Terms of Reference (TORs) for - UNICEF · PDF fileTerms of Reference (TORs) for ... testing and commissioning for eight (8) diesel ... Defective material/ component shall be repaired

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UNICEF JORDAN – RFP: TORs

Terms of Reference (TORs) for:

Assignment The design, procurement, construction, installation, and

testing and commissioning for eight (8) diesel generator

systems in schools in Al-Zatari camp.

Location Za’atari Camp, Jordan

Duration Estimate 60 calendar days

Start date TBC

Reporting to UNICEF School Construction Engineer

Closing date for proposals 28 September, 2017

1. JUSTIFICATION/BACKGROUND

UNICEF Jordan and partners continued to work on providing access for Syrian children to formal

education. Since the beginning of its operations in 2012, UNICEF and the MoE have established

17 school complexes in the refugee camps, which aim at providing learning opportunities for all

children not accessing any form of education in Jordan. With the objective to improve the overall

quality of education services, UNICEF together with the Ministry of Education plans to provide

access to electricity in 8 schools in Al-Zatari camp before the 2017 winter season.

2. OBJECTIVE AND TARGETS

The objective of the project is to provide eight (8) schools in Al-Zatari camp with electrical

power for lighting and HVAC systems through prime diesel generators.

Here below the target schools:

School # District # School Name No.

Admin

rooms

No.

Classrooms

No.

KGs

CWD

Resource

Centers

4 3 American School 2 12 2 1

6 3 Kuwati school 2 12 6 1

9 4 Wasfi 3 12 0 1

7 12 Kuwati School 2 12 6 3

5 7 Omani School 4 14 2 1



12 11 Qadesyeh 2 10 0 0

Total 19 98 24 8

3. SCOPE OF THE WORK

This Scope of Work include but not limited to designing, procuring, constructing, installing,

testing, and commission for 8 diesel generator systems with all of its associated accessories and

material on turnkey basis, such material/ accessories / works including the following:

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Diesel Generator

Sound/ weather proof canopy

Fuel tank and accessories

Generator base/ fencing and sun shades

Earthing System

Main Distribution Board

ATS

Cabling

Lighting units

Air conditioning units

Sockets

SMDB/ room breaker

Excavation work, manholes and civil work

Electrical works

The contractor should carefully review this terms of references (TORs), the technical

specifications, layouts, Bill of Quantities (BoQs) and Single -line Diagram (SLD). It shall be

emphases here that schools have no typical design or model, thus each schools design, load,

and equipment varies from school to another.

4. EXPECTED DELIVERABLES ( WORKS)

The expected deliverables are the provision of eight (8) schools in Al -Zatari camp with electrical

power for lighting and HVAC systems through prime diesel generators. This will include the

following works and services:

4.1. Warranty

Material and works shall be covered by warranty period of a minimum one year against

defective workmanship and material, while the generator warranty shall cover 2,000 working

hours or one year which ever occur first.

During the one year warranty period, any equipment is found to be defective due to faulty

materials, faulty design or inferior quality it shall be repaired or replaced at site free of charge

by the contractor at his own cost.

Defective material/ component shall be repaired/ replaced 3 days after problem notification.

The warranty period shall commence from the date of project hand over.

4.2. Spare parts

The bidder should propose spare parts list for 2,000 hours of operation, including but not limited

to: engine oil, oil filters, belts, air filter and fuel filter.

The bidder is responsible for replacing spare parts during the warranty period.

4.3. Preventive Maintenance

The bidder should perform preventive maintenance visits, one visit each month for 1 year of

operation.

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The preventive maintenance activities should include but not limited to: visual inspection,

replacing the spare parts, checking the overall system performance and parameters.

Air conditions filter shall be cleaned 4 times/ year.

4.4. Excavation Work

The Contractor shall carry out all required trench excavation for the installation of underground

piping and electrical cables. In general, this includes:

Removal of existing surface materials and facilities;

Excavation from the trench of all materials of whatever kind encountered so that

underground piping and electrical services can be placed;

Provide PVC pipes and its accessories; the pipes fill factor should not exceed 55 %, one;

One pipe shall be left empty;

Trench backfilling;

Disposal of excess excavated material;

Providing warning tapes;

Covering the ditches with base course material;

Cable laying shall be underground when applicable.

Each ditch shall have the following dimensions as minimum: depth 80 cm, width 40 cm.

Suitable clearance between cables conducts shall be made according to the national standards

and to the satisfaction of UNICEF Engineer.

4.5. Civil Works

A generator foundation shall be designed and constructed by the contractor, the foundation

space shall be sufficient to place the generator, canopy, and the fuel; the base shall meet the

following:

The base should made of reinforced steel concrete;

The mounting base should be firm enough to bear the designated load in accordance to

the local standards and manufacturer instructions;

The foundation should be levelled at least 30 cm above the ground level to maintain

cleanliness;

Each base should have a minimum dimension of 3X 6 meters;

Ensure that the foundation will be able to support 1.5 times of the total wet weight of

the generator, design calculations shall be provided;

For some schools both MDB and ATS panels will be mounted on the base, this is presented in

the layout drawings.

4.6. Fencing and Sun Shade

The contractor shall provide design, supply and install fencing according to the following:

Galvanized fence rectangular mesh network with 2m high;

Steel vertical poles with 1.5 mm thickness shall be fixed on the corner of the concrete

foundation;

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Front door shall be supplied and installed;

All the necessary work for proper fencing shall be performed to the satisfaction of

UNICEF Engineer;

The contractor is also responsible for design, supply and install sunshade according to the

following:

Made of corrugated sheet, and should cover the generator base;

Must be installed using the vertical poles;

3 m elevated at 10 degree tilt angle.

4.7. Earthing System

The contractor shall design, supply, erect earth pit in accordance with the local standards.

The contractor shall design the earthing system to achieve a maximum of 5 Ohm earth

resistance.

The earth test shall be performed by the contractor and witnessed by UNICEF Engineer.

4.8. Testing and Commissioning

The acceptance test shall be performed by the contractor.

UNICEF is entitled to nominate third party for testing and commissioning.

The Contractor shall provide all test instrument. The instruments must be calibrated within six

(6) months of the acceptance test.

Test shall be performed at full load for each school.

Testing and commissioning shall be witnessed by UNICEF.

Leakage testing shall be performed for each AC unit.

4.9. Submittals

The Contractor shall provide four (4) hard-copy sets of the final Project as-built documentation

including:

All as-built engineering drawings and specifications;

Vendor Drawings and Data;

Instruction Manuals;

Installation, Operation and Maintenance Manuals;

Spare Parts Lists;

The Contractor shall provide also provide by mail electronic as-built documentation, including

executable CAD files and “.pdf” versions of all design drawings.

5. REALISTIC DELIVERY DATES

Works shall be completed in 60 calendar days starting from commencement date. Advantage

will be given to the Bidders with shortest delivery period.

Bidders must submit a delivery time schedule per each LOT. The estimated number of delivery

calendar days must be specified.

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In case of delays in delivery, as per proposed calendar, a penalty will be applied of 0.5% of

contract value per day, until a max 10% of contract value.

6. PERFORMANCE INDICATORS FOR EVALUATION OF RESULTS

UNICEF worldwide has been taking actions to reduce their environmental footprint. UNICEF

remains committed to increase its contribution to environmental sustainability and to enforce

operational practices that minimize the environmental and noise impact of HVAC and generator

equipment.

The appointed Contractor(s) shall be required to maintain a high level of workmanship,

applying work methods and materials with low impact to the environment.

The appointed Contractor(s) shall be required to compile and maintain a register of

equipment, conduct a Leak Audit and provide evidence of Leak testing.

Contractor(s) to provide Compliance Certificates on the completion of work where

required.

UNICEF supports the achievement of Sustainable Development Goals, Target 8.7, which

provides that States take “immediate and effective measures to … secure the prohibition and

elimination of the worst forms of child labor, including recruitment and use of child soldiers, and

by 2025 end child labor in all its forms”. The contractor shall acknowledge it will not hire children

under the age of 18 and that it will prohibit its affiliates hired for the performance of obligations

under this contract from hiring children under the age of 18.

The contractor shall acknowledge there will be no discrimination in hiring, compensation, access

to training, promotion, termination or retirement based on race, caste, national origin, religion,

age, disability, gender, marital status, sexual orientation, union membership or political

affiliation.

Should UNICEF require a programme showing the key activities for any requested works, it

should illustrate the following:

The start and completion dates for each of the activities.

The order and timing of operations which the Contractor plans to provide UNICEF with.

7. FREQUENCY OF PERFORMANCE REVIEWS

Regular meetings, system verification and inspections reports.

The Contractor(s) shall provide UNICEF periodically with a written record, in schedule form,

including the number and description of staff employed on site.

8. REQUEST FOR PROPOSALS (RFP)

8.1. Bidders Eligibility

UNICEF Jordan is seeking a Contractor that has the depth, breadth and quality of resources

necessary to complete all phases of this contract. The following are the minimum qualifications

required for any bidder:

https://sustainabledevelopment.un.org/topics/sustainabledevelopmentgoals

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This RFP is open for all nationalities, international bidders shall have local

representative, who is active and registered in Jordan, registration certificates must be

provided.

If a prospective bidder is compliant to ISO standards, proof of such certification needs

to be provided.

Further membership of any other bodies or applicable Institutes/Counsels should be

provided.

The bidder’s experience will be considered in the technical evaluation. Similar project

references should be included in the offer.

Bidder should have enough experience and technical staff to carry out design,

installation and maintenance, the technical team shall consist of the following as

minimum:

No. Position Description Years Exp.

1 Project Manager (Contractors Representative) 8 years

2 Electrical Engineer 3 years

3 Civil Engineer 2 years

4 Safety Officer 2 year

5 Maintenance officer 5 years

Name, experience, certificates and CVs of the engineering staff who will carry out the

installation and maintenance should be included.

The bidder must nominate Project Manager (PM) who will lead the project team during

the implementation of the project.

The bidder should have supplied and implemented similar systems with the same

nature and capacity, evidence of performing 3 similar works shall be submitted along

with the offer, non-compliance to this condition will result in disqualification.

8.2. The RFP Document

The documents of this request for proposal consist of:

This document

Annex I :The TOR and the scope of Work

Annex II: The technical Evaluation and Weight.

Annex 3: UNICEF conditions for Contracts

Annex 4: The Bidder Forms

Annex 5: Technical Specifications, School Layouts and Single-line Diagram (SLD)

Annex 6: Bill of Quantities (BoQs)

The documents forming the Contract are to be taken as mutually explanatory of one another.

The priority of the documents is as stated in the relevant UNICEF specific contract.

Other documents, including documents issued for information purposes only to Bidders, will not

form part of the Contract. This includes (but is not limited to):

Any information submitted but not called for in this RFP or in post-tender clarifications

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Completed Bidder Capacity Questionnaire.

This RFP document.

Where required, a request for the detailed breakdown of the tender price and / or rates.

8.3. RFP process calendar

Element Date Time

RFP issued August 6th, 2017

Notice of Intend to Respond to RFP due September 11th, 2017 12 PM

Pre-bid Meeting & Site visit September 17th, 2017 10 AM

Final date for the receipt of Queries September 19th, 2017 4 PM

Final date for answering to Queries September 21st , 2017 4 PM

RFP Submission date September 28th, 2017 12 PM

8.4. Pre-bidding meeting and site visit

Bidders are strongly advised to visit the site and assess the site conditions before submit their

bids, a one day visit will be managed by UNICEF. Interested Bidder may submit their ID, driver

license and car plate 3 days before the site visit date.

UNICEF shall host a pre-bid conference or meeting to provide guidance to participating

companies on the layout, content and submission requirements of the RFP and to address any

queries that Bidders may have in relation to the project.

Attendance at the pre-bid meeting is not obligatory but is recommended in order that bidders

can receive further detail on the bidding process.

Questions at the pre-bid meeting will be limited solely to the bidding process and the submission

requirements. Questions of a technical nature will not be answered and should be submitted

in writing.

Any clarifications arising from this meeting will be circulated to all Bidders in writing following

the pre-bid meeting.

The time and venue of the pre-bid meeting and site visit indicated in the RFP calendar will be

confirmed to the interested bidders.

8.5. RFP procedures

The language of Proposals, as well as of any communication between parties, shall be English.

Bidders are advised to use high quality material as this will have essential role in the bidders’

selection and evaluation process.

All rates must be inclusive of providing site management/supervision, tools, travel, material and

labor as well as Health & Safety measures.

The bidder must include in his scope of work and price any civil work activities necessary to

complete the project as per existing conditions at site to the satisfaction of UNICEF Engineer.

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Bidders shall submit the data sheets with detailed technical specifications for the system

components, as well as the drawings and installation layout.

The installation cost quoted shall include all necessary accessories required to run the system,

even if not listed in the Bill of Quantities (BoQs).

If any Bidder fails to price any item in the Bill of Quantities his offer will be disqualified.

Once the design, layout, and specifications are approved by UNICEFF, the bidder shall not make

changes to the design and site layout without UNICEF prior review and approval.

RFP documents are available to Bidders for tendering purposes only. These documents must not

be used for any other purpose.

In no circumstances shall UNICEF, its advisers, Contractors, servants and/or agents incur any

liability or responsibility for the legality, validity, effectiveness, adequacy or enforceability of any

documentation executed, or which may be executed, in relation to the contract entered into

between the parties.

No reliance shall be placed on any information or statements contained in these documents and

no representation or warranty, express or implied, is, or will be, made in relation to such

information. Bidders must make their own assessment of the adequacy, accuracy, and

completeness of these documents.

Any costs associated with the submission of a tender are the sole responsibility of the Bidder

and will not be reimbursed by UNICEF.

Nothing in this RFP is, nor shall be relied upon as a promise or representation as to UNICEF’s or

UNICEF’s ultimate decision in relation to the award of a Contract.

UNICEF reserves the right to take such steps at it considers appropriate, including (but not

limited to):

make adjustments to the tender process, as are deemed in the best interests of UNICEF

and UNICEF.

discuss and award separate or multiple contracts for the elements covered by this RFP

in any combination it may deem appropriate at its sole discretion;

modify or exclude any consideration, information or requirement contained in this RFP;

Add new considerations, information or requirements at any stage of the procurement

process, including during negotiations with Bidders.

No legal relationship or other obligation shall arise between any Bidder and UNICEF unless and

until a Contract has been entered into and the successful tender offer and any conditions

precedent to its effectiveness have been fulfilled.

This RFP, or any part thereof, and all copies thereof, must be returned to UNICEF, upon request.

It is understood that this RFP is confidential and proprietary to UNICEF, and contains privileged

information, part of which may be copyrighted. It is communicated and received by the Bidder

on the condition that no part thereof or any information concerning it may be copied, exhibited

or furnished to others without the prior written consent of UNICEF, except that Bidder’s may

exhibit the specifications to their prospective sub-contractors for the sole purpose of obtaining

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offers from them. Bidders will be bound by the contents of this paragraph whether or not they

submit a proposal or respond in any other way to this RFP.

UNICEF intends to award the Contract(s) to a firm, or firms, evaluated as providing the most

advantageous solution and best value to the respective organizations. “Best value” is defined as

a price that is commensurate with the benefits envisaged in the technical proposals, assessed

by UNICEF’s criteria to evaluate the bids, in its own interest.

In submitting proposals, it is expected that Bidders will have taken into account all aspects

relevant to the proposed contract and will have obtained all necessary data and information as

to risks, contingencies and other circumstances which may influence or affect their proposal.

The proposal must be manually signed by an authorized official of the Bidder’s firm.

Proposals shall remain valid for acceptance for a minimum of 90 days period. In submitting its

proposal, the Bidder affirms that it is providing an irrevocable offer to undertake the works for

the duration stated herein.

In exceptional circumstances, UNICEF may solicit the Bidder's consent for an extension of the

period of validity. The request and the responses shall be made in writing.

Any ambiguity, discrepancy, error, or omission should be notified to UNICEF who will endeavor

to clarify or correct. Where UNICEF does not satisfactorily address items raised by the Bidder

during the tender phase, this shall be noted in the Bidders proposal.

Should the Bidder wish to amend or modify the submission requirements of this RFP in

submitting their bid, they shall prepare and submit technical and financial proposals in

accordance with the original requirements and for each of their proposed modifications, a

separate technical and financial proposal shall be submitted. All modifications from the

requirements of this RFP shall be clearly identified by the Bidder.

UNICEF reserve the right to post details of the award of contract on their websites, including

details of the supplier's name and the Contract value.

8.6. Preparation of proposals:

The present RFP consists of the two LOTs here below:

LOTs School # District # School Name No. Rooms

1

4 3 American School

77 6 3 Kuwati school

9 4 Wasfi

7 12 Kuwati School

2

5 7 Omani School

72 10 7 Kuwati School

11 10 Kuwati School

12 11 Qadesyeh

Total 149

Bidder may submit a proposal covering one or two LOTs. In case the Bidder applies for both

LOTs, it should demonstrate enough capacity (sufficient and available technical resources,

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different implementing teams, etc.) to implement the activities efficiently and within the

proposed timeframe.

Technical and Financial proposals shall be submitted separately as indicated here below.

8.7. Technical proposal

Bidders have to ensure that a fully completed Bidder Forms contained within Annex 4 of the

RFP documentation are included in their technical proposal as well as a detailed work plan and

time schedule for each lot and any other documentation required in the 9.5 Evaluation

schedule. The Bidder Forms should contain evidence of experience for this service.

Please note that if a Bidder is relying on the capacity or qualifications of a parent company or

other entity for this project, the Bidder must include, with the bid, a Parent Company Guarantee,

from said parent or other entity confirming that the resources relied upon will be made available

and that a contractual commitment will be entered into by such parent or other entity to provide

said resources prior to contract signing.

The Bidder shall include, as part of its technical submission, a copy of the Bidder current

Certification with the local regulatory body. The certificate shall be valid for this service.

8.8. Financial proposal

Prices quoted should be net, inclusive of all taxes and delivery costs, and must be in Jordan

Dinars (JD) bearing in mind that UNICEF is exempted from customs and sales tax.

The Bidders shall fill out the Bill of Quantities annexed to this RFP. In the case of any arithmetical

discrepancy between the Unit Rate and the Total Amount quoted, then the Unit Rate shall

prevail.

Financial offers shall be provided with signatures and associated company stamps, where

relevant, and must be submitted in PDF format through the designated e -tendering platform.

Please note that offers received in any other form other than as indicated above will not be

accepted by UNICEF

8.9. Method of submission and deadline

Bidders shall ensure that that their technical proposal includes all the elements required by the

solicitation documentation. The inclusion of any information regarding the financial proposal

will invalidate the Offer.

Bidders are recommended to properly fill out the Bidder Forms in the same order as provided

in Annex 4.

Bidders are recommend to number the files comprising their chronologically in the order stated

in this RFP for ease of organization and management. Documents should be provided in PDF

format (signed where required).

NOTE: THE TECHNICAL AND THE FINANCIAL PROPOSALS MUST BE KEPT SEPARATE AND

SUBMITTED SEPARATELY VIA TWO DIFFERENT PROJECTS/FILES FOLLOWING THE

INSTRUCTIONS ABOVE; OTHERWISE YOUR OFFER WILL BE INVALIDATED.

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Please note that offers received in any other form other than as indicated above will not be

accepted by UNICEF.

9. CONDITIONS OF CONTRACT

The Contractor shall appoint a single representative as its Project Manager.

UNICEF is not responsible for providing any material, labor or services of any kind during the

project execution except as expected in terms facilitation of the contractor’s access to the camp

and coordination of the work schedule.

Electrical power supply, water supply, if required, for usage by the contractor during installation

work are the contractor responsibility.

The contractor will be provided a free access to the site starting from the commencement date.

All technical drawings and system layout shall be prepared using AutoCAD.

Generator location shall not be changed unless approved by UNICEF Engineer.

The Contractor shall clear away and remove from the site all surplus materials, rubbish and

temporary works of every kind and leave the site as clean as possible to the satisfaction of

UNICEF Engineer.

The Contractor shall fully comply with all applicable notification, safety and work rules when

working on or near the UNICEF facilities.

Where any damage is caused due to negligence of the appointed Contractor(s), the appointed

Contractor(s), shall make good such damage at own expense to the satisfaction of UNICEF with

minimum disruption of essential services.

Where UNICEF is forced to carry out any repairs due to the appointed Contractor(s)’ activities,

this cost will be billed to the appointed Contractor(s).

All variations in respect of scope of work and costs must be requested in writing from the

UNICEF.

New work will only be performed after approval from UNICEF and shall be billed according to

the prices submitted as per such quotation.

Payment for services provided shall be made within 30 days of the receipt date of a detailed

invoice and statement.

The contractor shall bear in mind that the schools are operated during construction, hence the

noise level shall be kept to the minimum.

The Contactor is permitted to employ labors from the Camp Residents. All refugee labours

recruited inside the camp should be identified and paid by UNICEF partners as per Standard

Operating Procedures” for “cash for work” programme.

The Contractor shall provide all relevant Personnel Protective Equipment (PPE) to the

Contractor employees, the Engineer’s personnel, the Client and Syrian cash for work workers

who will be working on the project, as required by applicable law and the standards of Good

Utility Practice.

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Refer to UNICEF’s General Terms and Conditions and Model of Contract here annexed.

10. UNICEF RECOURSE IN CASE OF UNSATISFACTORY PERFORMANCE

Standard contract penalties shall be applied.

11. ENQUIREIES

Bidders are encouraged to contact UNICEF during the tender stage should they have queries

regarding any aspect of the project. Requests for clarification shall be in writing.

Such requests must be sent as early as possible or at latest within the time stated in Table 10.1

here above. Questions submitted after this time may not be answered. Correspondence must

not contain any details of your financial offer.

Supplemental information and responses to Bidder queries may be furnished to all invitees, as

a tender amendment or otherwise, at the discretion of UNICEF. Oral explanations or instructions

provided by UNICEF shall not be contractually binding except to the extent that they are

confirmed in writing by UNICEF.

Proposals with all supporting documents should be addressed to:

UNICEF JORDAN BID: [email protected]

mailto:[email protected]