TENDER DOCUMENT FOR winterization project - islamic-relief.org file · Web viewIslamic Relief...

TENDER DOCUMENT FOR WINTERIZATION PROJECT

Makkah Street, Mthari Center No509. 5th Floor, Office No. 509 & 510 .P.O Box 923423 Amman 7241 Jordan.T +962 6 5562884 / F +962 6 5543661Website : www.irworlwide.org // Email Address : [email protected].

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TENDER DOCUMENT FOR WINTERIZATION PROJECT

BACKGROUND

Islamic Relief is an international aid and development charity, which aims to alleviate the suffering of the world's poorest people. It is an independent Non-Governmental Organisation (NGO) founded in the UK in 1984.

As well as responding to disasters and emergencies, Islamic Relief promotes sustainable economic and social development by working with local communities - regardless of race, religion or gender.

Our vision:

Inspired by our Islamic faith and guided by our values, we envisage a caring world where communities are empowered, social obligations are fulfilled and people respond as one to the suffering of others.

Our mission:

Exemplifying our Islamic values, we will mobilise resources, build partnerships, and develop local capacity, as we work to:

Enable communities to mitigate the effect of disasters, prepare for their occurrence and respond by providing relief, protection and recovery.

Promote integrated development and environmental custodianship with a focus on sustainable livelihoods.

Support the marginalised and vulnerable to voice their needs and address root causes of poverty.

We allocate these resources regardless of race, political affiliation, gender or belief, and without expecting anything in return.

At the international level, Islamic Relief Worldwide (IRW) has consultative status with the UN Economic and Social Council, and is a signatory to the International Red Cross and Red Crescent Code of Conduct. IRW is committed to the Millennium Development Goals (MDGs) through raising awareness of the issues that affect poor communities and through its work on the ground. Islamic Relief are one of only 13 charities that have fulfilled the criteria and have become members of the Disasters Emergency Committee (www.dec.org.uk)

IRW endeavours to work closely with local communities, focusing on capacity-building and empowerment to help them achieve development without dependency.

Please see our website for more information www.islamic-relief.org


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http://www.dec.org.uk/

ISLAMIC RELIEF JORDAN OFFICE HISTORY

Islamic Relief Jordan (IRJ) is a country branch of Islamic Relief Worldwide. Islamic Relief Worldwide is an internationally recognized charity (Charity No.: 328158), looking back on nearly 30 years of experience in humanitarian and developmental aid. It was founded in 1984 in Birmingham, UK, in response to the devastating famine in the Horn of Africa. Since then, Islamic Relief has grown into a charity that is active worldwide, putting development projects, emergency aid, and rebuilding projects into action in over 28 countries around the world.

Islamic Relief Jordan (IRJ) has started in Jordan since 1997, starting with distributing food packages targeting most vulnerable for women and orphans. With the Syrian crisis in March 2011, the office has expanded fulfilling its mandate to respond to emergencies for the purpose of protecting lives and dignity.

At the start of the Syrian humanitarian crisis in late 2011, IRJ provided an emergency response to those affected by the violence in Syria and has since then scaled up its capacity and operations to 115 staff across the country. IRJ has successfully introduced multi-sector interventions, being a lead organisation responsible for humanitarian assistance in Irbid, Mafraq, Jarash and Amman. IRJ has reached more than 200,000 refugees with food, health care, cash for shelter and non-food items such as hygiene kits and winterization items. IRJ has established strong partnerships with international and local non-governmental organizations strengthening the overall response to the Syria crisis. IRJ has received funds from the OPEC Fund for Emergency Development (OFID), Spanish Agency for International Cooperation and Development (AECID), Disaster Emergency Committee (DEC), World Food Programme (WFP), UK Department for International Development, and Islamic Relief private donors, with total funds in excess of £35m (thirty five million).

Exemplifying our Islamic values, we will mobilize resources, build partnerships and develop local capacity, as we work to:

Enable communities to mitigate the effect of disasters, prepare for their occurrence and respond by providing relief, protection and recovery.

Promote integrated development and environmental custodianship with a focus on sustainable livelihoods.

Support the marginalised and vulnerable to voice their needs and address root causes of poverty.

Brief on types of operations undertaken/beneficiary details, areas of specialization, and collaborations with other organizations, previous and present other sources of funding, and any other information relevant to the present project presented.


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Food Programme

IRJ ensures that it is taking part on safeguarding the needs of the poor in Food & Nutrition. In emergencies, food is always of a high priority to save lives of the most vulnerable including children. IRJ is strategically planning to reduce hunger in Jordan and introduce food as a mechanism to strengthen communities and build their resiliency.

Shelter Programme

The shelter programme scope goes beyond cash assistance, to have impact on children's lives. The programme has a component for conditional cash which contributes to poverty reduction, livelihood improvement and increased access to education for Jordanians and Syrian refugees in Jordan. In the long run this intervention will serve as a safeguard mechanism for families and their children against poverty. Children will be educated which will help them find suitable employment and excel in their career aspirations and also reduce the risk of vulnerable uneducated children falling into the hands of narcotics/drugs gangs and unlawful acts for e.g. theft or sexual harassment.

Health Programme

IRJ has been among the very few humanitarian NGO’s who are providing intervention in health sector which commenced in 2012, preventing deteriorating patients' health and protecting their dignity. IRJ provides primary, secondary and tertiary health care for those in need, focusing on Syrians. Also a new project funded by BMZ will be implemented in Irbid for prosthesis and psychological support. Over the two years, this program has saved lives of not only Syrians who were severely injured from the conflict inside Syria but also those with chronic diseases.

Non Food Items (NFI)

Hygiene kits, diapers, women’s sanitary napkins are amongst the most popular everyday items, but often ignored when it comes to distributing the most urgent items to the needy. IR Jordan has always been aware of these requirements and has been distributing NFI items to those in need.

Recently, the Middle East region has experienced the worst winter storm ever recorded for two decades. Powerful winter storm, Snow storm Alexa, struck Jordan on Wednesday night 11th December 2013, bringing snow and rain to areas accompanied by heavy winds. The "super" snow battered most parts of the region, bringing below-zero temperatures, causing government offices to shut down, causing power disruptions, closing markets and stores, blocking roads and stranding motorists for a period of five days adding to the misery of Jordanian nationals and Syrian refugees.

Many Syrian families in Irbid, Amman and Mafraq live in basements, garage and animal farms. The poor conditions brought by Alexa storm, has swamped the fragile shelter of the families leaving Syrians as well as Jordanians in a very critical situation. Islamic Relief Jordan team has responded to the urgent needs by reaching out to thousands during the storm and after in order to mitigate loss and damage. During winter 2013-2014 IRJ assisted 27,690 beneficiaries for Jordanians and Syrians.

Orphan Sponsorship Programme


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Losing one or both parents is terrifying for any child in any situation. The orphan and welfare programme was launched in 1997 in Jordan. IRJ is assisting now 552 Jordanian and 120 Syrian orphans with a future to introduce educational and awareness programmes for orphans and their mothers to equip them with the means to help break the cycle of poverty.

PROJECT BACKGROUND

Given that most Syrian refugees lack access to income and their resources have been depleted, relying more and more on debts and selling belongings, Syrian refugee families are highly dependent on assistance to cover their basic needs. IRJ proposes to increase Syrian refugees’ access to winterization items as a means to protect their lives and their dignity. Based on IRJ’s assessment, the data shows that refugees’ expenditure exceeds their limited resources and there is a risk of falling to negative alternatives. Refugees spend the majority of their limited funds to cover the rent, sometimes forcing them to sell their food vouchers to meet the cost and in the process neglecting other necessities such as food, nutrition, clothes, winter supply, fuel and water insulation. This can have critical consequences on the health of the children and the entire family particularly during the winter period. Therefore winter supplies are required to protect families from the harsh weather conditions.

IRJ responded to the winter weather emergency in 2013/14 with a range of activities. Since the start of the bad weather in early December 2013, IRJ’s teams in Irbid, Mafraq, Ramtha and Jarash continued to provide Syrian refugee’s families with food rations with 53,097 food vouchers distributed during the storm. IRJ also continued the shelter programme by providing shelter to the refugee families in Irbid, Mafraq, and Ramtha by covering the cost of their rent for four months (on renewable basis). The IRJ health team maintained their medical and life saving referrals during the stormy weather including nine birth delivery cases.

OBJECTIVES

To mitigate the risks of the forthcoming freezing winter for the vulnerable poor Syrian refugees and the host community, IRJ is launching a winterization campaign for 2014-2015 to cover the essential winterization items over this period. This intervention will build on our previous work and experience and this will include distribution of winterization items to families living in Irbid, Ramtha and Mafraq.

The purpose of these items is to provide warm clothing for the families who live in poor accommodation. Children will be the main focus of the project as it is frequently observed that Syrian children lack proper warm clothes, many of them they do not have jackets or boots. Each beneficiary in the family will receive a voucher valued 20 Jordanian dollars that can be redeemed from an authorized Islamic Relief supplier.

Through this project, women in particular will be relieved from the burden to secure the winter needs for their children and this will help to minimize the risk of them turning to other negative means. The project will ensure that 50% of the supported families are female-headed households.


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The proposed project will contribute to fill gaps in the NFI sector response to refugees for whom access to essential winterization items remains a top priority. This project will position IRJ as one of the first organizations to be planning for the coming cold winter and ensuring adequate preparation for the fast and efficient response. In order to ensure proper coordination, IRJ participates in NFI cluster meetings and will follow the relevant guidelines and procedures. To avoid duplication IRJ will coordinate closely with other international and local NGOs through established structures and networks.

ITEMS REQUIRED

Items

Blankets description: Double face, Dimension: 160 cm X 220 cm, Weight: 2,600 Kg.

Gas Heater description: Gas heater 3 – 4 units with big reflector, full safety with oxygen control system (Sensor), elegant design and full back door (covered), Easy to mobile with flexible all side wheels & safety gas regulator.

Gas Cylinder (filled): 12.5kg, Conforms to the Jordanian specifications and Metrology.

Please refer to appendix two for the complete list and quantities.

TIMESCALES

Below are timescales of this project

Task Completion dateAdvertisement of the tender in local news paper 30.11.2014

Closing date of the tender 21.12.2014

Opening tender committee 22.12.2014

Tender Technical & award committee 23.12.2014

Return of bids bond to unsuccessful bidder 24.12.2014

Submission of performance guarantee 30.12.2014

Signature of contract 03.01.2015

Deadline for payment 25.02.2015

Assessment 31.11.2014

Project End date 28.02.2014

Report submission 28.02.2014


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TENDERING DATES AND CONTACT DETAILS

All tenders are required to be submitted before Sunday 21st December.2014 (4pm, Jordanian local time) pursuant to the guidelines and be returned to the procurement department.

If you have any queries in relation to the tender please contact [email protected].

All vendors are required to fill and return appendix 1 and 2 beneath with their proposal.

TENDER GUIDELINES

Only manufacturing companies and their approved agents companies who are interested in participating in the above mentioned tender can refer to IRJ procurement department to collect a copy of the tender documents from the date of announcement in the official newspapers for free.

First: All bidders must submit the following:


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mailto:[email protected]

1- Technical & Commercial offers in two separated sealed and stamped envelopes, the name and number of tender and the documents submitted must be written on each envelope.

2- A bid bond of (1%) of the total amount of the offer by a bank guarantee or certified check or debenture bond issued from any reliable Jordanian bank addressed to IRJ according to a list of approved banks .

Any offer which does not include this bid bond will be disregarded.

3- Bid bonds which do not contain the clear name & job title of the person who issued them, the general manager, the deputy director or their representative will not be accepted.

4- A company foundation certificate (foreign & Arabic companies) should be presented (original copy and in English for foreign companies) ratified by the trade or Industry chamber and the Jordanian embassy therein, and for Jordanian companies must be ratified from the Jordan trade Ministry/ companies register office for the same year.

5-The foreign companies with branches or bureaus in Jordan are requested to submit a registration certificate in the Jordanian trade ministry ratified from (company’s registrar office).

6-If offers are submitted by an agent company, the agency should be officially recognized with a live stamp of the manufacturer (Parent Company), also it should be ratified from the Jordanian embassy in the country of origin.

7-The authorized person who collects the tender documents should submit an authorization letter from the Manufacturer or the supplying company before collecting the tender's documents.

8- Similar activities should be presented attached with the commercial offer that supported by relevant authorities and approved by the Jordanian embassy and in the native country as well as the final accounts approved by the chartered accountant to endorse financial capability for the last two years.

9- The supplier shall bear penalties in case of any delay in the full delivery and execution or where the execution is not exceeding 10% of total value of the contract and to be deducted as follows:

CONTRACT VALUE * 10% = PENALTY PER DAY

CONTRACT PERIOD

10- Any request for changing the specifications, origins or the quantities after the tender award will not be accepted after the contractual agreement.

11- The deputy director is the person who is authorized to sign the contract or who he authorizes though a formal agency letter ratified according to the legal instructions.

12- IRJ is not committed to accept the lowest prices offered.


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The following items should be paid attention:

* The Technical offers will be opened and studied and the non-conforming one’s will be disregarded before opening the commercial offers.

* The materials must be delivered (DAP) to IRJ distribution points or IRJ warehouse in Amman, Irbid, Mafraq & Ramtha.

* Foreign companies may submit their offers by DHL, any offer which is sent by e-mail will be disregarded.

*Jordanian companies and foreign companies' branches which are registered in Jordan Ministry of Trade should submit the tax clearance from the general commission for taxes valid for 2014.

* Bidder's (complete name, the commercial address, the phone numbers and e-mail) should be clearly and precisely shown on the envelope.

* Bidders could refer to IRW website for further information (www.islamic-relief.org)

For further information concerning the technical specifications and instructions of submitting the offers for above, include the tender name in the email subject header and write to [email protected]

All bids will be put in bids box at IRJ/ purchase department Amman _Jordan, the validity of the submitted offer must be at least (90) days.

* The bids shall be submitted to IRJ office on Sunday 21 December 2014 at 4pm (Jordan time). The full postal address is;

Makkah street, Mthari Center No. 174, 5th floor, Office No. 509 & 510 Amman, Jordan

Commercial Terms

IRJ has the pleasure to invite you to participate in the tender No IRJ/T09/2014 of supplying Gas heater system, Gas cylinder & blankets as following:

1-Terms and conditions for tender document:

1-1 A company foundation certificate (foreign companies) should be presented original copies ratified by the foreign ministry of the supplier country and the Jordanian embassy therein; for Jordanian companies and their branches presented issued from Jordan ministry of trade & certified from the registrar of companies for the same year.

1-2 The foreign companies with branches or bureaus in Jordan should present what support its registration in Jordan trade ministry and ratified from (companies' registrar office).


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1-3 If offers are submitted by agent companies, The certified authorization should be officially recognized with live stamp of the manufacturer or mother companies and ratified from Jordanian Embassy and the country of origin.

1-4 A representative of the company should provide supported authorizations for purchase tender documents and presentation of offers.

2- Documents and conditions of offers:

2-1 Un conditioning bid bond equals to (1%) of the offer value issued from Jordan governorate through a bank guarantee or certified check issued from any Jordanian bank, this bid bond will be sequestered in case of failure to sign the contract after awarding it wholly or partially and any offer does not included this bond will be disregarded, noting that the bid bond should be valid for at least 28 days after the validity of the submitted offer and those bid bonds which do not contain the clear name and job title of the person who issues them for e.g. the general manager or the deputy director or their representative will not be accepted (Not applicable).

2-2 Tax status from "the general tax office" addressed exclusively to IRJ and financial status should be submitted with the commercial offer for the Jordanian companies and including a ratification of Jordanian Trade Ministry for the foreign companies, branches, bureaus and official agents.

2-3 Similar activities should be presented and attached with the commercial offer that is supported by relevant authorities and approved from the Jordanian embassy or in the concerned country as well as the final account approved by the chartered accountant for financial capability for the last two years.

2-4 Offers should be in two (2) separate parts both the technical and commercial with the reference and date, each in three (3) sealed copies, please note any offer that reaches us after the closing date will be disregarded as well as all offers received by e-mail.

2-5 Bidder's (complete name, the commercial address, the phone numbers, e-mail) should be clearly and precisely shown on the offer's envelope.

2-6 Country of origin should be specified and abbreviations like: Europe, European Economic Community (EEC) etc. will not be accepted. The manufacturers name and country of origin of the materials supplied should not be subjected to any alteration for any reason after the contract has been signed.

2-7 Port of shipping route, and arrival port and entry point Jordan should be specified.

2-8 The bid bond must not be conditioned and should be payable at IRJ request.

2-9 Bidders should print the commercial offer prices.

2-10 Full company address (country, city, and street no. , e-mail, tel. no. ) should be clearly shown and the name, address of the personnel who will follow up the inquiries.

2-11 Full bank details for the correspondent bank including full postal address, account no., zip code should be clearly shown.


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2-11-1 Itemized prices should be in (JOD Jordanian dinar) and the materials must be delivered (DAP) to IRJ distribution point,

The price written in figure should be identical with price written in word.

2-11-2 In case of the total amount of the offer does not match the total of items, the last will be adopted.

2-11-3 Unit price will be adopted if the total price of the item is incorrect.

2-11-4 If the offer holds a non-priced item/items in this case the price of the item /items will be regarded the same price of the same downed quantities under the aggregate sum of offer.

2-11-5 Each itemized price page of your offer should be signed and stamped by the deputy director, as well as the envelopes containing the offer.

2-11-6 Offer validity should be not less than (3 months) and subjected to extension with the agreement of both parties.

3- Warranty:

3-1 The supplier must guarantee the goods described in this contract are fit for the intended use and according to the controlled marketing instructions and free of designing and manufacturing errors , and should conform to design and specifications that are approved by both parties and should be brand new.

3-2 The materials that are supplied should be in accordance with ISO standard or international recognized specification with regards to confirmation technical documents.

3-3 The supplier should submit certificate of origin or authorization letter from the Manufacturing company ratified by the Foreign Ministry and The Jordanian Embassy, consulate or the commercial attaché in the country of origin.

3-4 Manifest and bills of loading.

3-5 Guaranteed for (12 months) from the manufacturer and should commence from the date of the material's delivery to IRJ distribution points and in conformance to our specification.

4- Penalties:

4-1 The supplier shall bear delay penalties in case of any delay in full delivery and execution or executing not exceeding 10% of total value of the contract and to be deducted as follows:

CONTRACT VALUE ×10% = PENALTY PER DAY

CONTRACT PERIOD

5 General terms & conditions:

5-1 Any revised commercial or technical offer reaches us after the closing date will not be accepted.


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5-2 The bidders has no right to omit or amend any terms or clause of tender documents whatever the situation.

5-3 The awarding decision will be valid from the date of the bidder receiving awarding notification to sign the contract in a period not exceed (14) day after above notification.

5-4 The supplier can send the offers to the registered mail to IRJ, and should reach the company site prior to the closing date.

5-5 IRJ has the right of assigning whole or partial orders.

5-6 IRJ is not committed to accept lowest prices offered.

5-7 IRJ has the right to increase or decrease the quantities or services prior to signing the contract.

5-8 IRJ has the right to cancel the tender without reimbursement to the bidder and also has the right to terminate the contract before opening the L/C, after notifying the supplier in a writing and once received by the supplier this will cease performance of this contract.

5-9 All technical information that is submitted by the supplier, belongs to IRJ after the contractual agreement, and has all rights to use it.

5-10 In case companies who are listed in the black list participated in IRJ tenders, IRJ has the right to confiscate the bid bond submitted by those companies.

7- Insurance:

The insurance should cover all the risks and be in place.

8- Tax:

A tax should be paid of 16 % (sixteen percent).

9- Confidentiality:

9-1 Any contract signed by IRJ shall be consider as confidential documents, and in particular the supplier shall not make use of the organization's name or the name of any companies associated therewith, for publicity without the prior written consent of IRJ.

9-2 All technical specifications and information of IRJ related to this contract are confidential and shall only be used for the purpose of executing this order.

9-3 This obligation of confidentiality shall be a continuous and lasting and shall not be ended after delivery, completion of services, nor affected by the termination of this purchase order.

10 Governing law:

10-1 Disputing settlement will be considered according to Jordanian implementation introduction of governmental contract.


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10-2 If the tender is awarded fully or partially and the supplier rejected to sign the contract, the bid bond will be confiscated and the supplier will bear all legal consequences and financial costs arising as a result of this.

10-3 The Arabic copy of this announcement/contract will be considered in solving any dispute or concerns regarding the partial or complete offer.

10-4 Courts of Amman city are specialized authority to settle any disagreement arising from this contract and according to the Jordanian law.

11- Payment terms:

- (100%) will be paid after two weeks from receiving the materials (DAP) to IRJ distribution points or IRJ warehouses and in conformance to the IRJ requested technical specification .

12- The performance bond:

12-1 The bidder should submit unconditioned performance bond (from/through any Jordanian bank), to IRJ which equals (5%) of total value of the contract before signing the contract.

12-2 Those performance bonds which do not contain the clear name and job title of the person who issues them, the general manager, the deputy director or their representative will not be accepted.

12-3 Performance bond has to be valid after the period of 90 ninety days starting from the award letter, otherwise it'll not be accepted.

12-4 In case the supplier fails to fulfill his contractual obligations fully or partially, his performance bond will be withdrawn from the IRJ account.

13- Signing Contract:

The deputy director is the person who is authorized to sign the contract or who he authorizes through a formal agency letter ratified according to the legal permissions and issued not more than (3) three months before the date of signing the contract.

14- Announcement and publicity charges to be paid by the supplier.

15- Delivery period:

The delivery period has to be immediately upon IRJ requests.

16- Closing date Sunday 21 December 2014 (4pm local Jordan time)

The closing date will be postponed to the next day in case of a holiday or a curfew in Amman ,Jordan.


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17- Bid Opening:

Technical bids will be opened on the day following the closing date, in case of holiday or curfew in Amman Jordan, it will postponed to the next day

APPENDIX 1

Please fill in the table below:

Supplier Name Supplier registration No. Signatory Name Signatory ID No.Supplier Address Supplier Tel / Mobile No. Supplier fax No.Supplier Email Address


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APPENDIX 2

Please fill in the table below:

Item No Item description Qty Unit Price (JOD) Total Price (JOD )

1Blankets description: Double face, Dimension: 160 cm X 220 cm, Weight: 2,600 Kg

7377

2 Gas Heater description: Gas heater 3 – 4 units with big reflector, full safety with oxygen control system (Sensor), elegant design and full back door (covered), Easy to mobile with flexible all side wheels & safety gas regulator.

1161


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3Gas Cylinder (filled): 12.5kg , Conforms with the Jordanian specifications and Metrology

1161

Total Price (JOD) Numbers :Total Price (JOD) letters :

Validity Time: 90 days starting from 21 December 2014.No. of required Simples: One sample.Delivery Time: ……………………………………………. Delivery Terms: (DAP) to IRJ distribution points or IRJ warehouse in Amman, Irbid, Mafraq & Ramtha.Prices includes Tax.


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TENDER DOCUMENT FOR winterization project - islamic-relief.org file · Web viewIslamic Relief...

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