Zambia Red Cross Society (ZRCS) with the financial support of the International Federation of Red Cross and Red Crescent Societies (IFRC), under the National Societies Investment Alliance (NSIA) Project requests for Proposals from reputable contractors for Rehabilitation of the Henry Dunant Lodge (Zambia Red Cross Lodge) in Livingstone of Southern Province.

1. 1 Original and 2 duplicate copies of BID OFFER shall be produced by the Bidder and put in separate envelopes marked as ORIGINAL and COPY. These should also include the financial proposal.

2. The selection criteria will be Technical and Financial

I.  TECHNICAL CRITERIA (Minimum requirement) will be carried out based on the following:

a. Previous works performance letters in similar type of work.

b. Clear of Work Schedule

c. List for Key Personnel and qualification

d. Plant and Equipment as well as proof of ownership

II. FINANCIAL CRITERIA will be carried out based on the following:

a. Price of the offer.

b. Validity Period of the Offer

c. Latest Three Months Bank Statements

3. The bid will be opened at ZRCS Office Headquarters in Lusaka as well as Henry Dunant Lodge in Livingstone, in the presence of bidders and/or their representatives who wish to attend on proposed opening date.

4. ZRCS reserves the right to accept or reject the bid partially or fully.

PART II: BIDDING PROCEDURES AND INSTRUCTIONS TO BIDDERS

Introduction

1. General: ZRCS, from here on referred to as the Client, is planning to undertake works detailed in the table below hereby requests to submit sealed bids for Rehabilitation of the Henry Dunant lodge (ZRCS Lodge). The bill of quantities for the rehabilitation works have been enclosed/ attached for your reference.

S/N     Main Activity Location        Remarks

1 Rehabilitation of the Henry Dunant lodge (ZRCS LODGE) in Livingstone of Southern Province.

2. The bidder should fill in the price/rates in the Bill of quantities and write the Subtotal and Summary total as provided for herein. The Bidder shall provide the costing of rehabilitation on the BOQ.

3. All Bidders must only complete the Bill of Quantities attached to this document.

4. In the event of errors, if a mistake happens during the total prices in the Bill of Quantities submitted by the Bidder during sub-total cost checked. The unit prices shall prevail and the sub sum costs and total price shall be recalculated accordingly.

5. ZRCS reserves the right to change the unit quantities in the Bill of Quantities after bid selection is completed, without a change in unit prices. Such a change may include the removal of an item from the Bill of Quantities reduce or addition of 20% of services. In the case of an increase in the quantity of the Works, ZRCS may, at its sole discretion, allow a proportionate extension of time.

Eligibility

6.  The Bidder shall be domiciled and licensed to do such jobs in Zambia as specified in the tender and shall furnish a copy of its valid license, are acceptable for the current fiscal Zambian year. The Bidder shall not be under a declaration of ineligibility for corrupt or fraudulent practices

Submission of Bids

7.  The Bidder shall prepare an original and two copies, clearly marking each “ORIGINAL” and “COPY” as appropriate. In an event of any discrepancy between them, the original shall prevail.

8. The original and copy or copies of the bid shall be typed or written in indelible ink and shall be signed by the Bidder or a person or persons duly authorized to bind the Bidder to the contract.

9. Any interlineations, erasures should be avoided during rate filling by the bidder, or overwriting shall be valid only if they are initiated by the person or persons signing the bid.

10. The Bidder is required to initial and sign each page of the tender documents. Any Appendices to the tender must also be signed by the Bidder. Failure to complete and sign any of these forms may invalidate the bid.

11. Bids shall remain valid for 30 calendar days after the date of bid opening prescribed by ZRCS. A bid valid for a shorter period may be rejected by ZRCS as non-responsive.

12. The Bid shall contain a letter to accompany the bid contents

Prospective bidders are required to submit the following:

• Company Profile (Including list of Directors)
• Registration with relevant institutions, Certificate from Pacra, NCC, EIZ
• Evidence of similar past or completed works in the last three years
• Valid ZRA Tax Clearance Certificate
• Technical Proposal
• Financial Proposal to include schedule of payments
• 3 Months Latest Bank Statements (April, March, February 2024)
• Qualifications for key Personnel

Clarification of the Bid

13. A prospective Bidder requiring any clarification of the Bidding documents may notify ZRCS in writing at ZRCS’ mailing address. ZRCS will respond in writing to any request for clarification of the bidding documents that it receives no later than 3 days prior to the deadline for the submission of bids prescribed by it. Written copies of ZRCS’ response (including an explanation of the query but without identifying the source of inquiry) will be sent to all prospective Bidders, which have received the bidding documents.

See email below for clarification in writing only:

Noblephiri@redcross.org.zm

Bid Prices

14.  The total Contract price submitted by the Bidder shall include all taxes.

Preparation of the Bid

15. It is essential that the prospective BIDDERS are familiar with the general area. Therefore, Site Visit at Bidders own cost is mandatory

The advance payment shall NOT in any way be related to commencement date. Advance payment shall be effected to the CONTRACTOR by ZRCS upon receipt of advance payment request according to the relevant conditions of the Contract.

Sealing and Marking of Bids

16. The Bidder shall seal the bids in clearly marked envelopes and deliver in person to Zambia Redcross Head office in Lusaka at Plot 2837, Los Angeles Boulevard and Henry Dunant Lodge at the following address: Zambia Red Cross Society Lodge at Plot No. 455 Mukambo Road, Livingstone.

Ensure the tender register is signed once your Bid has been submitted

17. Deadline for submission of Bids is 24th May 2024 at 14:00hrs.

Opening of Bids

18. Bids will be opened in the presence of Bidders or their representatives who may wish to attend at 14:30hrs on 24th May 2024.

19. No Bidder shall contact ZRCS on any matter relating to its bid, from the time of the bid opening to the time the Contract is awarded.

Award of Contract

20. ZRCS will award the Contract to the successful Bidder whose bid has been determined to be substantially responsive and has been determined as the most Competitive and advantageous evaluated bid for ZRCS considering both Technical and Financial Criteria.

21. Prior to the expiration of the period of bid validity, ZRCS will notify the successful bidder in writing by letter or email that his bid has been accepted. The notification of award will constitute the formation of the Contract.

22. ZRCS will also notify unsuccessful bidders immediately the successful bidder signs the contract.

23. ZRCS will issue the Contract to the cumulative technically and financially qualified Bidder. ZRCS reserves the right to accept or reject any Bid, to annul the solicitation process and reject all Bids at any time prior to award of Contract, without thereby incurring any liability to the affected Bidder(s) or any obligation to provide information on the grounds for the purchaser’s action.

Kindly access Listing of works required in the link here.

Instructions:

-Each bidder is to download a copy of the BOQ through the link above and cost the works accordingly.

-The costed BOQ is to be part of the bidding documents submitted.

(Note: Each bidder to provide their costing of the works required)

ONLY PHYSICALLY DELIVERED BIDS WILL BE CONSIDERED!