Gustoins ee 29 uly 2022 REQUEST FOR PROPOSAL (RFP) NPL22NFO21 FOR THE AWARD OF A CONTRACT FOR THE PROVISION OF: consti ES FOR CO! 1D UPGRADIN FIELD I. 22nd August. x (Nepal Stand: Dear Madar/Sir, “The United Nations World Food Programme hereinafter referred to asthe “WFP, with ts Headquarters located in Via CG. Viola, 68/70, 00148 Rome, Italy requests the submission of offers for the provision of UCTION SE! CONSTRUCTION AND UPGRADING OF FIELD OFFICE DHANGAD! ‘As such we request that you read this RFP and submit your offer to provide the required Goods and/or Services according tothe terms set forthherein. Any offer that does not comply with the requirements of the RFP mey be considered invalid, |As such we request that you read this RFP and submit your offer to provide the required Goods and/or Services according othe terms set forth herein. Any offer ‘that does not comply with the requirements of the REP may be considered Invalid ‘The completion and separate submission of technical and financial proposals required by this RFP, to WP, may lead tothe selection ofa preferred Bidder for the award of the contract. “5REP Number NPL22NFO21 1. THE GOODS AND SERVICES REQUIRED: \WFP Country office is in the process to upgrade the Infrastructure facies of WFP Field Office Dhangadi to strengthen and standardize the avalable facilities as per WFPS operational and infrastructural requirements “This Request for Proposal (RFP) document sets out the bidding instructions and compliance requirements for contractors wishing to submit a proposal to undertake chs construction Contract. The Contract particular terms shall be in accordance with the FICIC Short Form of, Contract for construction for building and engineering works designed by the employer, as ‘amended and provided within this RFP as part ofthe contract package. “The completion and submission of technical and financial information required by this RFP, tothe Employer, may leadto selection of a preferred Bidder forthe awarc ofthe contract. 2. THE RFP DOCUMENTS 2.4. The RFP documents consist of: + This document (RFP instructions) + Book 1 Particular Conditions ofthe Contract + Book 2 The Bidder Capacity Questionnaire ‘+ Be0k3 The Scope of Work/ Specifications and Drawings "+ Book 4 Remuneration, Payment and Time Schedule All documents are avaliable digtally In the WFP e-tendering platform (I-Tend) with wich your company has registered in order to submit an offer to this RFP. 2.2. Other documents including documents issue for information purposes only to Bidders, vill not form part of the Contract, This includes (but isnot limited to} + Any Information submitted but not called for in this RFP or in posttender clarifeations; + This RFP document + Where required a request for a detalled breakdown of the tender price and /or rates. 23. Proposals shall be prepared in the Englsh Language, 24 The Contract terms wll bein accordance with the FIDIC Short Form of Contract the FIDIC Green 800k", first edition 1999 as amended by the WFP Particular Cendltions included as Book 1 to the Contract. A copy of the General Conditions is not provided by the 4RFP Number NPL22NFO21 Employer as part ofthis package and shall be obtained separately by the Contractor. It may be obtained directly from FDIC at http/wFIDIC.org 25. The documents forming the Contract are to be taken as mutually explanatory of one another, The priority ofthe documents is as stated in the Contract 28 Proposals shall remain valid for a minimum period of 60 calendar days after the tender closing date 3, CONFIRMATION OF RECEIPT OF RFP PACKAGE AND INTENTION TO BID 31. Upon receipt of the tender documentation and within the timeline stated in Section 4, Bidders are requested to confirm the following: 1+ Receipt ofall tender documentation forming par of, or referenced in the REP; + Intention to bid forthe project or the reasons for not participating in the RFP. 32 Bidders shall confirm the above via the correspondence section of the WFP e-tendering portal in-Tend) 4, KEY DATES DURING THE RFP PROCESS ‘Table 1 Key Dates during the RFP lement Wilestone (calendar | Venue/portal Timet ays) TGccurrence of Prewbid | 7days.afer Issuance of | Relevant WFP Ofice or | TBD Meeting tender or a8 adie Oniine2 ‘Confirm intention tobid | Odays ater issuance af| Viain-Tend portal | By 1600 rs onthe projet tender Final date fortheveceipt | 7'oysprortotender | Via lnTendportal | 8y1600hr5 of Queries submission date Tender Submission date Asdetaled on Page Tat] Via inTend portal | By 1600 hrs the REP age 3 of | 4REP Number NPL22NFO21 5, PRE-BID MEETING ‘51 WEP shall host a Pre-bid meeting to prove guidance to participating companies on the layout, content and submission requirements ofthe RFP and to address any queries that Bidders may have in relation tothe requested Goods andlor Services. Patcpation in pre bid meetings not mandatory 152. The Venue for the meeting(s)is tobe decided (TBD). Meetings may be heldin person at WFP office oF via a stated online videaconferencing / teleconferencing faclty. Full details regarding the meeting willbe communicated to Bidders in advance of themeeting through etendering portal in-Tench, 53. Anyclarfications arising from this meeting willbe culated toll Biddersin writing following the pre-bid meetin through the issuance ofa tender buletin. 54. Within the 3 days after the Issuance of tender or as advised, Bidders are requested to confirm their intention to participate inthe pre-bid meeting. The meeting agenda will be issued to only those vendors who confirm Interest n attending the prebid meeting, 6. SITE VISIT [Applicable] 6.1 Before submitting the proposal, the Bidder is expected to complete a visto the location of the project tofamilarse ise with the various aspects ofthe location in question, Failure to Undertake a site visi shall be deemed a Bidder risk and shall not be accepted by WFP as a reason for fallure to meet the requirements ofthe Agreement. 62 WEP will communicate to the Bidders In writing to arrange forthe site wsi. Bidders must ‘make thelr own arrangements for transport to the site and must provide adequate safety ‘measures for members ofthe Bidder's tear. Bidders shall fully indemnify WFP in case of accident or injury to any ofthe Bidders team during the ste ists. 63. Itisthe Bidders’ sole responsiblity to be presentat the arranged date andtime and location ofthe visit, WEP shall not be lable fr any costs incurred in the execution 3 the site vist. 164 Any larfications arising from these vis willbe circulated tall Bidders, in writing through the issuance ofa Tender Bulletin. Oral explanations or instructions provided by WEP on ste shall not be binding except tothe extent that they are confirmed in writing by WFP 7. PROCEDURI 7.4. WEP s making these RFP documents avallable to Bidders for tendering purposes only. These documents must not be used for any other purpose. Page dof 14 25REP Number NPL22NFO21 7.2. Under no circumstances shall WEP, its advisers, consultants, servants and/or agents incur any liability or responsibilty for the legality, valdiy, effectiveness, adequacy, or ‘enforceablity of any documentation executed, or which may be executed in relation to this tender document andi attachments 7.3. Nerellance shall be placed on any information or statements contained in these documents and.no representation or waranty, express or implied, sor willbe, nade n relation to such information. Bidders must make their own assessment of the adequacy, accuracy, and completeness of these documents. 74. Anycosts associated with the submission of tender are the sole responsibilty ofthe Bidder and wll not be reimbursed by WFP. 7.5 Nothing in this RFP is, nor shall be relied upon as a promise or representation as to WFP's ‘timate decision in elation tothe award of Contract: WFP reserves the right to take such steps ast considers appropriate including (but not limited to + making adjustments to the tender process, as are deemed in the best interests of, we: + discussing and awarding separate or multiple contracts for the diferent elements covered by this RFP in any combination Itmay deem appropriate at 's sole discretion; + modifying or excluding any consideration, information or requirement contained! in this RFP, including changing the quantities of the requested Goods or Service deliverables; + adding new considerations, information or requirements at any stage of the procurement process, including during negotiations with Bidders ‘cancelling this RFP without providing justiftcation. However, Bidders shall be informed accordingly 7.8 Nolegalrelationship or other obligation shal arise between any Bidder and WFP unless and until a Contract has been entered into and the successful tender offer and any conditions precedente its effectiveness have been fulfiled 77 tis understood that this RFP is confidential and proprietary to WFP, and contains privileged information, part of which may be copyrighted, It is communicated and received by the Bilder on the condition thatne part thereof or any information concerning it may be copied, exhibited or furnished to others without the prior written consent of WFP, except that Bidcer's may exhibit the specifications to their prospective sub-contractors for the sole Page S of 14 bsRFP Number NPL22NFO21, purpose of obtaining offers from them. Bidders will be bound by the contents of this paragraph whether ornot they submit a proposal or respond in any other wy t this RFP. 7.8 WEP intends to award a Contrac(s) to a firms) evaluated as provding the most ‘advantageous solution and best value from technical and nancial standpoint to WEP. "Best value" is defined as aprice thats commensurate with the benefits envisagedin the technical proposals, assessed by WFPS criteria to evaluate the bids, in its own interest 7.9 In submitting proposals, its expected that Bidders will have taken into account all aspects relevant to the proposed Contract document (WP Particular condition of contract and UN GCO attached hereto and wll have obtained all necessary data and information as to risks, contingents and ather circumstances which may influence or affect thel proposal, 740. Both technical and nancial proposals shall be provided on company lttervead with manual signatures and associated company stampis) and must be submited in both PDF format and Excel/Word version ofthe same documents) or any other format as applicable. 7.41. Proposals shall remain valid for acceptance fora minimum defined period of ime ater the tender closing date. In submitting its proposal, the Bidder affirms that itis providing an irrevocable offer to supply goods and/or provide services and/or undertake the works for the duration stated herein, Details of the period of validity for this tender are stated within this RFP, 7.42 Anyambiguity,diserepancy, error, or omission should be notified to WEP who willendeavour to clarify or correct, Where WEP does not satsfactorly address items raised by the Bidder during the tender phase, this shall be note inthe Bidders proposal. 7.43 Unless otherwise specified in this RFP, multiple/alterative proposals shall not be considered, if submission of alternative proposals is allowed, a bidder may submit an atternative proposal, but only if it also submits @ proposal conforming to the RFP requirements Where the conditions forts acceptance are met, or ustifcations are clearly established, WFP reserves the right to anard a contract based on an alternative proposal f mutiplevaternative proposals are being submited, they must be clearly marked as “Main Proposal’ and “Alternative Proposal’, no indication I provided as to which proposals the main proposal and which is/are the alternative proposals), then all proposals will be rejected. 7.14 The Bidder shall be prepared to provide the services andfor goods requested in this REP within the dates and timeframe stated herein following the conclusion of the tender process. Page 6 of L5RFP Number NPL22NFO21 17.15. WEP reserves the right to post detalls of the award of contracts) on the WEP webste including details ofthe supplier's name and the Contract value. 8, PREPARATION OF TECHNICAL PROPOSAL {81 In submitting a technical proposal to provide the Goods and/or Services referenced within the tender documentation, Bidders shall as a minimum submit the follavng information 82. In submitting a technical proposal to provide the Goods and Services referenced within the tender documentation, Bidders shal as @ minimum submit the following information: |A. Submit a fully completed Bidder Capacity Questionnaire (Gook 2) including supporting, documents as requested. 8. Submit responses to the G+S Suppliers DI Questionnaire (C. The bidder shall prepare and indicative method statement inclusive of an indicative construction program as part oftheir bid. It shall be utilised to assess the Bidders Understanding ofthe project and demonstrate a logical progression ofthe works. ‘The method statement shall ata minimum: ‘+ Illustrate the bidder's organisation for executing the works inclusive of proposed ‘methodologies for management and execution ofthe works; + Use the major sub-contractors and parts ofthe works which the Bidder Intends to sub contract + Detail the proposed testing regimes and quality assurance procedures: ‘+ Include the projected bulld-up of labour onsite both local and foreign; + Include the projected build-up of machinery onsite; ‘+ Demonstrate where materials shall be sourced and where materials removed {rom the ste shall be dumpec: + Shaw how complete elements of the works shall be progressed: and ‘+ Demonstrate how the works will be progressed ina safe manne. + Demonstrate how quality control procedures willbe applied during the project, ‘The indicative works program shall be prepared in accordance with the requirement of Clause 7.2 of the Contract and shall be as detailed as possible. The indicative program shall be derived from a critical path analysis for each phase and the overall project and shall comply from the constraints stated in the Contract It shall show the level of detail ‘appropriate to each stage of the Works and all activites each of which shall be given a shor title ‘The indicative program shall be submited in Gantt chart format utilising Microsoft Projector other equivalent software as approved by the Employer. Milestone deliverable dates should be highlighted. The Bidder should note that realistic times must be alowed Page Tof M4 osREP Number NPL22NFO21 in the indicative project program for al necessary approvals Including those required {rom third parties (eg, building permits or other consents as may be Issued by ‘appropriate authorities), D. all adaitional documentation required by this REP. Any other documents as requlred by this RFP or the Employer WEP reserves the right to appoint a surveyor to monitor thatthe goods supplied and/or services provided are meeting the WEP requirements. Bidders shal faciitae the work ‘of the surveyor as Is required fr them to undertake ther duties. F. Technical proposals shall be provided with signatures and associated company stamps) and must be submitted in both PDF format and Excel/Word verson of the same document(s) or any other format as applicable, NOTE: NO INFORMATION REGARDING THE BIDDER'S FINANCIAL OFFER SHOULD APPEAR IN ‘THE TECHNICAL SUBMISSION AS ANY SUCH INFORMATION CONTAINED THEREIN SHALL OE FACTO INVALIDATE THE TENDER SUBMISSION. 9. PREPARATION OF FINANCIAL PROPOSAL 8.4 Thecurrency ofthe offer shale Nepalese Rupees (NPR, unless otherwise agreedin writing bywer, 192. Payment terms shall be in accordance with the Book 1: Particular Condtions of Contract attached to this RF. 193 In submitting a financial proposal to provide the Goods and Services referenced within the tender documentation, bidders shall as a minimum submit the folowing information: a. A Completed Book 4-Pricing Document/Schedule of Quantities with details Rate Analysis sheet of each Milestone b. Letter of Tender, in the form contained in Book 1 of the tender documentation containing the Bidders lump sum financial proposal. cAcomplete schedule of unit ates forall plant, labour and materials to be ulised on the project. Bidders shall provide arate analysis that detals the basis upon which the rates are prepared \Wiritten confirmation that the offer is valid forthe duration stated in section 56 above. ‘Any other information indicated in this RFP, or otherwise informe to the bidders in \weting during the tender process, age 8 of “ysREP Number NPL22NFO21 94 Financial offers shall be provided on company letterhead with signatures and associates company stamps, where relevant, and must be submitted in PDF forma though the WFP e- tendering portal n-Tendh, 95. Please note that UN WEP is exempt from all direct taxes, except charges for public utility services, and is exempt from customs restrictions, duties, and charges of asimilar nature in respect of articles imported of exported for Its official use. Please consider this in your financial proposals, see Article "TAX EXEMPTION" in Book 1 Particular General Conditions of Contract. 10,COMMUNICATION DURING THE TENDER PERIOD. 10.1 Bidders are encouraged to contact WEP during the tender stage should tey have queries regarding any aspect of the projec. Requests for clarification shall be in weting. All correspondence during the tender stage shall be exclusively via the InTend e-tendering portal 40.2. Such requests must be sent as early as possible or at latest within the time stated in Table 4,1 of this RFP document. Questions submitted after this time may not be answered to. Correspondence must not contain any detalls of your financial offer. 40.3. Supplemental information and responses to Bidder queries may be furnished to alinvtees, {as.atender amendment or atherwise, atthe discretion of WFP, Such correspondence shall be issued through a tender bulletin and will only become part ofthe Contract fis stated to amend the contract documents, Oral explanations or instructions proved by WEP shal ‘not be contractually binding except tothe exten that they are confirmed in writing by WFP. 104 The Bidder shall inform WFP of any change(s) of circumstances arising during the RFP process, including but not limited to: +a change affecting any declaration acredtatio, license or approval ‘+ major re-organsational changes, company restructuring, a takeover, buy-out of similar event(s) affecting the operation and/or financing ofthe pronoser or its major sub-contractors +a change to any information on which WEP may ely in assessing proposals induding, agreement to UN General Conditions of Contract (Annex (b). ‘1.METHOD OF SUBMISSION AND DEADLINE 41.4. PLEASE NOTE THAT TECHNICAL AND FINANCIAL PROPOSALS RECEIVED IN ANY FORM (OTHER THAN INDICATED BELOW WILL NOT BE ACCEPTED BY WEP, 4112 Bidders shall ensure that that ther technical proposal includes all the elements required by the solicitation documentation Page 9 of 14 “REP Number NPL22NFO21 4118. Aloffers must be transmitted exclusively through the e-tendering portal in-Tend) according to the folowing steps: 1114 Your TECHNICAL PROPOSAL shall be submitted to: Project: NPL22NFO21 - Technical Proposal ‘The Inclusion of any information regarding your financial proposal (Including your completed letter of offer) within your technical proposal will invalidate your offer. 1115 Your FINANCIAL PROPOSAL shal be submitted to: Project: NPL22NFO21 - Financial Proposal ‘Note: The Technical and the Financial proposals must be kept separate and submitted separately via two different Projects following the instructions above; otherwise your offer will be invalidated, 1118 Your Proposal should be submitted as follows |. Loginto the supplier portal on the intend website Ji, Click on "My Tenders” (under the tab "Tenders"; iW, Clckon “View Tender Details ofthe tender in question; IM. Clekon the tab indicating "Technical proposa” or “Financial propos Click on the red button; vi Atthe bottom of the page, once your offer is prepared, you may cick on “Browse” to select the offer you wish to submit il, Once the document hasbeen selected, click on “Uploacs vill, Afterall the documents related tothe offer have been uploaded, ck the red button “submit” in order to send the offer to WFP. You will receive an automatic receipt Confirming that the offer was submitted. ‘117. Your complete proposal shauld be uploaded tothe e-tendering platform (In-Tend) no later than the date and time indicated on Page 1 of tis RFP document. Bidders are encouraged toengage with the WFP Procurement should they encounter dffiutiesweh the e-tendering, platform (n-Tend) in advance. Page 10 of 14 &RFP Number NPL22NFO21 ‘12.EVALUATION 121 Exclusion ‘A Bidder may be excluded If, to WEP knowledge atthe time during the tender process or ‘the award decision the Bidder fais to comply with any of the eligi criteria established as partof this solctation exercise, 122 Non-Compliant Tenders \WFPS decision on whether a tender is compliant wil be final fa tender fails to comply in any respect with the requirements set out in these instructions, ors amb guous, WFP shall be enttedatits absolute discretion to take such action as it considers appropriate, including (butnot limited toy 2) meeting with, aising issues and/or seeking clarification from the Bidder in respect ofthe relevant offer; b) requesting the Bidder to provide WFP with information or tems which have not been provided or have been provided in an incorrect form, provided such information does not constitute a material amendmentto the REP document; ©) _walving a requirement which, n the opinion of WFP, is minor or procedural d) notwithstanding with above, WEP within Its sole discretion may reject the relevant offer as non-compliant. ‘Where a technical proposal is deemed non-complain withthe requirements of the RFP, the Bide’ nancial proposal shall not be taken into consideration, 128 Errors: \WEP may, without any responsibilty for this, examine the financial submission and other detailed pricing information for errors. Inthe event of identifying an error, WEP reserves the right to seek clavfcation from the Bidder onthe error. 124 Evaluation ‘Atwo-stage procedures utlized in evaluating the proposals, with evaluation ofthe technical proposal being completed prior to any nancial proposal being opened and compared. ‘The financial proposal will be opened only for offers that passed the minimum technical ‘score of 40% out of the maximum obtainable score in the evaluation of the technical proposals. Proposals halle evaluated in accordance with the provisions ofthis RFP andin accordance with the following Page 11 of 14 aRFP Number NPL22NFO21 ries Maman Pos 1 Technical proposal 30 2, Financial proposal 30 Total maximum point be atvibutes 100 Bidders shall note that an acceptable proposal with the lowest price maynot be selected if ‘award to a higher-priced proposal affords WFP a greater overall benef 42) Evoluaton tobe based on following cre ‘Technical Proposal Bidder's Capacity Questionnaire Financial and Econamic Standing Human Resources Project Heath and Safety Project Experience Quality Controt Client Reference Je]=] Plant Resources| “Technical Support and Sub Contractor Construction Project Management Technical Submission PR onstruction Methodology Site Mobllsation Plan, Work play each tem, Procurement Plan, Plant & Resources, Progress Tracking Sheet. ete) Project Delverables (steps against COVID, HSE, QA/QC Plans, Project Schedule etc) Financial Proposal 2A ‘Lump Sum Amount complete the projec. 22 ‘Break up of Lump sum Cost Should incude Rate Analysis for alithe Unit Rates of each milestone quoted by the Bidder as per GoN norms. ‘13JOINT VENTURES 13.1. WEPwillonly contract with a single legal entity. Where companies wsh to propose thelr bids a Joint Ventures they shall indicate the lead company that would enter into contract with [WEP as a singe legal entity, all other companies wil be subcontracted by this ently (please see also Article “Subcontracting” in Book 1: Particular Conditions of Contract. Page 12 of M4 “sRFP Number NPL22NFO21 14, CONFLICT OF INTEREST 141 The bidder shall csciose to WEP any situation that may give rise to a conflict of interest, present or future. 142 A confict of interest shall arise when, In WFP's sole judgement: (the bidder could teneft or appear to benef, directly or indirectly, at any stage In the bidding process from a relationship or arrangement, of whatever nature! = with an official or non-staff personnel of WEP, or = with another party who provides or intends to provice to WEP goods and/or services that may be directly or indirectly relatedto the execution of the awarded contract, oF; (i). in any situation involving circumstances which confer or could appear to confer ‘an unfair competitive advantage to the bidder 143 The following! anon-exhaustve lst of scenarios which might constitute aconflctof interest and which the bidder must disclose to WFP 2. the bidder has any kind of interest or ties with any WEP offal or non-staf personnel of WEP; b. the bidder eirecy or indirectly controls, s controlled by or is under common control with, another party who provides or intends to provide to WFP goocs and/or services that may be directly or indirectly related to the execution of the awarded contract; the bidder receives or provides any director indirect payment from or to another party who provides or intends to provide to WFP goads and/or services that may be directly or indirectly related tothe execution of the awarded contract or 4, the bidder shares key managers with another party who provices or intends to provide to WEP goods and/or services that may be directly or ndirerty related tothe ‘execution ofthe awarded contract or €. the bidder, including its key employees, has a relationship, of whatever nature with, another party, including its key employees, who provides or intends to provide to |WEP goods andlor services that may be directly or indirectly relatedto the execution of the awarded contract, directly or through common third partes that puts itn a position to influence the bid of another party or the decisions of WFP regarding the bidding process; or {the bidder participates in more than one bid in the bidding process elther Individually o asa partner in 3 joint venture or any simiiar partnership; or 8 the bidder has participated, clrectly or indirectly, in the preparation of the Specifications, Scope of Work or Terms of Reference included in the solicitation documents provided by WFP; oF 1. or any situation where, in WFP's judgement, the bidder may be in a position to interfere withthe bidding process. Page 13 of 14REP Number NPL22NFO21 144 Without prejudice to the right of termination of the prospective contract or any other remedies it may possess, WEP reserves the right to disqualify from this bidding process any bidder found to have a conflict of interes. 448 Any confit of interest or potential confit of interest must be fly cisclased in wring to \WFP as soon as such conflict or potential conflict of interest becomes apparent, Inthe event of discovering any conflet or potential conflet of interest, WEP shal, in its absolute discretion, decide on the appropriate course of action. 148 Where a Bidder or group of Bidders proposes to form part of more than one joint Venture hen bidding fr the Contract, the relevant Bidders must provide a staterent that they are ‘aware of this multiple participation, and that it has been brought to tre attention of all concerned. ‘WFP will then investigate the circumstances to see if this multiple participation could result Ina distortion of competition 415.SUBCONTRACTING Please consider that you must abide to Article, Subcontracting In Book * when preparing your offer. ‘16.AWARD NOTIFICATION AND CONTRACTING 16.1 Bidders will be informed in due course as to whether their proposal has been selected or ‘ot. WEP will nat be obliged to provide explanations or reasons for its selection, 162. Inthe event of selection of a Bidder to undertake the provision of the Goods andar Services envisaged, the selected Bidder wil sign an appropriate contract onthe basis ofthe terms ‘and conditions provided in this RFP and as agreed during the tender/larlications perl, We look forward to receiving your proposal a Sincerely, lel Robert Kasca Representative and Country Director WEP Nepal Page 14 of 14