THE ELECTORAL COMMISSION OF ZAMBIA
BIDDING DOCUMENT
ECZ /SRV/010/15/2 - MAINTENANCE SERVICES
TENDER FOR THE MAINTENANCE AND SERVICING OF GENERATOR SETS
FOR THE ELECTORAL COMMISSION OF ZAMBIA
Financed by: The Government of the Republic of Zambia (GRZ)
Electoral Commission of Zambia
Elections House
Haile Selassie Avenue
P.O Box 50274
Lusaka, Zambia
Tel: 260 – 1 – 253157/250081
Fax: 260 – 1 – 253157/257274
February 2015
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ELECTORAL COMMISSION OF ZAMBIA
P.O Box 50274,
Lusaka
INVITATION FOR BID
Closing Date: 27th March 2015
To: Eligible Bidder
ECZ /SRV/010/15/2 - MAINTENANCE SERVICES
TENDER FOR THE MAINTENANCE AND SERVICING OF GENERATOR SETS
FOR THE ELECTORAL COMMISSION OF ZAMBIA
1.
The Electoral Commission of Zambia wishes to engage service provider for the
maintenance and servicing of generator sets for the Electoral Commission of Zambia. You
are therefore invited to submit a SIGNED BID for the maintenance services for generator
sets located at head office and warehouse at Silverest area.
2.
Terms of Reference are as per attached:
3.
The Commission has allocated some funds to make eligible payments under the
contract for which this invitation for bid is issued.
4.
Your signed bid must be addressed to:
The Head Procurement and Supplies Unit
P.O Box 50274
Lusaka Zambia
Telephone: 260 1 253157 Fax: 253157
5.
The deadline for receipt of quotation is Friday, 27th March February 2015, AT
exactly 10:00 hours local time. Bids in sealed envelopes must be clearly marked
“GENERATOR SET SERVICES)” and must be deposited in the tender box, at
ECZ reception not later than Friday, 27th March 2015, AT exactly 10:00 hours
local time. Submissions will be opened immediately in the conference room in the
presence of bidders or representatives’ who would choose to attend.
6.
7.
Faxed and emailed Bids are NOT ACCEPTABLE.
Other Terms and Conditions of Supply are as follows:
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(i)
(ii)
(iii)
(iv)
(v)
(vi)
(vii)
(viii)
8.
PRICES: quoted in either Zambian Kwacha only, failure to comply to this
Condition will result in your bid considered non responsive. The price quoted
should include all duties and taxes, and the price schedule to be submitted must be
signed by duly authorized persons (Power of Attorney).
PAYMENT: To be based on post-delivery invoice, within 30 days
CONTRACT DURATION: The duration of the contract will be for a period of
two years from contract signing
BID VALIDITY: your bid should be valid for a period of 90 days from the date of
bid submission.
TECHNICAL COMPLIANCE – Please include your response to the Terms of
Reference that have been provided
Security of bid: submit your bid together with the duly signed bid securing
declaration form.
Conditions of Contract: The General Conditions of Contract as contained in the
ZPPA Standard Solicitation document applies
SERVICE PROVIDERS ARE EXPECTED TO SUBMIT ONE ORIGINAL
AND FIVE COPIES
Further information can be obtained from:
Head, Procurement and Supplies Unit
P.O Box 50274
Lusaka Zambia
Telephone: 260 1 253157 Fax: 253157
Email: [email protected]
9.
Please confirm by fax, telephone , email, or by signing in our record books, the
receipt of this invitation and whether or not you will submit the bid.
Sincerely
Bwalya Ntambo
NO
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Preliminary Bidding Requirements (Qualifications)
DESCRIPTION
Signed Bid Form
Signed Price Schedule
Duly signed Bid Securing Declaration Form
Bid Securing Declaration Validity (3years)
Bid Validity of 90 days
Contract Period of two years
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ATTACHMENT
ECZ /SRV/010/15/2 - MAINTENANCE SERVICES: TERMS OF REFERENCE
TENDER FOR THE MAINTENANCE AND SERVICING OF GENERATOR SETS
FOR THE ELECTORAL COMMISSION OF ZAMBIA
i) Introduction
The Electoral Commission of Zambia intends to contract the services of experienced and
reputable service providers to maintain and service its Generator Sets.
ii) Background
The Electoral Commission of Zambia (ECZ) in its efforts to operate efficiently and
effectively has made provision for the said services in its 2015 to 2016 MTEF budget.
Following granting of a waiver by the Zambia Public Procurement Authority (ZPPA) for the
Commission to enter into contracts with service providers for the respective service contracts
for a period of two years. Now, the ECZ seeks the services of a qualified company to enter
into contract for a period of two years.
iii) Objectives / Scope of Work
The service provider is expected to provide efficient and effective maintenance and servicing
of the Generator Sets of the Commission. The provision of the service should be available as
and when required. The number of equipment to be covered may change from time to time
and the service provider will be advised accordingly.
iv) Expected Outputs
The service provider will be expected to:
a) service the Generator Sets at the Commission on a quarterly basis; and
b) respond and attend to any complaints pertaining to servicing the Generator Sets at the
Commission within a specified period after notification from the Commission.
v) Duration of contract
The services are expected to be for a period of 24 months.
vi) Documents/facilities to be provided by the Commission
The Commission will allow the service provider access to the Commission’s premises
reasonably necessary for the purposes of carrying out the services at the Commission.
vii) Responsible to
The service provider will be responsible to the Director of Elections.
viii)
Qualifications and Experience
The successful firm/service provider will be required to have the following qualifications:
a) The relevant technical know-how in the servicing and maintenance of Generator Sets
or its equivalent;
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b) Experienced and qualified Personnel and
c) The organization or service provider should include a summary of relevant work
experience.
ix) Payment
The service provider will be paid quarterly and within 30 days after submission of the
invoice;
x) Applicable Law
Any litigation shall be enforceable under the laws of Zambia.
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Service Provider's Bid
[date]
To: [name and address of Employer]
Having examined the bidding documents including addenda No …….., we offer to execute
the [name and identification number of Contract] in accordance with the Conditions of
Contract, specifications, drawings and activity schedule accompanying this Bid for the
Contract Price of [amount in numbers], [amount in words] [names of currencies].
The Contract shall be paid in the following currencies:
Currency
Amount payable in
Inputs for which foreign currency is
currency
required
(a)
(b)
We accept the appointment of [name proposed in the Bidding Data Sheet] as the Adjudicator.
[or]
We do not accept the appointment of [name proposed in the Bidding Data Sheet] as the
Adjudicator, and propose instead that [name] be appointed as Adjudicator, whose daily fees
and biographical data are attached.
This Bid and your written acceptance of it shall constitute a binding Contract between us.
We understand that you are not bound to accept the lowest or any Bid you receive.
We hereby confirm that this Bid complies with the Bid validity and Bid Security required by
the bidding documents and specified in the Bidding Data Sheet.
Commissions or gratuities, if any, paid or to be paid by us to agents relating to this Bid,
and to contract execution if we are awarded the contract, are listed below:
Name and address
of agent
Amount and
Currency
(if none, state “none”)
Authorized Signature:
Name and Title of Signatory:
Name of Bidder:
Address:
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Purpose of
Commission or
gratuity
Bid-Securing Declaration
[The Bidder shall fill in this Form in accordance with the instructions
indicated .]
Date: [insert date (as day, month and year) of Bid Submission]
No.: [insert number of bidding process]
To: [insert complete name of Procuring Entity]
We, the undersigned, declare that:
1.
We understand that, according to your conditions, bids must be supported by a BidSecuring Declaration.
2.
We accept that we will automatically be suspended from being eligible for bidding in
any contract with the Procuring Entity for the period of time of [insert number of months or
years] starting on [insert date], if we are in breach of our obligation(s) under the bid
conditions, because we:
(a)
have withdrawn our Bid during the period of bid validity specified by us in the
Bidding Data Sheet; or
(b)
having been notified of the acceptance of our Bid by the Procuring Entity during the
period of bid validity, (i) fail or refuse to execute the Contract, if required, or (ii) fail
or refuse to furnish the Performance Security, in accordance with the ITB.
3.
We understand this Bid Securing Declaration shall expire if we are not the successful
Bidder, upon the earlier of (i) our receipt of a copy of your notification of the name of the
successful Bidder; or (ii) twenty-eight days after the expiration of our Bid.
4.
We understand that if we are a Joint Venture, the Bid Securing Declaration must be in
the name of the Joint Venture that submits the bid. If the Joint Venture has not been legally
constituted at the time of bidding, the Bid Securing Declaration shall be in the names of all
future partners as named in the letter of intent.
Signed: [insert signature of person whose name and capacity are shown] In
the capacity of [insert legal capacity of person signing the Bid Securing
Declaration]
Name: [insert complete name of person signing the Bid Securing Declaration]
Duly authorized to sign the bid for and on behalf of: [insert complete name
of Bidder]
Dated on ____________ day of __________________, _______ [insert date of signing]
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