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ACTION FOR LIVELIHOOD ENHANCEMENT IN NORTHERN UGANDA (ALENU)

TENDER FOR THE SUPPLY OF HORTICULTURE KIT

Subject of Procurement:

Procurement Reference Number:

Date of Issue:

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Contents

1 Tendering Procedures ......................................................................................................... 4

1.1 Instruction to Tenderers ................................................................................................ 4

1.1.1 Scope of the tender ............................................................................................... 4

1.1.2 Corrupt Practices................................................................................................... 4

1.1.3 Amendment to the tender document ..................................................................... 6

1.1.4 Cost of tendering ................................................................................................... 6

1.1.5 Language of the tender and mode of communication ............................................ 6

1.1.6 Bid Prices and Discounts ....................................................................................... 6

1.1.7 Period of validity of the tenders ............................................................................. 6

1.1.8 Format and signing of the tender ........................................................................... 7

1.1.9 Sealing and marking of tenders ............................................................................. 7

1.1.10 Deadline for submission of tenders ....................................................................... 7

1.1.11 Late bids ............................................................................................................... 8

1.1.12 Tender Opening .................................................................................................... 8

1.2 Evaluation criteria and Selection Procedures ............................................................... 8

1.2.1 Evaluation Methodology ........................................................................................ 8

1.2.2 Clarification of the tender ....................................................................................... 9

1.2.3 Compliance and Responsiveness of the Bids ........................................................ 9

1.2.4 Nonconformities, Errors, and Omissions ............................................................... 9

1.2.5 Conversion to Single Currency ............................................................................ 10

1.2.6 Contract award procedure ................................................................................... 10

1.2.7 Signing of the contract ......................................................................................... 10

1.3 Tender Forms ............................................................................................................. 11

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1.3.1 Tender Submission Form .................................................................................... 11

1.3.2 Price Schedule for Supplies and Related Services .............................................. 11

2 Statement of Requirements ............................................................................................... 14

2.1 List of Supplies and Related Services ........................................................................ 14

2.2 Specification and Compliance Form ........................................................................... 16

2.3 Delivery and Completion Schedule ............................................................................. 17

3 Supplier Code of Ethical Conduct ...................................................................................... 19

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1 Tendering Procedures

1.1 Instruction to Tenderers

1.1.1 Scope of the tender

Caritas Switzerland and its partners AFARD, Advance Afrika, and GWED-G secured funding from the Development Initiative for Northern Uganda (DINU); a Government of Uganda programme supported by the European Union (EU) under the 11th EDF for the implementation of Action for Livelihood Enhancement in Northern Uganda (ALENU) in the districts of Zombo, Nebbi, Pakwach, Amuru, Omoro, and Agago. The purpose of ALENU is, “to consolidate stability in Northern Uganda, eradicate poverty and under-nutrition and strengthen the foundations for sustainable and inclusive socio-economic development” and its specific objective is, “to increase food security, improve maternal and child nutrition, and enhance household incomes through support to diversified food production and commercial agriculture and through improving household resilience (notably to climate change) and women empowerment.” The consortium would therefore like to use part of this fund to procure horticulture kits to enhance production of vegetables for improved nutrition for 2500 selected households as indicated in the table 1 below

Table 1: List of Items

Lot 1 Watering cans 2,500 pieces

Spray pumps 2,500 pieces

Hoes 5,000 pieces

Lot 2 Egg plant 2,500 Tins(50gms)

Amaranthus(Dodo) 2,500 Tins(50 gms

Sukumawiki 2,500 Tins(50 gms)

Carrots 2,500 Tins(50gms)

Pumpkin 2,500 Tins(50gms)

African egg plant 2,500 Tins(50 gms)

Paw-paw seeds 10,000 Sachets

1.1.2 Corrupt Practices

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It is GWED-G’s policy to require all Bidders and Providers to observe the highest standards of ethics during procurement and the execution of contracts. In pursuit of this policy, GWED-G;

(a) defines, for the purposes of this provision, the terms set forth below as follows:

(i) “corrupt practice” includes the offering, giving, receiving, or soliciting of anything of value to influence the action of a GWED-G Staff in the procurement process or in contract execution; and

(ii) “fraudulent practice” includes a misrepresentation of facts in order to influence a procurement process or the execution of a contract to the detriment of GWED-G , and includes collusive practices among Bidders prior to or after bid submission designed to establish bid prices at artificial, non competitive levels and to deprive GWED-G of the benefits of free and open competition;

(b) GWED-G will reject a recommendation for award if it determines that the Bidder recommended for award has engaged in corrupt or fraudulent practices in competing for the Contract.

In pursuit of the policy defined above, GWED-G may terminate a contract for Supplies if it at any time determines that corrupt or fraudulent practices were engaged in by representatives of GWED-G or of a Bidder or Provider during the procurement or the execution of that contract. GWED-G also requires representatives of both GWED-G and of Bidders and Providers to adhere to the codes of ethical conduct detailed in Section 3. Any communications between a Bidder and GWED-G related to matters of alleged fraud or corruption must be made in writing and sent to the GWED-G Executive Director.

A prospective Bidder requiring any clarification on this Request for Quotation document shall contact GWED-G in writing at the address below:

The Executive Director, GWED-G Plot 7B P.O. Box, 1257 Gulu – UGANDA email gwed-g-uganda @hotmail.com

GWED-G will respond in writing to any request for clarification, provided that such request is received no later than two (02) days prior to the deadline for submission of bids. GWED-G shall forward copies of its response to all Bidders who have acquired the tender document directly from it, including a description of the inquiry but without identifying its source. Should GWED-G deem it necessary to amend the tender document as a result of a clarification, it shall do so following the procedure under clause 1.1.3.

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1.1.3 Amendment to the tender document

At any time prior to the deadline for submission of bids, GWED-G may amend the tender document by issuing an addendum. Any addendum issued shall be part of the tender document and shall be communicated in writing to all who have obtained the tender document directly from GWED-G.

To give prospective Bidders reasonable time in which to take an addendum into account in preparing their bids, GWED-G may, at its discretion, extend the deadline for the submission of bids; in which case all rights and obligations of GWED-G and Bidders previously subject to the deadline shall thereafter be subject to the deadline as extended.

1.1.4 Cost of tendering

The Bidder shall bear all costs associated with the preparation and submission of its bid, and GWED-G shall not be responsible or liable for those costs, regardless of the conduct or outcome of the bidding process.

1.1.5 Language of the tender and mode of communication

The medium of communication shall be in writing. The bid, as well as all correspondence and documents relating to the bid exchanged by the Bidder and GWED-G, shall be written in English.

1.1.6 Bid Prices and Discounts

All items in the Schedule of Supply must be listed and priced separately in the Price Schedules. If a Price Schedule shows items listed but not priced, their prices shall be assumed to be included in the prices of other items. Items not listed in the Price Schedule shall be assumed to be not included in the bid.

The price to be quoted shall be the total price of the bid, excluding any discounts offered. The Bidder shall quote any unconditional and conditional discounts and the methodology for their application.

Prices quoted by the Bidder shall be fixed during the Bidder’s performance of the Contract and not subject to variation on any account. A bid submitted with an adjustable price quotation shall be treated as non responsive and shall be rejected.

1.1.7 Period of validity of the tenders

Bids shall remain valid for the period of 30 calendar days after the date of the bid submission. A bid valid for a shorter period shall be rejected by GWED-G as non-compliant.

In exceptional circumstances, prior to the expiration of the bid validity period, GWED-G may request Bidders to extend the period of validity of their bids. The request and the responses shall be made in writing. A Bidder granting the request shall not be required or permitted to modify its bid.

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1.1.8 Format and signing of the tender

The Bidder shall prepare one original of the documents comprising the bid and clearly mark it “ORIGINAL.” In addition, the Bidder shall submit 3 copies of the bid and clearly mark each of them “COPY.” In the event of any discrepancy between the original and the copies, the original shall prevail.

The original and all copies of the bid shall be typed or written in indelible ink and shall be signed by a person duly authorized to represent the Bidder. This authorization shall consist of notarized powers of attorney and shall be attached to the bid. The name and position held by each person signing the authorization must be typed or printed below the signature. All pages of the bid, except for unamended printed literature, shall be signed or initialed by the person signing the bid.

Any interlineations, erasures, or overwriting shall be valid only if they are signed or initialed by the person signing the bid.

1.1.9 Sealing and marking of tenders

The Bidder shall enclose the original and each copy of the bid, in separate sealed envelopes, duly marking the envelopes as “ORIGINAL” and “COPY.” These envelopes containing the original and the copies shall then be enclosed in one single plain envelope securely sealed in such a manner that opening and resealing cannot be achieved undetected.

The inner and outer envelopes shall:

(a) bear the name and address of the Bidder;

(b) be addressed to GWED-G/AFARD at the address prescribed in clause 1.1.10;

(c) bear the Procurement Reference number of this bidding process; and

(d) bear a warning not to open before the time and date for bid opening.

If all envelopes are not sealed and marked as required, GWED-G will take no responsibility for the misplacement or premature opening of the bid.

1.1.10 Deadline for submission of tenders

Bids must be received by GWED-G at the address and no later than the date and time indicated below:

For bid submission purposes only, GWED-G ’s address is :

Attention: Executive Director

Street Address: Plot No 7B Kitgum Road ,

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Town/City, Country: Gulu , Uganda

The deadline for bid submission is:

Date: 25th May ,2020

Time (local time): 10.00 am

Bids shall be deposited in the bid box located at the reception areas in both places. Bidders shall be required to sign a Tender Receipt Register before placing their bids in the bid box.

Please NOTE that electronic submissions of bids shall not be allowed .

1.1.11 Late bids

GWED-G shall not consider any bid that arrives after the deadline for submission of bids. Any bid received by GWED-G after the deadline for submission of bids shall be declared late, rejected, and returned unopened to the Bidder.

1.1.12 Tender Opening

Bids shall be opened internally at .

Street Address: Plot 7B Kitgum Road

Town/City: Gulu

Country: Uganda

Date:

Time (local time):

1.2 Evaluation criteria and Selection Procedures

1.2.1 Evaluation Methodology

The evaluation methodology to be used for the evaluation of bids received shall be the Technical Compliance Selection.

The Technical Compliance Selection methodology recommends the lowest priced bid, which is compliant and substantially responsive to the technical and commercial requirements of the tender document, provided that the Bidder is determined to be qualified to perform the contract satisfactorily.

The evaluation shall be conducted in two sequential stages –

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(a) a detailed evaluation to determine the technical responsiveness and compliance of the bids to GWED-G ’s technical specifications in section 2.2; and

(b) a financial evaluation to compare costs of the compliant bids received and determine the best evaluated bid.

Bidder whose bids do not meet the technical requirements shall be declared non-compliant and shall not be considered for financial evaluation.

All bids that are compliant and responsive will be ranked, with the lowest priced being ranked first. GWED-G shall award the Contract to the Bidder whose offer has been ranked first and determined to be the best evaluated bid.

1.2.2 Clarification of the tender

To assist in the examination, evaluation and comparison of the bids, GWED-G may, at its discretion, ask any Bidder for a clarification of its bid. Any clarification submitted by a Bidder that is not in response to a request by GWED-G shall not be considered. GWED-G ’s request for clarification and the response shall be in writing. No change in the prices or substance of the bid shall be sought, offered, or permitted, except to confirm the correction of arithmetic errors discovered by GWED-G in the evaluation of the bids.

1.2.3 Compliance and Responsiveness of the Bids

GWED-G ’s determination of a bid’s compliance and responsiveness is to be based on the contents of the bid itself.

A compliant and responsive bid is one that conforms to all the terms, conditions, and specifications of the tender documents without material deviation, reservation, or omission. A material deviation, reservation, or omission is one that:

(a) affects in any substantial way the scope, quality, or performance of the Supplies and Related Services specified in the tender document; or

(b) if rectified would unfairly affect the competitive position of other Bidders presenting substantially compliant and responsive bids

If a bid is not compliant and responsive to the tender document, it shall be rejected by the GWED-G and will not subsequently be made compliant and responsive by the Bidder by correction of the material deviation, reservation, or omission.

1.2.4 Nonconformities, Errors, and Omissions

Provided that a bid is compliant and responsive, GWED-G may waive any non-conformity or omissions in the bid that does not constitute a material deviation.

GWED-G shall also rectify nonmaterial nonconformities or omissions. To this effect, the bid price shall be adjusted, for comparison purposes only, to reflect the price of the missing or non-conforming item or component.

GWED-G shall further correct arithmetic errors on the following basis:

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(a) if there is a discrepancy between the unit price and the total price that is obtained by multiplying the unit price and quantity, the unit price shall prevail and the total price shall be corrected, unless in the opinion of GWED-G , there is an obvious misplacement of the decimal point in the unit price, in which case the total price as quoted shall govern and the unit price shall be corrected;

(b) if there is an error in a total corresponding to the addition or subtraction of subtotals, the subtotals shall prevail and the total shall be corrected; and

(c) if there is a discrepancy between words and figures, the amount in words shall prevail, unless the amount expressed in words is related to an arithmetic error, in which case the amount in figures shall prevail subject to (a) and (b) above.

If the Bidder that submitted the best evaluated bid does not accept the correction of errors, its bid shall be rejected.

1.2.5 Conversion to Single Currency

For evaluation and comparison purposes, all bids must be expressed in Uganda Shillings only.

1.2.6 Contract award procedure

Prior to the expiration of the period of bid validity, GWED-G shall notify the best evaluated Bidder, in writing, that its bid has been accepted by issue of a Notification of Contract Award. Such letter shall also be copied to all the other bidders.

1.2.7 Signing of the contract

After notification of contract award, GWED-G shall send the successful Bidder the Contract Document. Within four (4) working days of receipt of the contract document, the successful Bidder shall sign, date, and return it to GWED-G .

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1.3 Tender Forms

1.3.1 Tender Submission Form

1.3.2 Price Schedule for Supplies and Related Services

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[This Tender Submission Form should be on the letterhead of the Bidder and should be signed

by a person with the proper authority to sign documents that are binding on the Bidder]

TENDER SUBMISSION FORM

Date: [insert date (dd/mm/yyyy) of tender submission]

Procurement Reference No: [insert Procurement Reference number]

To: Executive Director

GWED-G

Plot 7 B Kitgum Road

P.O. Box 1257, Gulu – UGANDA

Tel: +256

Dear Sir / Madam,

I, the undersigned, being the authorized signatory of the above Tenderer, hereby declare that

we have examined and accept without reserve or restriction the entire contents of the Tender

Specifications for the tender referenced above.

We therefore offer to supply and deliver (Indicate the supplies to be delivered) in conformity with

the tender documents at the prices and conditions indicated in the Price Schedule attached

herewith and made part of this Bid.

We undertake, if our Bid is accepted, to deliver the goods in accordance with the delivery

schedule specified in the Schedule of Requirements.

We agree to abide by this Bid for a period of (indicate validity of your bid) calendar days from

the date fixed for opening of Bids in the Invitation to Bid, and it shall remain binding upon us and

may be accepted at any time before the expiration of that period.

We also agree to abide by the GWED-G Supplier Code of Ethical Conduct.

We understand that you are not bound to accept any Bid you may receive.

Dated this . . . . . day of . . . . . [year].

Name: ………………………………………….

Signature: ………………………………………

In the Capacity of: ……………………………..

Duly authorized to sign the Bid for and on behalf of . . . . . . . . . . . . . . . . . . . . . . . . . . . .

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[This Price Schedule should be signed by a person with the proper authority to sign documents for the Bidder. It should be included by the Bidder in its bid].

Price Schedule for Supplies and Related Services

Date: [insert date (dd/mm/yyyy) of bid submission]

Procurement Reference No: [insert Procurement Reference number]

Name of Bidder: [Insert the name of the Bidder]

Item No. Supplies or Related Services Quantity (No. of units)

Unit price Total Price

[insert number of item corresponding to Statement of Requirements]

[insert brief description/name

of Supplies or Related

Services]

[insert number of units of this item to be purchased]

[insert the unit price of this item, including delivery in accordance with the delivery terms

[insert the total

price for this item,

which should

equate to

columns]

Signed: [signature of person whose name and capacity are shown below]

Name: [insert complete name of person signing the bid]

In the capacity of [insert legal capacity of person signing the bid]

Duly authorised 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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2 Statement of Requirements

2.1 List of Supplies and Related Services

Item

number

Brief Description

of Supplies and Related Services

Quantity Unit of

Measure

1

2

3

4

5

6

7

8

9

10

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Item

number

Brief Description

of Supplies and Related Services

Quantity Unit of

Measure

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2.2 Specification and Compliance Form

Column b states the minimum technical specification of the item(s) required by GWED-G . The

Bidder is to complete column c by stating “comply” or “not comply” and then complete column d

with the technical specification of the item(s) offered and give details of the areas of non-

compliance.

Bidders who do not complete this form in the prescribed manner shall be disqualified.

Item No.

Technical Specification required including applicable standards

Comply/

Not Comply

Compliance of specification offered

a b c d

1

2

3

4

5

6

7

Specification and Compliance Form Authorised By:

Signature:

__________________________

_

Name:

____________________________

Position: ___________________________

Date: ____________________________

Authorised for and on behalf of:

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Company

Name:

_________________________________________________________________

2.3 Delivery and Completion Schedule

Item

number

Brief Description

of Supplies or Related Services

Delivery/

Completion

Period

(days/wks/mths)

Delivery Point/

Site

1

2

3

4

5

6

Delivery and Completion Schedule Authorised By:

Signature: __________________________

_

Name: ____________________________

Position: ___________________________

Date: ____________________________

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Authorised for and on behalf of:

(DD/MM/YY)

Company

Name:

_________________________________________________________________

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3 Supplier Code of Ethical Conduct

Purpose:

The purpose of this Supplier Code of Conduct is to assure that Suppliers share GWED-G ’s

commitment to responsible business practices.

Scope:

This Code of Conduct is to be accepted and applied by all suppliers and consultants contracted

to do business with GWED-G .

The Code:

1. Integrity

Corruption, extortion and embezzlement are strictly prohibited. Suppliers must not offer

or accept any bribe or other means of obtaining undue advantage. Any actual or

attempted violation by a supplier shall result in termination as a GWED-G Supplier.

2. Gifts and gratuities

GWED-G employees are prohibited by a Code of Ethics from asking for or accepting

any money, object of value or preferential treatment from any current or prospective

GWED-G provider. GWED-G employees may only accept business-related meals,

entertainment, token gifts or favors when the value involved is not significant and clearly

will not place them under any actual or perceived obligation to the donor. The value of

any such individual gift shall not exceed the higher of UGX 50,000. Offering gifts or

gratuities that would cause a GWED-G employee to be in violation of these rules is a

violation of this Supplier Code of Conduct.

3. Protecting Confidential Information

Suppliers may receive or encounter information about GWED-G ’s business activities,

contracts, projects, structure, financial situation or performance. Such confidential

information must not be disclosed to any third party without prior written permission from

GWED-G . Disclosure of such information to employees of the Supplier must also be

restricted to those who have a need to know such information.

4. Fair business practices

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The supplier must uphold standards of fair business, and ensure that information

provided to customers is not misleading.

Declaration:

I hereby declare that I have read the GWED-G Supplier Code of Ethical Conduct and that I will

execute my responsibilities with regard to procurement activities of GWED-G in accordance

with this code.

For and on behalf of the Supplier:

Name: _______________________

__

Position: ________________________

___

Signature: _______________________

__

Date: ________________________

___