ITB No: 15/2021

Employment Intensive Infrastructure Programme in

Lebanon [EIIP]

INVITATION TO BID ITB No: 15/2021 PROJECT DESCRIPTION

Routine Road Maintenance & Spot Improvement Aley

Cluster, 30.3 Km.

PUBLISHING DATE 05/03/2021

International Labour Organization

ITB No 1 5 / 2 0 2 1 R o u t i n e R o a d M a i n t e n a n c e & S p o t i m p r o v e m e n t A l e y C l u s t e r , 3 0 . 3 k m

Page 2 of 25

Sustainable Procurement (SP) integrate requirements, specifications and criteria that are compatible

and in favor of the protection of the environment, social progress and in support of economic

development, namely by seeking resource efficiency, improving the quality of products and services,

and ultimately optimizing costs as well (as defined by the HLCM Procurement Network).

Sustainable Procurement contributes to the achievement of all United Nations Sustainable

Development Goals (SDGs), in particular SDG 12 – Sustainable consumption, Target 12.7 – Sustainable

public procurement practices.

This tender meets the United Nations requirements to be considered sustainable. It incorporates at

least 3 sustainability considerations (one for each pillar of sustainable development – environmental,

social and economic), in accordance with the HLCM Procurement Network’s Sustainable Procurement

Working Group – Sustainability Indicators Framework.

To learn more about which sustainable considerations are included in this tender, please see below

for a specific description.

Pillal Environment considerations: see Social and Environmental Safeguards in Annex 4

Pillar Social considerations: see Social and Environmental Safeguards in Annex 4

Pillar Economic considerations: see Scope of Work in Annex 1

DISCLAIMER

By answering this tender, you consent to the processing of your personal data, including any future

update, by the ILO for the purpose of this tender. The ILO applies a data protection policy in conformity

with international standards. Should you have any requests for information, please contact

[email protected] indicating Routine Road Maintenance & Spot improvement Aley

Cluster, 30.3 km ITB 15/2021, in the subject.

mailto:[email protected]



Page 3 of 25

Project description: Routine Road Maintenance & Spot improvement Aley Cluster, 30.3 km

Invitation to Bid (ITB) No: 15/2021

Date: 05/03/2021

Dear Sir/Madam,

The International Labour Organization (hereinafter the “ILO”) is pleased to invite your company to

submit a Bid for Routine Road Maintenance & Spot improvement Aley Cluster, 30.3 km and as further

described in enclosed Annexes 1 to 10.

Kindly note that the bid process will be managed electronically. Instructions on how to access ILO

Tenders and submit an offer on the following hyperlink: Instructions, Condit ions and

Disclaimer for the Submission of Electronic Documents in ILO’s e Tendering System

(eTS)

To enable you to submit a Bid, please find enclosed in the list of files for this ITB:

Annex 1 Introduction and Scope of Works

Annex 2 Instructions to Bidders

Annex 3 Bid Drawings

Annex 4 Technical Specifications

Annex 5 Conditions of Contract based on the FIDIC Short Form of Contract and Appendix

Annex 6 Eligibility forms to be completed and submitted by Bidder

Annex 7 Schedules to be completed and submitted by Bidder

Annex 8 Work Programme to be completed and submitted by Bidder

Annex 9 Bill of Quantities to be completed and submitted by Bidder

Annex 10 Agreement Offer to be submitted by Bidder

Your Bid must be received by the ILO no later than 01/04/2021 before 15:30 Beirut time. Late bids shall be rejected.

You may submit a Bid to the ILO provided that your organization is qualified, able and willing to supply

the goods and/or to perform the works or services specified in this ITB. Participation in this ITB

indicates acceptance of the Agreement (including the Appendix) and the Conditions of Contract based

on the FIDIC Short Form of Contract (also known as FIDIC Green Book) provided in Annex 5. Failure to

comply with the requirements of this ITB and its Annexes may render a Bid ineligible for consideration.

We look forward to receiving your Bid.

Yours sincerely,

ILO Procurement ILO Regional Office for Arab States

https://www.ilo.org/wcmsp5/groups/public/---dgreports/---dcomm/---webdev/documents/genericdocument/wcms_703171.pdf





Page 4 of 25

CONTENTS

Annex 1: Introduction and the Scope of Work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 1.1 Background to ILO and EIIP Lebanon ....................................................................................... 6 1.2 Scope of Work ....................................................................................................................... 7

ANNEX 2: Instruction to bidder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 1 INTRODUCTION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

1.1 General ............................................................................................................................... 10 1.2 Eligible Bidders .................................................................................................................... 10 1.3 Bidders qualification ............................................................................................................ 10 1.4 Cost of Bid ........................................................................................................................... 11 1.5 ITB Schedule Summary ......................................................................................................... 11 1.6 Mandatory pre-bid meeting and Site Visit .............................................................................. 11 1.7 Mandatory Pre-bid training .................................................................................................. 12 1.8 Clarification Questions ......................................................................................................... 12

2 BIDDING CONDITIONS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 2.1 Submission and Receipt of Bids ............................................................................................. 12 2.2 Official Language ................................................................................................................. 14 2.3 Correspondence .................................................................................................................. 14 2.4 No Consultation ................................................................................................................... 14 2.5 Contract Conditions ............................................................................................................. 15 2.6 Work on ILO Premises .......................................................................................................... 15 2.7 Bid Currency AND Prices ....................................................................................................... 15 2.8 Incomplete Bids ................................................................................................................... 15 2.9 Changes to Bids ................................................................................................................... 16 2.10 Material Change(s) in Circumstances ..................................................................................... 16 2.11 ITB Document, Specifications, Drawings ................................................................................ 16 2.12 Sub-Contracting ................................................................................................................... 16 2.13 Bid Validity .......................................................................................................................... 16 2.14 Notification of Contract Award ............................................................................................. 16 2.15 Publicity .............................................................................................................................. 16 2.16 Amendment(s) of Bidding Documents ................................................................................... 17

3 CONTENT OF B ID (Annex 3 to ANNEX 10) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 3.1 Bid Drawings (Annex 3) ........................................................................................................ 17 3.2 Technical Specifications (Annex 4) ......................................................................................... 17 3.3 Conditions of Contract based on the FIDIC Short Form of Contract and Appendix (Annex 5) ..... 17 3.4 Eligibility forms to be Completed and Submitted by Bidder (included in Annex 6) ..................... 17 3.5 Forms, Schedules and Information to be Completed and Submitted by Bidder (included in Annex

7) 18 3.6 Work Programme (Template included in Annex 8) .................................................................. 19 3.7 Bill of quantities (Unpriced BoQ included in Annex 9) ............................................................. 19 3.8 OFFER section of the Agreement (Form included in Annex 10) ................................................ 20

4 EVALUATION OF B IDS AND CONTRACT AWARD . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 4.1 Preliminary Evaluation ......................................................................................................... 20 4.2 Evaluation of Bids ................................................................................................................ 21 4.3 Award of the Contract .......................................................................................................... 22 4.4 Debriefing / Bid Protest Mechanism ...................................................................................... 23

ANNEXES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 ANNEX 1 INTRODUCTION AND SCOPE OF WORK ( IN THIS DOCUMENT) . . . . . . . . . . . . . . 25



Page 5 of 25

ANNEX 2 INSTRUCTIONS TO B IDDER ( IN THIS DOCUMENT) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 ANNEX 3 BID DRAWINGS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 ANNEX 4 TECHNICAL SEPCIFICATIONS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

ANNEX 3A Technical Specifications Road Maintenance ................................................................... 25 ANNEX 3B Technical Specifications Routine Maintenance Guidelines ............................................... 25 ANNEX 3C Technical Specifications Social Safeguards Framework .................................................... 25 ANNEX 3B Technical Specifications COVID-19 Guidelines ................................................................ 25

ANNEX 5 CON DITIONS OF CON TRACT BASED ON THE F IDIC SHORT FORM OF

CONTRACT AND APPENDIX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 ANNEX 5A General Conditions ..................................................................................................... 25 ANNEX 5B Particular Conditions .................................................................................................... 25 ANNEX 5C Appendix. ................................................................................................................... 25 ANNEX 5D Adjudicator’s Agreement .............................................................................................. 25

ANNEX 6 ELIGIB IL ITY FORMS TO BE COMPLETED AND SUBMITTED BY THE BIDDER 25 ANNEX 6A Bidder Information Form Questionnaire ........................................................................ 25 ANNEX 6B Certificate of Bidder’s Pre-bid Meeting and Site Visit ...................................................... 25 ANNEX 6C Certificate of Bidder’s participation in LRBT Training ....................................................... 25 ANNEX 6D Certification of Bidder’s integrity................................................................................... 25 ANNEX 6E Contractor’s Commitment to Community Employment Practices ..................................... 25

ANNEX 7 SCHEDULES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 ANNEX 7A Company Experience Questionnaire .............................................................................. 25 ANNEX 7B Contractor’s Key Personnel: Company Director & Team Leader, Engineer,

Supervisor/Foreman (3 Questionnaires)..……………………………………………………………………………………………….25 ANNEX 7C Contractor’s Equipment Questionnaire .......................................................................... 25 ANNEX 7D Contractor’s Labour Arrangements Questionnaire .......................................................... 25 ANNEX 7E Contractor’s Work Method Questionnaire ..................................................................... 25

ANNEX 8 WORK PLAN . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 ANNEX 9 BoQ . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

ANNEX 9A Preamble .................................................................................................................... 25 ANNEX 9B BoQ ............................................................................................................................ 25 ANNEX 9C Contractor’s Unit Rates Analysis .................................................................................... 25

ANNEX 10 AGREEMENT OFFER . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 ANNEX 10A Bid Submission Form on Company Letterhead ........................................................... 25 ANNEX 10B FIDIC AGREEMENT (OFFER submitted by Bidder) ........................................................ 25 ANNEX 10C Bid Submission Checklist .......................................................................................... 25



Page 6 of 25

ANNEX 1: INTRODUCTION AND THE SCOPE OF WORK

Name of this contract: Routine Road Maintenance & Spot improvement Aley

Cluster, 30.3 km hereinafter referred to as “the Project”

Employer of this contract: The International Labour Organization represented by the

International Labour Office (ILO)

The Works under this contract are

located in:

Governorates: Mount Lebanon

Municipalities: Ain Dara, Bedghane, Charoun, Ighmid,

Mechakhti, Mechrefe and Mejdel Baana (compare overview

map below)

Type of Works: Road Maintenance

Works to commence on: Date: 05/05/2021

Works to be completed on: Date: 04/05/2022

1.1 Background to ILO and EIIP Lebanon

Background to the EIIP Project

Nine years into the Syria conflict, Lebanon remains at the forefront of one of the worst humanitarian

crises of our time. The Government of Lebanon (GoL) estimates that the country hosts 1.5 million1 of

the 6.3 million Syrians who have fled the conflict since 2011 (including 952,562 registered with UNHCR

as of end of September 20182). With the highest per capita concentration of refugees in the world,

Lebanon’s social stability in many municipalities is fragile as large numbers of people increase pressure

on already stretched services, infrastructure and jobs leading to tensions between communities.

Germany, through BMZ3, is financing an employment drive called “Partnership for Prospects (P4P) –

Cash for Work” focused on Syria and its neighbours, with the purpose of creating jobs for refugees

using employment intensive construction methods and skills development, under the umbrella of the

Lebanon Crisis Response Plan LCRP. With support from BMZ through KFW, the ILO has been

implementing the Employment Intensive Infrastructure Programme (EIIP) in Lebanon since 2017.

The primary beneficiaries of the project are Lebanese host community members and Syrian refugees

in the most vulnerable areas of Lebanon who will benefit from temporary employment opportunities

through the construction activities with an equal-opportunity approach for women and men.

The core strategy of the project is to use the Employment Intensive Investment Programme approach

(EIIP) including Local Resource Based Technology (LRBT) and Decent Work Principles (DWP) to

rehabilitate and maintain public infrastructure, complemented by training for contractors and

1 LCRP 2017-2020 (2018 update). 2 UNHCR registration data as of 31 March 2018. 3 Federal Ministry of Economic Cooperation and Development



Page 7 of 25

capacity building with public institutions. The strategy has been adapted to the new context including

the deepening economic crisis with a larger share of poor Lebanese and the health crisis resulting from

the COVID-19 outbreak.

Selected projects must be suitable for implementation using a local resource based approach, and

have a high labour content. Contractors and their site supervisors, will be trained by the project,

focusing on the application of LRBT and the Social Safeguards Framework. Submission of a tender is

tied to the condition that the contractor attends the pre-tender training.

A key condition to the successful application of LRBT is the active involvement of local

communities in the planning and implementation of the works and adherence to the use of decent

working conditions. For this reason it is of critical importance that the Bidder reaches an

agreement with the involved local authorities and local leaders about various LRB “best practices”

including recruitment and and decent working conditions. Contractors must pledge commitment

to “Community Employment Practices” by signing a declaration included Annex 6E.

1.2 Scope of Work

The work of this contract is the maintenance of roads in Aley cluster including the Municipalities of

Ain Dara, Bedghane, Charoun, Ighmid, Mechakhti, Mechrefe and Mejdel Baana. Maintenance extends

the life of the roads and reduces vehicle operating costs. The EIIP road maintenance strategy combines

routine maintenance and spot improvements. The work will be carried out over one full year on a total

length of 30.3 km, divided on several different roads. Compare overview map below.



Page 8 of 25

Part 1: Spot Improvement

Some improvement works are usually required to bring roads to a good and maintainable standard

before routine maintenance can be fully effective. Therefore “spots” for repair works are selected and

an integral part of the contract that covers also performance based routine maintenance. Spot

improvement consist of a wide array of activities, which in most cases can be carried out with LRB

work methods.

The scope of repair and spot improvement is based on quantities in the BoQ. However quantities may

be adjusted by the Employer and payment based on unit rates submitted by the contractor. The

contractor will be requested to re-confirm locations and produce detailed designs and obtain

approvals in coordination with the EIIP Engineer and representative from the Ministry of Public Works

and Transport. As built drawings will be required for certain work. Works include:

Construction and rehabilitation concrete side drains to release water from road carriage way and

vicinity areas of the road;

Construction and rehabilitation of concrete or stone masonry retaining walls to prevent land slide

or road slope erosion;

Construction and rehabilitation of concrete culverts or road cross drainage structures to release

water from one side of the road to other side and discharge to a safe place;

Patching potholes and repair road shoulders;

Construction of concrete road safety barriers;

Supply and install road signs and traffic reflectors for traffic safety;

Bio-engineering work: planting trees and grass where needed to prevent road slope erosion;

Emergency works: operations due to occasional, unforeseen events that require immediate

attention to reopen the road, secure the stability of the road and/or to ensure the safety of the

road users (eg landslides, road sections or structure washouts, large trees or debris on the road

etc.). Quantities will be managed within the existing BoQ.

Part 2: Routine Road maintenance and clearing municipality towns along the selected roads

The basic objective of road maintenance is to ensure that the road that was constructed is maintained

to the extent possible to its original condition. It is accepted that over the life of the road it deteriorates

due to factors, which maintenance activities need to address. Routine Maintenance refers to the

operations required to be carried out once or twice or more times per year on a section of road. They

are typically small scale or simple, but widely dispersed, and most of them require only skilled or

unskilled manpower. Routine maintenance should be carried out on the sections of the network,

which are in good and maintainable condition.

All included road sections shall be maintained and kept in good conditions at all times. Works include:

Cleaning/clearing road side drains and storm water drain along the roads;

Cleaning/clearing culverts and road cross drainages;



Page 9 of 25

Clearing/cutting vegetation and bushes from road shoulders;

Repairing of minor erosion on slopes and shoulders;

Removal of debris, rocks and landslides

Patching potholes and sever rut (gravel roads)

Road condition inspection. This activity will be done for the entirely contract duration (1 year) to

ensure keeping road open at all time.

Clearing municipality towns along the selected roads activities include:

Clearing and collecting rubbish, rubble in public areas, road sidewalk, sweeping road surface, etc

as identified by the Municipality representative.

All the cleared materials loaded on trucks and disposed of at a safe place as instructed by the EIIP

engineer.

Use of Local Resource Based Technology and adhering to decent work principles

The Contractor shall apply Local Resource Based Technology (LRBT), where most of the Works will be

done using manual labour, while some specified works such as compaction and long distance transport

of materials will be implemented using equipment. Bidder must qualify by attending specific training

sessions organised by the ILO on ‘road maintenance and the use of LRBT’ and the mandatory pre-bid

meeting and site visit. Contractor must reach the employment targets and ensure decent work at all

times, including fair and transparent recruitment, and recruitment of women and people with

disability.

Bidder’s site inspection

Special characteristics of the site such as soil conditions, access problems and others must be

identified by the Bidder, even in the absence of an indication in these documents of any special

characteristic of the site or the Works. The responsibility of the Bidder to make its own evaluation of

the Works by site inspections, including the pre-bid inspection, and other investigations is not waived

or diminished by anything written or omitted in these instructions.



Page 10 of 25

ANNEX 2: INSTRUCTION TO BIDDER

1 INTRODUCTION

1.1 General

The Bidder is expected to examine all corresponding instructions, forms, terms and specifications

contained in the ITB documents. Failure to comply with these documents will be at the Bidder’s risk

and may affect the evaluation of the Bid.

The whole bid process will be managed electronically. Please click on hyperlink below for further

instructions.

Instructions, Condit ions and Disclaimer for the S ubmission of Electronic Documents

in ILO’s e Tendering System (eTS)

1.2 Eligible Bidders

Bidders should not be associated or have been associated in the past, directly or indirectly, with a firm

or any of its affiliates or an individual which have been engaged by the ILO to provide consulting

services for the preparation of the design specifications, and other documents to be used for the

procurement of goods, works or services to be purchased under this Invitation to Bid.

Bidders shall be legally registered in Lebanon. Government-owned enterprises in the Country may

participate only if they are independent and operate under commercial law.

Bid submission is open for contractors who have successfully completed the Local Resource Based

Technology (LRBT) training provided by the ILO. Note that a minimum of two company staff listed in

the Bid must have attained the LRBT certificate.

Bidders shall not be identified on the Consolidated United Nations Security Council Sanctions List

(CUNSCSL), World Bank’s Listing of Ineligible Firms and Individuals, and lists of sanctioned and/or

suspended vendors maintained by UN and European Union. Check against lists on the links provided

below:

UN Organizations: https://www.un.org/sc/suborg/en/sanctions/un-sc-consolidated-list

EU Sanction List: https://www.sanctionsmap.eu/#/main

1.3 Bidders qualification

Bidders must meet minimum qualification requirements to be considered for award. Bidder’s

qualification, capacity, plans and schedules shall be comprehensively completed in the Bid Submission

Forms included in Annex 6, Schedules included in Annex 7, Work Plan included in Annex 8 and BoQ

included in Annex 9.



https://www.un.org/sc/suborg/en/sanctions/un-sc-consolidated-list

https://www.sanctionsmap.eu/

https://www.sanctionsmap.eu/



Page 11 of 25

Bidders must provide information on financial capacity and previous experience. This includes listing

of all relevant projects completed in the last 5 years and demonstrating financial capacity through a

certified bank statement for the last three calendar months, with an average monthly balance of at

least USD 30,000.

Bidders must confirm in the bid submission that they will employ personnel who have been trained in

Local Resource Based Technology, and who have relevant work experience and have the capacity to

plan and organise an effective labour-based work site. Minimum site supervision capacity for this bid

is indicated in staffing schedule in Annex 7B.

Bidders must confirm access to essential equipment that meet requirements of the Project. Minimum

equipment requirement for this bid is indicated in the equipment schedule in Annex 7C.

1.4 Cost of Bid

The Bidder shall bear all costs associated with the preparation and submission of the Bid. The ILO will

in no case be responsible or liable for those costs, regardless of the conduct or outcome of the

solicitation.

1.5 ITB Schedule Summary

ITB Publishing date: 05/03/2021

Pre-bid Meeting and Site visit (mandatory): 15/03/2021

Pre-bid Training to obtain LRBT certificate (mandatory): 18/03/2021

Clarification questions, if any, related to this ITB

must be submitted by: 22/03/2021 before 15:30

ILO response to clarification questions by: 23/03/2021

Bids Submission Deadline: 01/04/2021 before 15:30 Beirut time

Estimated Contract Signature Date: 03/05/2021

Estimated Contract Start Date: 05/05/2021

1.6 Mandatory pre-bid meeting and Site Visit

The mandatory pre-bid meeting and site visit is scheduled to take place in Aley on 15/03/2021 at

10:00AM . The Bidder, at the Bidder’s own responsibility and risk, is encouraged to visit and examine

the Site, and its surroundings where the Works are to be executed and obtain all information that may

be necessary for preparing the Bid and entering into a contract for construction of the Works.

The purpose of the mandatory site visit and pre-bid meeting is to familiarize potential Bidders with

the requirements and to clarify any aspects of the ITB. The ILO reserves the right to decline to receive

without comment any bid by a company which does not attend the mandatory site visit and pre-bid

meeting.



Page 12 of 25

Once completed, each bidder will receive a Certificate of Attendance. A copy of this Certificate must

be included in the bid. Compare required bid submission forms in Annex 6.

1.7 Mandatory Pre-bid training

Bid submission is open for contractors who have successfully completed the Local Resource Based

Technology (LRBT) training provided by the ILO. Bidders will have an opportunity to participate in a

training provided by the ILO ahead of bid submission via ZOOM on 18 Mar 2021 starting at 09:00 AM.

Copies of LRBT Certificate must be included in the bid. Compare required bid submission forms in

Annex 6.

The purpose of the mandatory LRBT training is to familiarize potential bidders with the objectives of

the programme, including local resource based technology and decent work principles. The ILO

reserves the right to decline to receive without comments any bid by a company, which has not

participated in the mandatory LRBT training.

Once completed, each participant will receive a Certificate of Attendance. Copies of individual

certificates of key staff who will be involved in implementation must be included in the bid.

Bidders registering for the LRBT training may do so using the e-Tendering System’s (eTS) functionality

“Correspondence”.

1.8 Clarification Questions

Bidders requiring any clarification on technical, commercial or legal aspects of the ITB documents may

notify the ILO using the e-Tendering System’s (eTS) functionality “Correspondence”.

The ILO’s response will be provided to any request for clarification received by the deadline indicated

in paragraph 1.5 above.

The list of all questions received in due course and ILO’s answers to them (“Q&A”) will be published

on ILO eTS by the date indicated in 1.5 above. A message notifying the publication of the Q&A will be

automatically sent to all bidders that have expressed interest in participating in this ITB.

Bidders are advised to log into the eTS immediately upon receipt of such notification in order to be

promptly informed of any change that may have occurred following the clarifications provided.

2 BIDDING CONDITIONS

2.1 Submission and Receipt of Bids

In order to submit an offer in response to this tender, Bidders must firstly register with the UNGM

platform at www.ungm.org. All bidders already registered on UNGM as ILO providers must verify

that all provided contact details are complete and updated. Once your company is registered with

UNGM, you will be able to access ILO tenders using electronic submission. You will be further informed

when the EIIP Lebanon ITBs are published on UNGM.

http://www.ungm.org/



Page 13 of 25

Please click on hyperlink below for “instructions for the submission of ILO eTS”: Instructions,

Condit ions and Disc laimer for the Submission of Electronic Documents in ILO’s e

Tendering System (eTS)

Click here for a brief video tutorial on how to access ILO tenders using electronic submission and

submit your proposals online

Bidders’ offers must be submitted through the ILO eTS, available in UNGM platform

www.ungm.org, by 01/04/2021 before 15:00 Beirut time. However, whenever the use of ILO eTS

was not possible, bidders should promptly contact ILO's support service at bey-

[email protected] and request authorization to submit an offer in paper. Any request must be

duly justified. The ILO reserves the right to reject all unfounded requests. In any event, no such request

will allow for a postponement of the submission deadline. Bidders who are not able to respect such

deadline will be disqualified from the tender.

Bidders’ offers must be submitted by using the ILO eTS’ functionality “Submit my Return”. You will

have the opportunity to modify your return as many time as you want before the return submission

deadline, by hitting the button “Modify my Return” as described in the video tutorial.

The functionality “Correspondence” must not be used to submit an offer as the documents submitted

by using this functionality are not secured. The ILO reserves the right to reject all documents submitted

this way.

Bidders may upload any other document that they believe would allow for a more comprehensive

evaluation of their offer, by clicking on the button “Attach Documents”.

By submitting their proposals bidders declare that they have understood and accepted the

instructions, conditions and disclaimer to participate in the ILO eTS.

Bidders must upload all components of their offer before the submission deadline. Once the

submission deadline has expired, the system will block any further upload, even if partially completed.

Depending on the quality of bidders’ internet connection and the size of the files to be uploaded, the

upload may require significant time. It is therefore recommended that the size of each file to be

uploaded do not exceed 2 GB and that no special characters, such as \ /: *? "<> | [] $ &; ", be used to

name the files. The ILO strongly recommends that bidders begin the upload of their offer’s

components sufficiently in advance in order to allow for a complete upload of their proposal, before

the submission deadline.

It is Bidders’ responsibility to ensure that their offers are submitted in due course. All proposals

received after the submission deadline will not be considered.

The ILO reserves the right to extend the submission deadline. Should this happen, the ILO will notify

all Bidders in writing.

Offers submitted in person, by mail, facsimile (fax), electronic mail (email), or transmitted by using the

functionality "Correspondence" in the ILO eTS, are not acceptable.

The ILO reserves the right to reject any offer, which does not comply with the submission instructions.

All required information must be provided and all forms duly filled in order for the offer to be

evaluated.




https://eur01.safelinks.protection.outlook.com/?url=https%3A%2F%2Fyoutu.be%2FeSGVsSRHF2o&data=04%7C01%7Cstenstrom%40ilo.org%7Cb6e23dac9e0c451f549c08d8d96a47e6%7Cd49b07ca23024e7cb2cbe12127852850%7C0%7C0%7C637498397952095508%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=Zmi16hPD1a5P3VLoj6EL0gwiFL6n5WWnlxOFX035gp4%3D&reserved=0

http://www.ungm.org/





Page 14 of 25

2.2 Official Language

The Bid and all correspondence and documents related to the Bid shall be written in the English

language. To facilitate the Works documents may be translated into Arabic. However in case of

discrepancies between the Arabic version and the English version the English version will govern and

prevail as mentioned in the Sub-Clause 1.5.1 of the Particular Conditions (Annex 5B).

2.3 Correspondence

Any communication in connection with this ITB should be addressed to the ILO by using the ILO eTS

functionality “Correspondence” in UNGM. Bidders are requested not to contact the ILO after the

closing time, i.e. during the ITB assessment period.

Any effort by the Bidder to influence the ILO in the ILO’s bid evaluation, bid comparison, or contract

award decision may result in the rejection of the Bidder’s bid.

2.4 No Consultation

A Bidder shall not:

consult, communicate or agree with any other Bidder or competitor, with regard to price or

any other matter related to the ITB, for the purpose of restricting competition;

disclose its price, directly or indirectly, to any other Bidder or competitor, except in the case

of provision of standard public price lists;

make any attempt to induce any other person or organization to submit or not to submit an

offer for the purpose of restricting competition.

If a Bidder is found to be in breach of any of these instructions, the ILO reserves the right to exclude

the Bidder from the procedure and reject its offer.

Nothing in this paragraph shall restrict the right of a Bidder to form a joint venture, a consortium or

an association for the purpose of submitting a Bid.

Bidders submitted by a joint venture of two or more firms, as partners shall comply with the following

requirements:

a) The Bid shall include all the information requested in Annex 7A below for each joint venture

partner.

b) The Bid shall be signed so as to be legally binding on all partners.

c) All partners shall be jointly and severally liable for the execution of the Contract in accordance

with the contract terms.

d) One of the partners will be nominated as being in-charge, authorised to incur liabilities, and

receive instructions for and on behalf of any and all partners of the joint venture.

e) The execution of the entire Contract, including payment, shall be done exclusively with the

partner in-charge.



Page 15 of 25

f) A copy of the agreement entered into by the joint venture partners shall be submitted with

the Bid.

A firm shall submit only one Bid either individually or as a partner of a joint venture. A firm which

submits or participates as a Bidder in more than one Bid will cause all the proposals with the firm’s

participation to be disqualified. A firm may participate in more than one Bid only as a subcontractor.

2.5 Contract Conditions

Bidders are expected to examine carefully and comply with all instructions, forms, contract provisions

and specifications contained in these ITB documents.

By submitting a Bid, the Bidder accepts in full and without restriction these instructions. It also accepts

the Agreement (including the Appendix) and the Conditions of Contract based on the FIDIC Short Form

of Contract (also known as FIDIC Green Book) set out in Annex 5, being relied on for this bidding

procedure and resulting contract, irrespective of the provisions of the Bidder’s own conditions of sale,

which it hereby waives.

The ILO reserves the right to decline to consider without further comment any Bid which does not

accept the Agreement (including the Appendix) and the Conditions of Contract based on the FIDIC

Short Form of Contract (also known as FIDIC Green Book) set out in Annex 5.

2.6 Work on ILO Premises

If the Bidder’s personnel are required to work on ILO premises, they shall comply with the security

and safety and health arrangements established by the ILO, including applicable provisions of local

legislation. Where applicable, the Bidder shall be responsible for obtaining valid entry visas and work

permits for its employees or sub-contractors and contract commencement may be subjected to

complying with these obligations. Failure to comply with such obligations may lead to suspension of

payments under and cancellation of the contract.

2.7 Bid Currency AND Prices

All prices shall be quoted in USD.

The Bidder shall fill in rates and prices for all items of the Works described in the Bill of Quantities in

ANNEX 9. Items for which no rate or price is entered by the Bidder will not be paid for by the Employer

when executed and shall be deemed covered by the other rates and prices in the Bill of Quantities.

The Contract does not include a price adjustment clause and, rates and amounts quoted by the bidder

shall be valid for the duration of the Contract.

2.8 Incomplete Bids

ILO may reject a Bid that does not provide all the information requested which is necessary for

assessment of the Bid by the ILO.



Page 16 of 25

2.9 Changes to Bids

Changes or amendments to Bids will only be accepted if they are received before the deadline for

receipt of Bids (“return submission deadline”) and shall be submitted in accordance with the

instructions given in “Instructions for the submission of ILO eTS” clause 6 “How to modify a Return”.

2.10 Material Change(s) in Circumstances

The Bidder shall use the ILO eTS functionality “Correspondence” to inform the ILO of any change(s) of

circumstances arising during the ITB process, including but not limited to:

a change affecting any declaration, accreditation, license or approval;

major re-organizational changes, company re-structuring, a take-over, buy-out or similar

event(s) affecting the operation and/or financing of the Bidder or its major sub-contractors;

a change to any information on which the ILO may rely in assessing Bids.

2.11 ITB Document, Specifications, Drawings

The ITB documents and any specifications, plans, drawings, patterns, samples or information issued

or furnished by the ILO are issued solely for the purpose of enabling a Bid to be completed and may

not be used for any other purpose. The ITB documents and any additional information provided to

Bidders shall remain the property of the ILO.

2.12 Sub-Contracting

Sub-contracting of work to be undertaken as a result of this ITB is permitted. The ILO reserves the right

to approve any subcontractor that was not included in the ITB Submission Form and request a copy of

the sub-contracting agreement between the Bidder and its subcontractor(s).

2.13 Bid Validity

The validity of a Bid shall be 90 days commencing from the time and date of the closure of Bids stated

in paragraph 1.5 above. The ILO reserves the right to request an extension of the period of validity of

Bids, and to modify or exclude any of the terms of this ITB, at its sole discretion.

2.14 Notification of Contract Award

The ILO will evaluate the Bids based on the Bidders’ responses to the requirements set out in the ITB

documents. Each Bidder will be informed of the decision reached concerning the award of the

contract.

2.15 Publicity

During the ITB process, a Bidder is not permitted to create any publicity in connection with the ITB.



Page 17 of 25

2.16 Amendment(s) of Bidding Documents

At any time prior to the deadline for submission of Bids, the ILO may amend the ITB by issuing an

Addenda. Any Addendum thus issued shall be part of the ITB and shall be communicated in writing to

all Bidders.

To give prospective Bidders reasonable time in which to take the amendment into account in

preparing their Bids, the ILO may extend the deadline for submission of Bids.

3 CONTENT OF BID (ANNEX 3 TO ANNEX 10)

Carefully study all documents included in Sections 3.1-3.3 and complete and submit all information

requested in Sections 3.4-3.10 through the online platform. Information will be completed on (i)

available Questionnaires, (ii) document templates that are downloadable, completed and uploaded

and finally (iii) some documents, e.g. certificates must be uploaded by the Bidder. All uploaded

documents must be signed by the Bidder. See section 3.4-3.10 below.

3.1 Bid Drawings (Annex 3)

Bidder must study Bid drawings included in Annex 3. They are an integral part of the Bid and

subsequent contract.

3.2 Technical Specifications (Annex 4)

Bidder must study Technical Specifications included in Annex 4. Technical Specifications comprise (i)

Technical Specifications for Road Maintenance corresponding to each BoQ item (ii) Guidelines for

management of Routine Maintenance (iii) Social Safeguards Framework and (iv) EIIP Lebanon COVID-

19 Guidelines. These specifications are an integral part of the Bid and subsequent contract.

3.3 Conditions of Contract based on the FIDIC Short Form of

Contract and Appendix (Annex 5)

Bidders are strongly encouraged to study all documents contained in Annex 5 (see annexes

5A, 5B, 5C and 5D), which will be an integral part of the contract to be awarded by the

Employer to the selected Bidder. The Adjudicator’s Agreement template included in Annex 5D

will be completed following award of the contract.

3.4 Eligibility forms to be Completed and Submitted by Bidder

(included in Annex 6)

Bidders shall complete and include the following information, eligibility forms in Annex 6A-6E:

Annex 6A: Bidder Information Form, including



Page 18 of 25

Latest certificate of registration of business (Mandatory)

Trade Name Registration (Mandatory)

Tax Registration (Mandatory)

Certified Bank Statement (Mandatory

Project Management Organogram (Mandatory)

Selected pages from Company Profile (max 10 pages)

[Questionnaire + upload of signed mandatory company documentation]

Annex 6B: Certificate of Bidder’s participation in the Pre-bid Meeting and Site Visit [Upload signed

Certificate]

Annex 6C: Certificate of Bidder’s participation in LRBT training [Upload signed Certificate(s)]

Annex 6D: Certification of Bidder’s integrity [Download, sign and upload certification]

Annex 6E: Contractor’s Commitment to Community Employment Practices [Download, sign and

upload certification]

3.5 Forms, Schedules and Information to be Completed and

Submitted by Bidder (included in Annex 7)

Bidders shall complete and include the following information, schedules and documents in Annex 7A-

7E. Note that the bid evaluation committee will assess the quality of provided information (see Section

4 on Evaluation below): [These are all Questionnaires and should be completed online, some include

additional documents that are required to be uploaded]

Annex 7A: Contractor’s Capacity and Experience

General Information: summary of company profile including the upload of copies of

documents defining the constitution or legal status, place and date of registration, and

principal place of business, organizational structure, written power of attorney of the

signatory if other than Company owner.

A sound financial position for the past three years as confirmed by audited balance sheets or

other financial statements acceptable to the ILO, including certified monthly bank statement

for each of the last three months preceding Bid submission, showing an average monthly

balance of at least 30,000.

Experience in the construction of works of a nature and complexity similar to the Works of no

less than Three (3) projects, in the last five years.

Annex 7B: Contractor’s Key Personnel

Suitably key site management and technical personnel to fill the positions, qualifications and

experience requirements, including personnel who have been trained in Local Resource Based

Technology (LRBT) with the relevant work experience and capacity to plan and organize an

effective labour-based work site. Including a minimum of One (1) Site Engineer and Two (2)

Site Supervisors holding LRBT Training Certificates. CVs must be completed online and LRBT

Certificates uploaded.



Page 19 of 25

Annex 7C: Contractor’s Equipment

Availability of the essential equipment or alternative equipment proposed by the Bidder and

proposals for its timely acquisition (own, lease, hire rental, loan, etc.). The Bidder must include

proof of ownership or rental agreement for equipment required for this Bid, including: Two

(2) dump trucks, Two (2) mechanical compactor/plate compactor, One (1) vibrating roller

(min. 3 tons capacity), Two (2) small concrete mixers, One (1) excavator, and other as

required.

Annex 7D : Contractor’s Labour Arrangements

Bidder shall indicate how they intend to carry out the work to ensure optimal use of local

resources whilst at the same time not compromising on time or quality of works. Details of

labour arrangements include but are not limited to worker days, number and organisation of

workers, recruitment procedure and wage payments, labour cost etc.

Note that unskilled workers should be offered 40 days of work, and thereafter be replaced by

other unskilled workers from the community. This labour rotation must be well explained to

the workers, before they sign their employment contracts, and the work must be well-planned

to accommodate this rotation policy. Note, a minimum of 8,000 worker days must be

generated for unskilled and skilled labour, and the unskilled and skilled labour cost must be

no less than 30% of total project cost.

Annex 7E: Contractor’s Work Method

Bidder shall indicate how they intend to carry out the work to ensure optimal use of local

resources whilst at the same time not compromising on time or quality of works. Required

details include but are not limited to materials supply, quality assurance, subcontracting,

reporting, risk and mitigation strategy etc.

3.6 Work Programme (Template included in Annex 8)

The work plan template is included in Annex 8. Note that there are two work plan templates, one for

Spot Improvement and one for Routine Maintenance. Note also BoQ item 1.9, which include

identification and design of spot improvement activities. The detailed work programme must include

labour input by activity (timing and worker days). Labour content will be assessed, it should be

optimised, adhering to principles of LRBT, and be realistic. See Annex 7D.

Annex 8: Work Plan template [Download, complete and upload]

3.7 Bill of quantities (Unpriced BoQ included in Annex 9)

The unpriced BoQ template is included in Annex 9B. The Bidder is requested to fill in the unit prices

and calculate of the total amount for each item of work. The BoQ must include labour input by activity

(cost and worker days). Labour content will be assessed, it should be optimised, adhering to principles

of LRBT, and be realistic. See Annex 7D.



Page 20 of 25

The ILO will use the cost from this BoQ for price assessment purposes, and use the unit rate in the

event that both parties agree on adjustments to the indicated quantities.

Bidders must read the BoQ Preamble carefully included in Annex 9A and note that the Bill of Quantities

shall be read in conjunction with the Instructions to Bidders (Annex 2), Drawings (Annex 3), Technical

Specifications (Annex 4) and General and Particular Conditions (Annex 5).

Contractor’s Unit Rates Analysis must be submitted for the following items

In association with the Bill of Quantities the Bidder must submit to the ILO their unit rate analysis

indicating basic material costs and labour, for the following key activities:

1) Excavate for foundation of concrete drain and retaining wall by manual labour (BoQ Item 3.1a)

2) Supply and construct reinforced concrete U-channel (BoQ Item 3.4a)

3) Supply and construct cyclopean concrete retaining wall (BoQ Item 3.5)

4) Supply and construct stone masonry retaining wall (BoQ Item 3.6)

Annex 9B: Unpriced BoQ [Download, complete and upload] Annex 9C: Contractor’s Unit Rates Analysis [Download template, complete and upload – 4 items listed

above]

3.8 OFFER section of the Agreement (Form included in Annex 10)

Duly filled in Offer for the whole Works, based on the priced Bill of Quantities or priced schedule of

Activities submitted by the Bidder. Please also complete and sign the Company Bid Submission form

and indicate duration of bid validity. Finally, once the Offer is prepared, it is strongly recommended to

complete the Bid Submission Checklist (Questionnaire) to make sure that the bid submission is

complete.

Annex 10A: Bid Submission Form on Company Letterhead [Download template sign and upload]

Annex 10B: Agreement OFFER and ACCEPTANCE Letter [Download Offer Letter, sign and upload]

Annex 10C: Bid Submission Checklist [Complete Questionnaire!]

4 EVALUATION OF BIDS AND CONTRACT AWARD

4.1 Preliminary Evaluation

Prior to the detailed evaluation of each Bid, the ILO will undertake a preliminary examination. Bids

will not be considered for further evaluation in cases where:

The Bidder does not meet the eligibility criteria;

They are incomplete (i.e. do not include all required documents as specified in ANNEX 1

INTRODUCTION AND SCOPE OF WORK (IN THIS DOCUMENT)

ANNEX 2 INSTRUCTIONS TO BIDDER (IN THIS DOCUMENT) ANNEX 3 BID DRAWINGS ANNEX 4 TECHNICAL SPECIFICATIONS ANNEX 4A Technical Specif ications Road Maintenance ANNEX 4B Technical Specif ications Routine Maintenance Guidelines ANNEX 4C Technical Specif ications Social Safeguards Framework



Page 21 of 25

ANNEX 4B Technical Specif ications COVID -19 Guidel ines

ANNEX 5 CONDITIONS OF CONTRACT BASED ON THE FIDIC SHORT FORM OF CONTRACT AND APPENDIX ANNEX 5A General Condit ions ANNEX 5B Particular Condit ions ANNEX 5C Appendix ANNEX 5D Adjudicator’s Agreement

ANNEX 6 ELIGIBILITY FORMS TO BE COMPLETED AND SUBMITTED BY THE BIDDER);

The Original Offer is not signed by the duly authorized individual of the

organization/company; and

The validity period of the Bid is not in accordance with the requirements of the ITB as

specified in 2.13 Bid Validity.

4.2 Evaluation of Bids

Bids will be reviewed and evaluated by an Evaluation Panel to determine if the Bid is substantially

responsive to the requirements of the Bidding Documents.

A substantially responsive Bid is one which conforms to all the terms, conditions, and specifications of

the Bidding Documents, without material deviation or reservation. A material deviation or reservation

is one:

a) which affects in any substantial way the scope, quality, or performance of the Works;

b) which limits in any substantial way, inconsistent with the Bidding documents, the ILO’s rights

or the Bidder’s obligations under the Contract; or

c) whose rectification would affect unfairly the competitive position of other Bidders presenting

substantially responsive Bids.

If a Bid is not substantially responsive, it will be rejected by the ILO, and may not subsequently be

made responsive by correction or withdrawal of the nonconforming deviation or reservation.

After evaluation of all responsive Bids, and prior to award of the Contract, the successful Bidder shall

agree to a reference check from the Bidder’s bankers and previous employers to verify:

General construction experience and performance in the last three years.

Average annual turnover of construction work in the last three years.

Information regarding any litigation, current or during the last five years.

Liquid assets and/or credit facilities.

Other contractual commitments.

Corrections of Errors

Bids determined to be substantially responsive will be checked by the ILO for any arithmetic errors.

Errors will be corrected by the ILO as follows:

a) Where there is a discrepancy between the amounts in figures and in words, the amount in

words will govern; and



Page 22 of 25

b) If a Bill of Quantities is used and there is a discrepancy between the unit rate and the line item

total resulting from multiplying the unit rate by the quantity, the unit rate as quoted will

govern, unless in the opinion of the ILO there is an obviously gross misplacement of the

decimal point in the unit rate, in which case the line item total as quoted will govern, and the

unit rate will be corrected.

c) If there is an error in a total corresponding to the addition or subtraction of subtotals, the

subtotals shall prevail and the totals shall be corrected.

The amount stated in the Bid will be adjusted by the ILO in accordance with the above procedure for

the correction of errors and, with the concurrence of the Bidder, shall be considered as binding upon

the Bidder. If the Bidder does not accept the corrected amount, its Bid will be rejected.

If a bid total is substantially above or below (+/- 20%) the Engineer’s estimate then that Bid will be

deemed unresponsive.

To assist in the examination, evaluation, and comparison of Bids, the ILO may, at the ILO’s discretion,

ask any Bidder for clarification of the Bidder’s Bid, including breakdowns of prices. The request for

clarification and the response shall be in writing but no change in the price or substance of the Bid

shall be sought, offered, or permitted except as required to confirm the correction of arithmetic errors

discovered by the ILO in the evaluation of the Bids.

4.3 Award of the Contract

The ILO will award the contract to the eligible Bidder who provided a Bid determined to be

substantially responsive to the Bidding Documents and who has offered the lowest-priced technically

compliant bid.

A bidder may submit bids for several ITBs if they are tendered in parallel. If the bidder submitted the

lowest responsive bid for more than one ITB, then the ILO shall assess whether the Bidder has the

capacity to implement more than one contract.

The ILO reserves the right to accept or reject any Bid in whole or in part, to annul the solicitation

process and reject all Bids at any time prior to the issue of the purchase order, without thereby

incurring any liability to the affected Bidder(s) or any obligation to provide information on the grounds

for the ILO’s decision(s).

Awarding of the contract arising from this ITB will be made at the absolute discretion of the ILO. The

ILO's decision to award the contract to a preferred Bidder shall not be questioned by any other Bidder.

The Contract or the benefit of the Contract shall not be assigned, subcontracted or otherwise

transferred by the successful Bidder in whole or in part, without ILO’s prior written consent, to be

given at its sole discretion.

Signing of the Agreement

Having decided which Bid to accept, the ILO will countersign the Acceptance section of the Agreement

in the two originals submitted by the winning Bidder (whose Bid has been accepted) and will return a

complete original of the Agreement to the winning Bidder. The Contract will come into effect upon

receipt by the winning Bidder of its original.



Page 23 of 25

Payment Terms

The following schedule of payment shall apply under the contract:

a) Interim payments

Within 28 days of delivery to the ILO of each progress statement certified by the relevant

Project Field Engineer, the ILO shall pay to the Contractor the amount shown in the

Contractor’s statement, less deduction for retention, 15% will be withheld on each interim

payment, and less any amount for which the ILO has specified reasons for disagreement,

including unsatisfactory delivery or incorrect invoice. The ILO shall not be bound by any sum

previously considered by it to be due to the Contractor. The ILO may withhold interim

payments until it receives the performance security under Sub-Clause 4.4 of the General

Conditions and Sub-Clause 4.4.1 of the Particular Conditions (Annex IV).

b) Completion payment

Completion payment, up to 85% of the total contract sum will be issued based on successful

completion of the Works upon submission of the completion certificate and upon approval by

the ILO.

c) Return of 2/3 of Retention monies

Payment of 2/3 of the retention (10% of the contract sum) upon successful completion of

works within 14 days after issuing the notice under General Conditions Sub-Clause 8.2 and

Particular Conditions 11.4.

d) Final payment

The remainder of the retention (5% of the contract sum) shall be paid by the ILO to the

Contractor within of 14 days after either the expiry of the Defects and Liability period of 180

days, or the remedying of notified defects or the completion of outstanding work, all as

referred to in General Conditions Sub-Clause 9.1 and Particular Conditions 11.5, whichever is

the later. No more payments are possible on the contract.

Performance Security

Note that a Performance Security in the form of a Performance Bond is not required for this bid.

However, as described above retention of 15% will be withheld on each interim payment, and will

serve as the performance security until works completion and a guarantee until completion of the

defects and liability period.

4.4 Debriefing / Bid Protest Mechanism

The ILO is committed to ensure that all its bidding processes are conducted in a fair and transparent

manner. A Bidder who participated in a formal ILO solicitation process and believes that he/she has

been treated unjustly or unfairly, or who would simply like to receive clarifications on his/her

unsuccessful proposal (“debriefing”), must submit a request by email to [email protected]

within ten (10) business days after receiving the ILO notification of regret. The Bidder will be contacted

upon receipt of their request and will be invited to a debriefing session.




Page 24 of 25

4.4.1 Debriefing process

The purpose of the debriefing is to discuss the strengths and weaknesses of the proposal. If the Bidder

believes they have been treated unjustly or unfairly this debriefing will provide the rational of the ILO’s

decision. The ILO will not disclose any technical or financial information related to offers received by

other Bidders who participated to the solicitation, nor the evaluation scores or other details from the

tender process.

Debriefing will normally be conducted via teleconference by the Procurement Officer in charge of the

relevant solicitation at an agreed time with the Bidder.

Should the Bidder not be satisfied with the clarifications provided during the debriefing, they may file

a protest to the Chief, PROCUREMENT as described below.

4.4.2 Bid Protest

A Bidder who is not satisfied with the debriefing outcome, may lodge a protest to the ILO Chief,

PROCUREMENT, by sending an email to [email protected]

The protest must be sent within ten (10) business days after the debriefing has taken place. The ILO

will acknowledge receipt of the protest.

In the protest, the Bidder must provide the following information:

1) Company and contact name, address, telephone number, fax number and email; 2) The solicitation number and title, the contracting office and the name of the officer who has

been leading the tender process; 3) The date of debriefing; and 4) The reasons for the protest together with copy of any documentation in support of the

allegations.

The Chief, PROCUREMENT will perform a receivability review of the protest to determine if it was

timely and correctly submitted and complies with the requirements set out above. The Bidder will be

notified whether the protest is receivable in writing within ten (10) business days after receipt of the

protest. A decision rejecting the receivability of the protest is final and not subject to further appeal

or recourse.

If the protest is deemed receivable, the ILO will conduct an inquiry to determine its merits. The Bidder

will be notified of the ILO decision as soon as it is available. The decision on the merits of the protest

is final and not subject to further appeal or recourse.

4.4.3 Allegations of Misconduct or Fraud

Allegations of misconduct or fraud must be addressed by the Bidder to the ILO Treasurer and Financial

Comptroller TR/CF (email: [email protected]) and to the ILO Chief, Internal Auditor Office (email:

[email protected]). The allegations will be investigated in accordance with ILO’s investigating procedures.






Page 25 of 25

ANNEXES ANNEX 1 INTRODUCTION AND SCOPE OF WORK (IN THIS DOCUMENT) ANNEX 2 INSTRUCTIONS TO BIDDER (IN THIS DOCUMENT) ANNEX 3 BID DRAWINGS ANNEX 4 TECHNICAL SPECIFICATIONS ANNEX 4A Technical Specif ications Road Maintenance ANNEX 4B Technical Specif ications Routine Maintenance Guidelines ANNEX 4C Technical Specif ications Social Safeguards Framework ANNEX 4B Technical Specif ications COVID -19 Guidel ines

ANNEX 5 CONDITIONS OF CONTRACT BASED ON THE FIDIC SHORT FORM OF CONTRACT AND APPENDIX ANNEX 5A General Condit ions ANNEX 5B Particular Condit ions ANNEX 5C Appendix ANNEX 5D Adjudicator’s Agreement

ANNEX 6 ELIGIBILITY FORMS TO BE COMPLETED AND SUBMITTED BY THE BIDDER

ANNEX 6A Bidder Information Form Questionnaire ANNEX 6B Certif icate of Bidder’s Pre -bid Meeting and Site Visit ANNEX 6C Certif icate of Bidder’s part icipation in LRBT Training ANNEX 6D Certif ication of Bidder’s integrity ANNEX 6E Contractor’s Commitment to Community Employmen t Practices

ANNEX 7 SCHEDULES ANNEX 7A Company Experience Questionnaire ANNEX 7B Contractor’s Key Personnel : Company Director & Team Leader, Engineer, Supervisor/Foreman (3 Quest ionnaires) ANNEX 7C Contractor’s List of Equipment Quest ionnaire ANNEX 7D Contractor’s Labour Arrangements Questionnaire ANNEX 7E Contractor’s Work Method Quest ionnaire

ANNEX 8 WORK PLAN ANNEX 9 BoQ ANNEX 9A Preamble ANNEX 9B BoQ ANNEX 9C Contractor’s Unit Rates Analysis

ANNEX 10 AGREEMENT OFFER ANNEX 10A Bid Submission Form on Company Letterhead ANNEX 10B FIDIC AGREEMENT (OFFER submitted by Bidder) ANNEX 10C Checkl ist Quest ionnaire