FARM AFRICA

BIDDING DOCUMENT
FOR THE CONSTRUCTION OF STORAGE FACILITIES IN:
Boloso Bombe and Halaba Special Wored, In Kambata Tembaro Zone

(S.N.N.P Regional State)

Procurement Ref. No. FA/O/04-2017

Procurement Method:- Open Tender

Date of Issue of Bidding Document: August 9, 2017

 Invitation To Bid
(For All Contractors of category GC-9/BC-9 & Above)

Farm Africa is an international non-governmental organization with a mission to reduce poverty

permanently by unleashing African farmers abilities to grow their incomes while managing their
natural resources sustainably; and has been operating in different part of Ethiopia since 1985 G.C.
Now, therefore, Farm Africa would like to invite capable and eligible Contractors to submit sealed
bids for providing the necessary labor, materials and equipment for the construction of a STORAGE
BUILDINGES at Boloso Bombe and Halaba Special Woredas in Kembata Tembaro Zone, S/N/P/P
Regional State; and interested contractors/bidders who fulfill the under listed requirements may
collect the bidding documents from our office as indicated below.
Minimum Requirements: - Bidders are required to be:

i. Legally registered as a Contractor with G-9/BC-9 or above grades; and have renewed license
for the current year;
ii Registered with tax authorities; and should be able to produce valid documentations
including copies of their tax clearance papers;
Bidding Instructions:

iii. The bid document (including the technical specifications) can be collected from Farm Africa
Ethiopia office, located at Hussien Agraw Bldg, 6th floor against submittal of license copies.
iv. Issuance of the bid document will stay active for the next Fifteen (15) consecutive days
effective after the announcement of this bid; and bidders are required to bring their own CDs
(CD-R only) and collect the details of technical specifications and bidding instructions.
v. Interested bidders will be required to accompany their bids with a 2% bid guarantee/bid-
bond in the form of Certified Cheque /CPO or Unconditional Bank Guarantee.
vi. Sealed Bids marked as Bid For Seed Store Construction shall arrive Farm Africa Ethiopia
office on or before August 21, 2017 - 10:30 AM; and their opening event will be held on the
same date at 11:00 AM in the presence of bidders and/or their official representatives who
wish to attend the event.
vii. Bids submitted by bidders who do not meet the aforementioned minimum requirements; and
bids arriving later than the final submission date and time shall be rejected without further
notice.
viii. Farm Africa reserves the right to accept or reject any or all bids.
ix. Request for clarifications/enquiries can be forwarded to the following address:
Farm Africa Ethiopia Office, Hussein Agraw Bldg. 6th floor
Tel. 011 5573325/17, Fax- 011 557 3332, Addis Ababa
 Section I. Instructions to Tenderers
1.1 The Client, as named in the ITB, invites Tenderers for the construction of Works as
summarized in the Tender Data Sheet (TDS). The name and identification number of the
Contract is provided in the TDS.
1.2 The successful Tenderer will be expected to complete the Works within 90 (Ninety) days.
1. Scope of Tender The Time for Completion shall be calculated from the Contract signing date.
1.3 Throughout these Tender Documents, the term writing means any hand-written, type-
written, or printed communication, including emails and facsimile transmission, and day
means calendar day. Singular also means plural. The word Tenders is synonymous to
bids and the words Tender documents synonymous to Bidding documents.

2. Source of Funds 2.1 The Client intends to apply a part of its Budgetary allocation to fund payments under
this Contract for which these Tender Documents are issued.

3. Fraud and
Corruption 3.1 The relevant Laws of the F.D.R Ethiopia will be applied.

4. Eligibility 4.1 Tenderers/bidders shall be legally incorporated in Ethiopia and State-owned

enterprises may participate only if they are independent and operate under the commercial
law.
5.1 Unless otherwise stated in the TDS, Tenderers shall include the following information
and documents with their Tenders to prove their qualification:
a. General: copies of documents defining the legal status, tax registration, and
written power of attorney of the signatory of the Tender to commit the Tenderer;
b. General Construction Experience Record: total annual turnover in the civil
5. Qualification of
works construction business expressed as total of payment certificates for work
the Tenderer
performed in each of the last three years;
(Documentary
Note: Work Certificates of subcontracting or Certificates from fellow contractors will not
Requirements) be considered unless accompanied with consistent payment evidences of Bank documents.

c. Particular Construction Experience Record: experience on works of a similar

nature and complexity over the last five years, and details of work under way or
contractually committed; clients who may be contacted for further information
on those contracts;
d. Equipment Capabilities: major items of construction equipment proposed to
 carry out the Contract;
e. Personnel Capabilities: qualifications and experience of key site management
and technical personnel proposed for the Contract;
Note: Copies of CVs and signed employment agreement of the key personnel will have to
be attached.
f. Financial Capabilities: reports on the financial standing of the Tenderer, such
as profit and loss statements and auditors reports for the past three years;
g. Business Record: information regarding any litigation, current or during the
last five years, in which the Tenderer is involved, the parties concerned, and
disputed amount;
5.2 prior to being considered for financial evaluation phase, Bidders qualification and
profile shall be verified and determined in line with the requirements outlined under section
5.1 above.
5.3 A consistent history of litigation or arbitration or debarment by any federal or regional
institutions or bankruptcy may result in automatic disqualification from this tender.
6. One Tender per
6.1 A Bidder is allowed to submit only a single bid. The same rule applies if a bidder is
Tenderer
participating as a partner of a joint venture or sub-contracting agent .

7.1 The Tenderer shall bear all costs associated with the preparation and submission of its
7. Cost of Tender
Tender, and The Client will in no case be responsible or liable for those costs, regardless
of the conduct or outcome of the Tender process.
8. Site Visit 8.1 The Tenderer, at his/her own desecration , is allowed to visit and examine the Site, and
its surroundings where the Works are to be executed.

B. TENDER DOCUMENTS
9.1 The Tender Documents are those stated below and should be read in conjunction
with any Addenda issued in accordance with Clause 11:
(a) Invitation for Tenders
(b) Instruction to Tenderers (Section I)
9. Content of Tender (c) Bid Data Sheet (Section II)
Documents (d) All the technical documents including the BOQs and designs.
(e) Any other document listed in the BDS as forming part of the Tender
Documents.
9.2 The Invitation for Tenders is included as a reference only. In case of discrepancies
between the Invitation for Tenders and the Tender Documents, the last information shall
prevail as per the precedence of the above listed documents.
10. Clarification of 10.1 A prospective Tenderer may request for clarifications in writing until five (5) days prior
Tender Documents to the bid opening date. The contact address of the client is specified in contacts section.

11.1 At any given time and prior to the final bid submission date, The Client may amend
contents of the Tender Documents by issuing Addenda.
11. Amendment of
11.2 Any Addendum thus issued shall be part of the Tender Documents and shall be
Tender Documents
communicated in writing to all bidders who formally collected the Tender
Documents.
11.3 The Client may extend the deadline for submission of Tenders as deemed necessary.

C. PREPARATION OF TENDERS
12. Language of
Tender 12.1 The Tender as well as all associated correspondences shall be written in English.

13.1 The following documents shall form a complete bid/offer:

(a) Duly filled-in Offer column of the Agreement;
(b) Priced Bill of Quantities or Priced Schedule of Activities;
13. Documents
(c) Alternative offers, at the Tenderers option when invited;
Comprising the
(d) Written power of attorney authorizing the signatory of the Tender to commit the
Tender
Tenderer;
(e) Information on qualification of the Tenderer;
(f) Any additional information required to be completed and submitted by Tenderers
as specified in the BDS.
14.1 No partial bids/offer shall be considered. And, the evaluation will be based on the
whole priced Bill of Quantities or priced Schedule of Activities submitted by the
Tenderer.
14. Tender Prices
14.2 Tenderers/ bidders are expected to write their prices in a clear and readable manner
with clear indication if costs, taxes, sub-totals and aggregates.
14.3 The price rates and summed amounts quoted by the Tenderer shall be expressed in
a clear manner; and should stay firm for the duration of the Contract.
15. Currency of
Tender 15.1 Prices shall be quoted by the Tenderer entirely in Ethiopia Birr (ETB).

16. Period of Validity 16.1 Tenders shall remain valid for the period stipulated in the BDS. A Tender valid for a
of Tenders shorter period shall be rejected by The Client as nonresponsive.
 16.2 In exceptional circumstances, prior to expiry of the period of validity of Tenders,
The Client may request that the Tenderers extend the period of validity for a
specified additional period. The request and the responses thereto shall be made in
writing. A Tenderer may refuse the request; hence shall not continue as prospect
candidate and will be excluded from the proceeding evaluations.
17. Alternative
17.1 Tenderers shall submit Tenders that only comply with the requirements of the Tender
Proposals by
Documents, including the basic technical design as indicated in the Drawings and
Tenderers
Specification. Alternatives will not be considered, unless specifically allowed in the BDS.

18.1 The Tenderer shall prepare one original of the documents comprising the Tender as
described in Clause 13 and clearly marked ORIGINAL. In addition, the Tenderer
shall submit One (1) copy of the Tender, clearly marked as COPIES. And, In the
event of discrepancies between the two, the original shall prevail.
18. Format and 18.2 The original and the copies of the Tender shall be typed or written in indelible ink
Signing of Tender and shall be signed by a person or persons duly authorized to sign on behalf of the
Tenderer. All pages of the Tender shall be numbered sequentially and initialed by
the person or persons signing the Tender.
18.3 Tenders shall be submitted strictly in accordance with the Tender Documents. Any
amendments or qualifications made by the Tenderer, except those to comply with
instructions issued by The Client, may result in rejection of the Tender.
19.1 The Tenderer shall seal the original and the copies of the Tender in two inner
envelopes and one outer envelope, duly marking the inner envelopes as ORIGINAL
and COPIES.
19.2 The inner and outer envelopes shall:
(a) be addressed to The Client at the address provided in the BDS;
19. Sealing and (b) bear the name and identification number of the Contract; and
Marking of Tenders (c) provide a warning not to open before the specified time and date for Tender
opening.
19.3 In addition to the identification required above, the inner envelopes shall indicate
the name and address of the Tenderer to enable the Tender to be returned unopened in
case it is declared late.
19.4 If the outer envelope is not sealed and marked as above, The Client will assume no
responsibility for the misplacement or premature opening of the Tender.
20. Deadline for 20.1 Tenders shall be delivered to The Client at the address specified above no later
Submission of than the time and date specified in the BDS.
Tenders 20.2 The Client may extend the deadline for submission of Tenders by issuing an
Addendum , in which case all rights, and obligations of The Client and the Tenderers
7

previously subject to the original deadline will then be subject to the new deadline.
21.1 Any Tender received by The Client after the pre-determined deadline shall be
21. Late Tenders
returned unopened to the Tenderer.
22.1 Tenderers may modify or withdraw their Tenders by giving notice in writing before
the deadline for submission of Tenders.
22.2 Each Tenderers modification or withdrawal notice shall be prepared, sealed,
22. Modification and
marked, with the outer and inner envelopes additionally marked MODIFICATION or
Withdrawal of
WITHDRAWAL, as appropriate.
Tenders
22.3 No Tender may be modified after the deadline for submission of Tenders.
22.4 Tenderers may only offer discounts to, or otherwise modify the prices of their
Tenders by submitting Tender modifications in accordance with this clause, or by
including such modifications in the original Tender submission.

E. TENDER OPENING AND EVALUATION

23.1 The Client will open the Tenders, including modifications, in the presence of the
Tenderers representatives who choose to attend at the time and in the place specified
in the BDS.
23.2 Notices of WITHDRAWAL shall be opened and read out first. Tenders for which
an acceptable notice of withdrawal has been submitted shall be returned unopened to
the Tenderers.
23. Tender Opening 23.3 The Tenderers names, the Tender prices, the total amount of each Tender and of
any alternative Tender (if alternatives have been requested or permitted), any discounts,
Tender modifications and withdrawals, and such other details as The Client may
consider appropriate, will be announced by The Client at the opening.
23.4 The Client will prepare minutes of the Tender opening, including the information
disclosed to those present.
23.5 Tenders not opened and read out at Tender opening shall not be further
considered for evaluation, irrespective of the circumstances..
24.1 Information relating to the examination, clarification, evaluation, and comparison of
24. Process to Be
Tenders and recommendations for the award of a contract shall not be disclosed to
Confidential
Tenderers or any other persons not officially concerned with such process until the award
to the successful Tenderer has been announced.
25. Clarification of 25.1 To assist in the examination, evaluation, and comparison of Tenders, The Client may,
Tenders at The Clients discretion, ask any Tenderer for clarification of the Tenderers Tender,
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 Tender shall be sought, offered, or
permitted except as required to confirm the correction of arithmetic errors discovered by
The Client in the evaluation of the Tenders.
26.1 No Tenderer shall contact the Client on any matter relating to its Tender from the
time of the Tender opening to the time the Contract is awarded. If the Tenderer wishes
26. Contacting the
to bring additional information to the notice of the Client, it should do so in writing.
Client
26.2 Any effort by the Tenderer to influence the Client in the Clients Tender evaluation,
Tender comparison or contract award decisions may result in the rejection of the
Tenderers Tender.
27.1 Prior to the detailed evaluation of Tenders, the Client will determine whether each
Tender:
(a) meets the eligibility criteria;
(b) has been properly signed; and
(c) is substantially responsive to the requirements of the Tender Documents.

27.2 A substantially responsive Tender is one which conforms to all the terms,
27. Examination of
conditions, and specifications of the Tender Documents, without material deviation or
the Tenders and
reservation. A material deviation or reservation is one:
Determination of
(a) which affects in any substantial way the scope, quality, or performance of the
Responsiveness
Works;
(b) which limits in any substantial way, inconsistent with the Tender documents, the
Clients rights or the Tenderers obligations under the Contract; or
(c) whose rectification would affect unfairly the competitive position of other Tenderers
presenting substantially responsive Tenders.
27.3 If a Tender is not substantially responsive, it will be rejected by the Client, and may
not subsequently be made responsive by correction or withdrawal of the nonconforming
deviation or reservation.
28.1 Tenders determined to be substantially responsive will be checked by the Client for
any arithmetic errors. Errors will be corrected by the Client as follows:
28. Correction of
(a) where there is a discrepancy between the amounts in figures and in words, the
Errors
amount in words will govern; and
(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 Client 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.

28.2 The amount stated in the Tender will be adjusted by the Client in accordance with
the above procedure for the correction of errors and, with the concurrence of the
Tenderer, shall be considered as binding upon the Tenderer. If the Tenderer does not
accept the corrected amount, its Tender will be rejected.
29.1 The Client will evaluate and compare only the Tenders determined to be substantially
responsive. Accordingly, before reaching the financial evaluation stage, bids will have to be
favorably evaluated at preliminary and technical evaluation stages and determined to be
technically responsive.

29.2 In evaluating the Tenders, the Client will determine Tender Price by adjusting the
Price as follows:
(a) making any correction for errors;
29. Evaluation and
(b) excluding the provision, if any, for contingencies, but including day work, if any,
Comparison of
where priced competitively;
Tenders
(c) making an appropriate adjustment for any other acceptable variations, deviations,
or alternative offers; and
(d) making appropriate adjustments to reflect discounts or other price modifications
offered,

29.3 The Client reserves the right to accept or reject any variation, deviation, or
alternative offer. Variations, deviations, and alternative offers and other factors which
are in excess of the requirements of the Tender Documents or otherwise result in
unsolicited benefits for the Client will not be taken into account in Tender evaluation.

F. AWARD OF CONTRACT
30.1 Subject to Clause 31 the Client will award the Contract to the Tenderer whose
30. Award Criteria Tender has been determined to be substantially responsive to the Tender Documents and
who has offered the lowest Evaluated Tender Price, provided that such Tenderer has been
determined to be (a) eligible;
31. Clients Right to 31.1 The Client reserves the right to accept or reject any Tender, and to cancel the Tender
Accept any Tender process and reject all Tenders, at any time prior to the award of Contract, without thereby
and to Reject any or incurring any liability to the affected Tenderer.
all Tenders
32. Award and
Signing of 32.1 Having decided which Tender to accept, the Client will sign the Agreement with the
Agreement Tenderer whose Tender has been found best evaluated offer.

33.1 The Client will promptly notify the name of the winning Tenderer to each
unsuccessful Tenderer upon completion of the evaluation.
33. Debriefing
33.2 A Tenderer may submit a written complaint within three (3) days if he/she believes
the was an error in the evaluation process. And, the Client will give the necessary
clarification or responses accordingly.

34. Securities
34.1 If stated in the BDS, the Tenderer shall furnish a Tender security as part of its Tender.
Section II. BID Data Sheet (BDS)
ITT Clause Issues Details
1.1, 14.1 Summary of Works: Construction of Storage Facilities at Boloso Bombe & Halaba
Special Woredas, in, Kembata Tembaro Zone S/N/N/P
Regional State.

Name of Contract: Works Contract for the Construction of Storage facilities.

Identification number of the FA/O/04-2017

Contract

5.1 Qualification of the Tenderers; N/A

Information and documents, if
different from those listed in ITT
clause 5.1
5.2 Qualifying criteria for Tenderers:
At least equivalent with the bidders estimated total cost for this
(a) average annual turnover in tender.
construction work during the last
three years

(b) number of projects of nature and

complexity similar to the Works,
executed within the last five years
(c) essential equipment to execute the
Works
At least one.
As per the requirements outlined for National Contractors
Registration proclamation

Position Qualification Experience

(d) positions and experience of key Site 1._______________ ________________ ____________
management and technical personnel
B. TENDER DOCUMENTS
9.1(d) Additional documents forming part of 1. The BOQs
2. The Architectural Designs
the Tender Documents

10.1 Clients address for the purpose of Farm Africa Country Office, Hussien Agraw Building, 6th Floor,
clarification of Tender Documents. (Next to Grand Yordanos Hotel), Kazanchis, Tel: +251 115
573317 Addis Ababa)

C. PREPARATION OF TENDERS
13.1(f) Additional information to be N/A
submitted by Tenderers:
16.1 Period of validity of Tenders 90 Days

17.1 Consideration of alternative Alternative offers will not be considered.

proposals
D. SUBMISSION OF TENDERS
19.2 Clients address for the purpose of Farm Africa Country Office, Hussien Agraw Building, 6th Floor,
Tender submission (Next to Grand Yordanos Hotel), Kazanchis, Addis Ababa

20.1 Deadline for submission of Tenders August 21, 2017 - 10:30 AM

E. TENDER OPENING AND EVALUATION

23.1 Venue, time, and date of Tender - Venue: Farm Africa Country Office, Hussien Agraw
Building, 6th Floor,
opening
- Tender Opening Date: August 21, 2017 11:00 AM;

34.1 Security: -Bidders are required to accompany their bids with 2% of the bid
offer.

-Successful bidders will be also required to secure the contract

with 10% performance bond.