PART 1.  TENDER NOTICE AND INVITATION

Suitably experienced and qualified contractors in the NCC Category B & Classification Grade 1 are invited to respond to this bid invitation to build One (1) fully furnished Community Centre with a separate female and male toilet In Lukulo area of Mongu  District.

A contractor will be selected under the procedures described in this Request for Bids (RFB) document. The RFB consists of the following documents:

1. Part 1 – Tender Notice and Invitation to Tender
2. Part 2 – Terms of Reference
3. Part 3 – Qualification and Evaluation Criteria

Note: failure to provide any one of the documents required in Part 3 will lead to an immediate disqualification of the service provider from the tender process.

Bidders are invited to a non-mandatory but important pre-bidding Virtual call on 8th August 2025 at 11:00 hours. Bidders are encouraged to attend the online meeting at which any questions or clarifications will be provided, as no further forum will be provided. The Bidders can join the virtual meeting using the following link  via MICROSOFT TEAMS

Microsoft Teams:
Meeting ID: 396 515 277 372 0
Passcode: vh6or3xX

PART 2.  TERMS OF REFERENCE

About The World Wide Fund for Nature (WWF) Zambia Country Office (ZCO)

The World Wide Fund for Nature (WWF) is an international non-governmental organization dedicated to conserving threatened wildlife and their habitats worldwide. Our mission is to halt the degradation of the planet’s natural environment and to foster a future in which humans coexist harmoniously with nature. In August 2023, WWF Zambia, in collaboration with People in Need (PIN), secured funding from the Jersey Overseas Aid (JOA) and the Czech Development Agency (CZDA) to implement a project aimed at contributing to the conservation of the local ecosystem, restoring biodiversity, and alleviating poverty in the Barotse Floodplain of Western Zambia.  WWF Zambia, through this project, seeks to engage a suitably experienced and qualified construction firm to build a fully furnished Community Centre with a separate female and male toilet in Lukulo area of Mongu  District.

1. Background To RFB

This Request for Bids (hereinafter referred to as “RFB”) has been issued to solicit bids from contractors in the construction industry who are interested in building a Community Centre with a separate female and male toilet in Lukulo area of  Mongu  District on a fixed lump sum contract for a period of six (6) months on the project cited above.

2. Scope Of Work

The contractor shall undertake the following tasks:

1. Provide cost estimates based on a Bill of Quantities (BoQ) to be supplied.
2. Provide construction project management, labor services, and procure and supply all materials in accordance with the Bill of Quantities (BOQ) and budget. Additionally, the quality of materials will be agreed upon prior to purchase. Specifically, the contractor will: (a) Oversee site development and all construction activities, reporting to the WWF Zambia Mongu field office. (b) Advise WWF Zambia and the Mongu field office on best practices regarding construction and project development. (c) Providing equipment and tools as reasonably required. (d) Provide work materials, as reasonably required and within the project’s budget, in a timely manner to ensure that work proceeds according to the schedule. (e) Provide guidance on instances where building plans or designs do not clearly specify the standards or specifications. (f) Provide any additional services, such as the transportation of materials from the source to the site. (g) Employ and supervise site workers. (h) Pay salaries and fulfil statutory obligations for workers within the agreed project budget.
3. Execute construction work in a proper and skilful manner according to an agreed-upon payment schedule.
4. Construct a community centre that includes separate male and female restrooms, in accordance with the site plans, design plans, bill of quantities (BOQ), and engineering drawings.
5. Please clean the site before handing over the community centre to WWF Zambia and the community.

3. Expected Deliverables  

1. Costed Bill of Quantities based on a template and building designs to be provided.
2. One (1) fully furnished and completely constructed community center that includes separate male and female restrooms In Lukulo area of  Mongu  District within 6 months

4. Reporting Obligation

The selected contractor will report to the Project Coordinator at the WWF Mongu Office, with scheduled reports to the Mongu Council Resident Engineer.

5. Time Frame

It is expected that this lump-sum contract will be for a period of six (6) months.

PART 3. QUALIFICATION AND EVALUATION CRITERIA

1. Price list: Bids must be submitted along with price lists that align with the scope of work outlined above and the designs provided.
2. Currency: All prices must be quoted in Zambian Kwacha. WWF ZCO reserves the right to reject any bids submitted in a currency other than the required bidding currency specified above.
3. Language of the Proposal:  The bid prepared by the contractor, along with all correspondence and documents related to the quote exchanged between the contractor and WWF ZCO, shall be in English.
4. Solicitation Documents: The BOQ and drawings for this assignment will be made available to interested bidders upon request via email to zcoprocurement@wwfzam.org . Contractors seeking clarification on the Request for Bid must attend the pre-tender virtual meeting.  All responses provided during the meeting will be recorded and shared with all bidders in attendance. Bidders who are unable to attend the meeting may request for the recording  via the following email ID: zcoprocurement@wwfzam.org
5. Payment terms: Payment will be made within 30 days after receipt of consolidated invoices. The payment will be processed via bank transfer to the account of the bidding company.
6. Cost of Providing Proposal: Contractors shall bear all costs associated with the preparation and submission of the proposal. WWF ZCO will not be responsible or liable for these costs, regardless of the conduct or outcome of the solicitation.
7. Due date: All proposals must be received by the 22nd of August  2025 at 11.59PM
8. Submission of bids through email only:  All bids in PDF format, consolidated into a single file, must be submitted electronically to the following email address: zcoprocurement@wwfzam.org .   (a) Attn: WWF ZCO, Procurement Committee (b) Email Subject line: Community Centre in Mongu. (c) Attach: An expression of interest, technical and financial proposal with a Costed Bill of Quantities using the template provided under Part 3 in paragraph 4. (d) Note: Bids that are submitted physically or via courier shall be regarded as nonresponsive.
9. Amendments of Request for Bid Document: WWF ZCO may amend the Request for Bid document for any reason, whether at its own initiative or in response to a clarification requested by a prospective contractor. To provide prospective contractors with reasonable time to consider the amendments while preparing their offers, WWF ZCO may, at its discretion, extend the deadline for the submission of bids. Any amendments will be published in the same manner as the current tender,
10. Validity Period: Bids shall remain valid for a period of sixty (60) days, commencing on the submission deadline date indicated in this document. Bids that are valid for a shorter period will be immediately rejected by WWF ZCO and deemed non-responsive. In exceptional circumstances, prior to the expiration of the proposal validity period, WWF ZCO may request bidders to extend the validity of their bids. Both the request and the responses must be made in writing and will be considered integral to the proposal.
11. Responsiveness of Bids: WWF ZCO’s determination of a bid’s responsiveness will be based on the contents of the proposal itself and its compliance with the criteria outlined (for bidders not on WWF ZCO’s approved vendors list). A substantially responsive bid is one that adheres to all the terms, conditions, and specifications of the RFP without any material deviation, reservation, or omission. If a proposal is deemed not substantially responsive, it will be rejected by WWF ZCO and cannot subsequently be made responsive by the bidder through the correction of any material deviation, reservation, or omission.
12. Evaluation Method and Criteria : Proposals will be evaluated to identify the best value and the most technically acceptable offer. The evaluation method is outlined as follows:Preliminary Assessment of the Bids:During this evaluation, the following factors will be considered:

    (a) PACRA Certificate of Registration

    (b) Company Profile: History, Organizational Structure, and Services

    (c) Valid ZRA Tax Clearance Certificate

    (d) Valid NCC Certificate

    (e) Valid EIZ Certificate

    (f) Valid ZPPA

    (g) Valid NAPSA Registration

    Technical Expertise and Experience of the Bidder:

    (a) Please provide three written client references from bidders on their official letterhead.

    (b) Provide proof of technical capability to carry out the required work.

    (c) Have at least 5 years’ experience.

    (d) Proof of Continuous Business in Providing Similar Services for the Past Two Years

    (e) Proposed Methodology and Approach to Providing Required Services

    (f) Proof of liquidity such as Bank statements or company financial statements

    Please note that failure to provide any mandatory documents listed above will result in the disqualification of the bidder. Additionally, all key sections of the bid must be signed, stamped, and dated by an authorized company representative.

13. Financial evaluation: Offers that meet all preliminary requirements and are deemed technically compliant will be evaluated based on the lowest offer and the quality of materials proposed. Any arithmetical errors will be corrected as follows: If there is a discrepancy between the unit price and the total price calculated by multiplying the unit price by quantity, the unit price will take precedence, and the total price will be adjusted accordingly. If the bidder does not accept the correction of errors, their bid will be rejected. In cases where there is a discrepancy between written words and numerical figures, the written amount will prevail.
14. Clarification of Bids/Quotes: To assist in the examination, evaluation, and comparison of quotes, WWF ZCO may, at its discretion, request clarification from the contractor regarding its quote. Both the request for clarification and the response must be in writing, and no changes to the price or substance of the quote shall be sought, offered, or permitted.
15. Eligibility: The bidder must possess the financial, technical, and production capabilities necessary to fulfil the contract. Bidders shall be ineligible to submit an offer or be awarded a contract if, at the time of quotation submission.   (a) Bidders have already been suspended by WWF ZCO or by other entities such as the EU, the United Nations, the World Bank, or other public international organization. (b) Bidders’ names are associated with terrorism and appear on the lists published by the European Union, the U.S. Government, and the United Nations Security Council, which identify individuals and organizations considered to be linked to terrorism. (c) Offers that refuse to comply with the Child Labour Code of Conduct, the Code of Conduct for the Protection of Beneficiaries of Assistance from Sexual Exploitation and Abuse in Humanitarian Relief Operations, and the Standards of Conduct and Disclosure will not be accepted. Furthermore, as a condition for conducting business with WWF ZCO, it is essential that the supplier, along with their subsidiaries, agents, intermediaries, and principals, cooperate with WWF ZCO or its designated agents in the execution of evaluations, reviews, audits, inspections, assurance validations, counter-fraud activities, investigations, or any other related actions. Failure to fully cooperate with investigations will be deemed sufficient grounds for WWF ZCO to repudiate and terminate the contract, as well as to include the supplier on WWF ZCO’s list of suspended suppliers.
16. Purchaser’s Right to Vary Requirements at Time of Award: WWF ZCO reserves the right to increase or decrease the scope of work at the time of awarding the contract.
17. Notification of Award: Prior to the expiration of the bid validity period, WWF ZCO will send the successful contractor a contract. The contract may only be accepted by the contractor signing and returning an acknowledgment copy. Acceptance of this contract will establish a binding agreement between the parties, under which their rights and obligations will be governed solely by the terms and conditions outlined in this contract.
18. Signing of the Contract:  Within two days of receiving the contract, the successful contractor shall sign, date, and return it to WWF ZCO.
    
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