Terms of Reference (ToR) For Supply of Submersible water Pumps, Control Panels and Flat Cables

WaterAid Nepal

Terms of Reference (ToR)

For

Supply of Submersible water Pumps, Control Panels and Flat Cables 

1.     Introduction

WaterAid is an international not-for-profit organization, established in 1981, determined to make clean water, decent toilets and good hygiene normal for everyone, everywhere within a generation. We change millions of lives every year, working in 28 countries to provide clean water, decent toilets and good hygiene. 

Since we started in 1981, we’ve remained resolutely focused on tackling these three essentials that transform people’s lives. Without all three, people can’t live dignified, healthy lives. With all three, they can unlock their potential, break free from poverty, and change their lives for good. Children grow up healthy and strong, women and men get to earn a living, whole communities start to thrive. It sounds normal and it should be. 

By inspiring people and sparking chain reactions we help deliver lasting change in what’s normal. By working closely with partners internationally and on the ground in some of the toughest places in the world, we help achieve widespread change. Millions of people have already taken control of their lives and built better futures.

WaterAid has been working in Nepal since 1987. Our work in Nepal spans across 9 districts. We team up with local partners, technical experts, governments and communities to support the delivery of integrated WASH services in hard-to-reach communities, helping to transform lives.

2.     Background:

WaterAid Nepal is currently implementing the Project entitled “The Beacon Project: Municipality Wide equitable WASH Services in Lahan: A joint initiative of Anglian Water, their Alliance partners, WaterAid, Lahan municipality and Nepal Water Supply Corporation (NWSC)” in Lahan municipality, Siraha District of Nepal. The overall objective of the project is to support Nepal to achieve the Sustainable Development Goal for water and sanitation by implementing the WASH sector plan. The specific objectives are to:

1)     Model a municipal-wide approach in Lahan as part of the district-wide model for Siraha district. 

2)     Support the efficiency and expansion plans of NWSC in Lahan with a focus to reach marginalized and poor communities

3)     Leverage the model in Lahan for district and national benefit.

The Beacon Project is supporting Nepal Water Supply Corporation (NWSC) technically and financially in increasing the efficiency and expansion of its system. To operate the boreholes with efficient production of water, installation of correct size of submersible pumps, control panels and flat cables are inevitable. 

Rationale:

One of the important activities under the ongoing implementation of the project is to increase the life of the boreholes, by the installation of correct and suitable size of the submersible pumps as per the recommendation from pump test report for respective boreholes. Currently, the installation of incorrect size of submersible pumps in the  boreholes has led either over extraction leading to overstressed boreholes or the undersized pumps leading to inefficient operation. Under the both cases, efficiency of the water production decreases, resulting in the economic loss to the Nepal Water Supply Corporation (NWSC). Thus, the installation of correct size of new submersible pumps, compatible control panel and flat cables is desirable to increase the efficiency of the boreholes and their sustainable use. Total twelve functional boreholes need twelve submersible pumps to replace the old with their accessories like control panel and flat cables as per required specification. The technical review and finalization of the correctly sized/selected items are thus prepared in consultation with expert team.  

3.     Objective:

The objective of this ToR is to obtain the sealed quotation and relevant documents from potential and eligible suppliers for supply and delivery of Submersible Pumps of different sizes, control panels and the flat cables in Lahan municipality, Siraha District, Nepal.

4.     Scope 

The scope is to supply the correct quantity of submersible water pumps, control panels and the flat cables confirming the technical specification (Refer annex 1). Similarly, the materials shall be supplied on specified time and the transportation shall be made by the respective supplier up to the project site (Lahan Municipality, Siraha, Nepal).

The scope of the Supplier shall include, but not be limited to, the following activities:

• Assure the timely delivery of the specified items in NWSC Lahan compound.
• Assure all the items are as per the agreed quality and specification (Refer Annex -1)
• Assure that all the materials are from approved vendors/manufacturers.
• All the items that are delivered on site shall be in a clean and tidy condition and are free from defects.
• Personnel undertaking the loading and unloading are trained and competent with relevant permits etc. to undertake the work on site.
• The Supplier will follow up with the concerned authorities, legal, statutory and administrative formalities, permits/approvals for delivering the requested items prior to the transportation.
• The Quality Assurance Process (QAP) will be facilitated by the technical team of Nepal Water Supply Corporation and WAN. This will be based on the visual inspection and document checks. The failure to meet the specification will lead to rejection and supplier will be responsible to deliver such items within agreed timeframe and quality.
• The submersible water pumps, control panels with desired length of flat cables are as following:

5.     Quotation documents

5.1     Content of quotation documents

In addition to the cover letter, the quotation documents include:

• Quality and Specification of Materials (ANNEX 1)
• The quotation Form (Annex 2)
• Annex 3
• Annex 4

5.2 Clarification of quotation documents

The bidder is expected to examine the sealed quotation documents. Failure to furnish all information required by the quotation documents or submission of a sealed quotation not substantially responsive to the quotation documents in every respect may result in the rejection of the bid.

A prospective bidder may request clarification on the quotation documents in writing through email at nepal-procurement@wateraid.org

5.3 Language of bid

The quotation prepared by the bidder, and all correspondence and documents relating to the bid exchanged by the bidder and WAN, shall be written either in English or Nepali Language.

5.4 Quoted rates

The contract shall be entered for the goods described in scope of supply based on the quotation submitted by the bidder (including subsequent negotiation if any). The bidder shall fill in rates and prices for all items of the works in Nepali Rupees.

All duties, taxes and other levies payable by the contractor under the contract shall be included in the rates, prices and total quoted price submitted by the bidder.

5.5 Quotation validity

The quotation shall remain valid for the period one year from the date of submission of the quotation.

5.6 Format and signing 

• The original copy of the quotation shall be typed or written in indelible ink and shall be signed by the bidder or a person or persons duly authorized to sign on behalf of the bidder. Such authorization shall be indicated by written power-of-attorney accompanying the bid. 
• All bid documents shall bear official stamp of the bidder.

6.     Submission of quotation

6.1 Sealing and marking of bids

• All the quotation documents shall be submitted to WAN office before the closing date & time for submission of the quotation in hard copies.
• The scanned copy of all the quotation documents submitted to WAN through email will not be entertained.
• Quotation submitted by Telex/Telegram/Fax/ will be not be entertained.

Each bidder shall submit only one quotation either by itself, or as a partner in a Joint Venture.

7.     Evaluation of quotation

7.1 Process to be confidential

Information relating to the examination, clarification, evaluation and comparison of quotations and recommendations for the award of a contract shall not be disclosed to bidders or any other persons not officially concerned with such process until the award to the successful bidder has been announced.

7.2 Clarification of quotation

• To assist in the examination, evaluation and comparison of quotation, WAN may, at WAN’s discretion, ask any bidder for clarification of the bidder’s quotation, including breakdowns of unit rates. The request for clarification and the response shall be in writing or by facsimile, but no change in the price or substance of the quotation shall be sought, offered, or permitted except as required to confirm the correction of arithmetic errors discovered by WAN in the evaluation of the quotation.
• Any efforts by the bidder to influence WAN in the quotation evaluation, quotation comparison or contract award decisions may result in the rejection of the bidder’s quotation. If the bidder wishes to bring additional information to the notice of WAN, one should do so in writing.

7.3 Preliminary examination of bids/ responsiveness

• Prior to the detailed evaluation, WAN will determine the substantial responsiveness of each quotation to the quotation Documents including supplying capability and acceptable quality of the Goods offered. A substantially responsive quotation is one, which conforms to all the terms and conditions of the bidding Documents without material deviation. 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 quotation documents, WAN’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.
• A bid determined as not substantially responsive will be rejected by WAN and / or WAN and may not subsequently be made responsive by the bidder by correction of the nonconformity.

7.4 Corrections of errors

WAN will examine the quotations to determine whether they are complete, whether any computational errors have been made, whether required sureties have been furnished, whether the documents have been properly signed, and whether the bids are generally in order. Errors shall be corrected by WAN as follows: 

• where there is a discrepancy between the amounts in figures and in words, the amount in words shall govern; and 
• where 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 shall govern, unless in the opinion of WAN there is an obviously gross misplacement of the decimal point in the unit rate, in which case the line-item total as quoted shall govern, and the unit rate shall be corrected.

7.5 Comparison of quotation

Only the quotations that are determined to be substantially responsive in accordance with preliminary examination are considered for evaluation and comparison.

Final evaluation shall be made on:

• Time of delivery
• Consistency with technical specification and business requirement of WAN
• Reliability of quoted rate
• Similar past experiences
• Guarantee/ warranty period.
• Economic financial proposal.

8.     WAN’s right to accept any bid and to reject any or all bids

WAN reserves the right to accept or reject any quotation at any time prior to award of contract, without thereby incurring any liability to the affected bidder or bidders or any obligation to inform the affected bidder or bidders of the grounds for WAN’s action.

9.     Award and notification

WAN shall award the contract to the bidder who has offered substantially eligible criteria and evaluated quoted Price, provided that such bidder has been determined to be eligible

Notification/ Letter of intent for procurement shall be issued to the successful bidder with details of contract cost and timeline. The successful bidder shall be required to furnish a letter of acceptance within 2 days of issue of the letter of intent /Notification by WAN.

10. Contract

After receiving the acceptance letter from the successful bidder contract will be signed between WAN and successful bidder on terms and condition of supply of material and mode of payment.

11.    Responsibilities of the bidder

• The bidder shall be responsible to fulfil his/her obligations as per the requirement of the ToR and applicable law of Nepal.
• The bidder shall not carry out or cause to carry out the following acts with an intention to influence the implementation of the procurement process or the procurement agreement: 
  • Give or propose improper inducement directly or indirectly, 
  • Distortion or misrepresentation of facts 
  • Engaging or being involved in corrupt or fraudulent practice 
  • Interference in participation of other prospective bidders. 
  • Coercion or threatening directly or indirectly to cause harm to the person or the property of any person to be involved in the procurement proceedings, 
  • Collusive practice among bidders before or after submission of bids for distribution of works among bidders or fixing artificial/uncompetitive bid price with an intention to deprive WAN the benefit of open competitive bid price. 
  • Contacting WAN with an intention to influence WAN with regards to the bid or interference of any kind in examination and evaluation of the bids during the period 

12.    Documents to be submitted by the bidder

In addition to quotation document detailed out in 6.1 following documents are required to be submitted by the bidders:

• A copy of company/firm registration
• A copy of Tax clearance certificate (latest)
• VAT and PAN registration
• Statements and documents, if any, acknowledging the individual and/or company’s capability for carrying out the similar kind of supplies
• A signed and stamped Self Declaration Form that supplier does not have any conflict of interest and independent with any bidder. (Annex – 3)
• A Manufacturer’s authorization letter as per the format in Annex-4.
• Joint Venture Authorization/ Agreement (if any)
• Any other relevant documents in line with the detail stipulated under the section 7.5.

13.    Management of work

The selected company/firm shall manage the assessment and be accountable for the timely delivery of the expected quality goods. The selected company/firm shall deliver the materials in coordination with logistic department.

14.    Termination of contract

Procurement committee may terminate the agreement, if the company/firm commits a breach in the performance or observance of any of its obligations under this.

15.    Confidentiality

During the performance of the assignment or any time after expiry or termination of the agreement, the company/firm shall not disclose to any person or otherwise make use of any confidential information which the company/firm has obtained or may obtain in the course of the project to the Procurement Committee, the respondents or otherwise.

16.    Quotation submission

The quotation should reach the address below via courier, hand delivery or through the provision detailed out in 7.1 by 4 December,2024.

WaterAid Nepal

Nakhipot 14, Lalitpur, Nepal

Email Address: nepal-procurement@wateraid.org