Oxfam in its decision concerning the award of the contract will result in the immediate rejection of his tender.
4.13 Notification award and contract signature
The successful tenderer will be informed in writing that their tender has been chosen (notification of award). Oxfam will agree with the selected tenderer on the final contract version and will send the signed documents in two original copies to the successful tenderer.
The unsuccessful tenderer will be informed by e-mail/letter within the 15 days following the award.
Within 7 working days following the reception, the successful tenderer will sign, date and send back the contract. The selected tenderer will have to communicate the number and exact references of the bank account where the payments will be executed.
If the successful tenderer fails to sign and send back the contract within 7 working days, Oxfam can consider (after notification) the award as null and void.
4.14 Ownership of tenders
Oxfam retains ownership of all tenders received under this tender process. Consequently, tenderers have no
right to have their tenders returned to them.
Oxfam guarantees that tender offers shall remain confidential.
4.15 Type of contract
The contract that will be concluded between the successful tenderer and Oxfam is done according to Oxfam’s
standard contract. A contract draft is included in Appendix F –Contract Template.
By submitting an offer to this Invitation to Tender, the tenderer accepts Oxfam´s contract terms. If any remark or reserve were to be raised by the tenderer, they should be clearly written down in a free format document included in the tender. Such documents should include the tenderer’s proposal to replace the discussed sections of the contract.
If the tenderer submits an offer with no clear feedback on Appendix F – Contract Template, then Oxfam will consider the submitted contract draft has been accepted in full by the tenderer.
4.16 Cancellation of the tender procedure
In the event of a tender procedure's cancellation, tenderers will be notified by Oxfam.
Cancellation may occur where:
1. The tender procedure has been unsuccessful, namely where no qualitatively or financially worthwhile
tender has been received, or where there has been no response at all.
2. The economic or technical parameters of the project have been fundamentally altered.
3. Exceptional circumstances or force majeure render normal performance of the project impossible.
4. All technically compliant tenders exceed the financial resources available to Oxfam
5. There have been irregularities in the procedure, in particular where these have prevented fair competition.
APPENDIXES
Appendix A: Technical Specifications
Appendix B: Tenderer´s declaration
Appendix C: Supplier Code of Conduct
Appendix D: Supplier Questionnaire
Appendix E: Price Proposal
Appendix F: Oxfam Contract Template
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