C A R I B B E A N C O M M U N I T Y C L I M A T E C H A N G E C E N T E R ( C C C C C ) REQUEST FOR PROPOSAL FOR THE SUPPLY OF PROMOTIONAL ITEMS Contract#63/2018 /KFW/CCCCC October 2018 Funded by the KfW German Development Bank
Caribbean Community Climate Change Centre (CCCCC) SECTION I Request for Proposal Ref: KFW/CCCCC/2018 8 October 2018 REF: Request for Proposal Supply of Promotional Items Dear Sir/Madam, 1. The Caribbean Community Climate Change Centre (CCCCC) has received financing from KfW German Development Bank, toward the cost of the project titled Coastal Protection for Climate Change Adaptation in the Small Island States in the Caribbean and intends to apply part of the proceeds for the supply of promotional items for the Caribbean Community Climate Change Centre (CCCCC). 2. The CCCCC now invites Proposal for the Supply of Promotional Items, Contract#63/2018 /KFW/CCCCC. 3. Bidding will be conducted through the National Competitive Bidding (NCB) procedures and is open to all eligible bidders. The bidder complying with the requirements stated in the Specifications and with the Lowest Bid Price will be awarded the contract 4. Interested eligible bidders may obtain further information from: Caribbean Community Climate Change Centre Attention: Ms. Allison William. Procurement Officer Email: procurement@caribbeanclimate.bz 6. Proposal must be delivered to the address below on or before 2:00 pm on Friday, 19 October 2018. Caribbean Community Climate Change Centre Address: Lawrence Nicholas Building, Ring Road Floor/ Room number: Second Floor City: Belmopan Country: BELIZE Telephone: 501-822-1094, 822-1104
Caribbean Community Climate Change Centre (CCCCC) Facsimile number: 501-822-1365 Attention: Ms. Allison Williams, Procurement Officer Electronic mail address: procurement@caribbeanclimate.bz 7. Electronic bidding [will not] be permitted. 8. The RFP includes the following documents: Section 1 Request for Proposals Section 2 Instructions to Consultants Section 3 - Financial Proposal - Standard Forms Section 4 Bill of Quantities with Technical Specifications and Logos/Graphics Section 5 - Standard Forms of Contract. 9. The Caribbean Community Climate Change Centre reserves the right to accept or reject any bid and to annul the process and reject all Proposal at any time prior to the contract signature, without thereby incurring any liability. Respectfully, Allison Williams Procurement Officer
Caribbean Community Climate Change Centre (CCCCC) SECTION II. Bid Data Sheet (BDS) A. General The reference number of the Contract is: Contract#63/2018 /KFW/CCCCC The Purchaser is: Caribbean Community Climate Change Centre (CCCCC), Lawrence Nicholas Building, Ring Road, Belmopan City, Belize The name of the NCB is: Supply of Promotional Items The name of the Project is: Coastal Protection for Climate Change Adaptation in the Small Island States in the Caribbean B. Contents of Bidding Documents For Clarification of bid purposes only, the Purchaser s address is: Attention: Ms. Allison William. Procurement Officer Electronic mail address: procurement@caribbeanclimate.bz The deadline for the submission of queries for clarification of bid purposes only is Friday, 12 th October 2018 All questions, queries received prior to the deadline stated above will be posted along with responses to same on the following web sites: (a) http://www.caribbeanclimate.bz/opportunities/ C. Preparation of Bids The language of the bid is: English. All correspondence exchange shall be in English language. The prices quoted by the Bidder shall not be subject to adjustment during the performance of the Contract. The prices shall be quoted by the bidder in: Belize Currency
Caribbean Community Climate Change Centre (CCCCC) Bid price should include the cost of delivery to: Caribbean Community Climate Change Centre (CCCCC), Lawrence Nicholas Building, Ring Road, Belmopan City, Belize To establish the conformity of the Goods to the Bidding Documents, the Bidder shall furnish as part of its Bid: evidence that the Goods conform to the requested specifications. The evidence may be in the form of: photos or sample products. Both forms shall include a detailed item by item description of the essential characteristics of the Goods. The bid validity period shall be forty five (45) days after the deadline for the submission of bids. Delivery Schedule: should not exceeding six (6) weeks after contract signature D: Submission and Opening of Bids Bidders shall enclose the original and 2 copies of the Bid in separate sealed envelopes, duly marking the envelopes as ORIGINAL and COPY. These envelopes containing the original and the copies shall then be enclosed in one single envelope. The inner and outer envelopes shall: (a) bear the name and address of the Bidder; (b) (c) be addressed to the Purchaser: The inner and outer envelopes shall bear the following additional identification marks: Supply of Promotional Items, Contract#63/2018 /KFW/CCCCC (d) (e) bear a warning not to open before the time and date for bid opening; If all envelopes are not sealed and marked as required, the Purchaser will assume no responsibility for the misplacement or premature opening of the bid. The deadline for the submission of bids is: 2:00 pm on Friday, 19 October 2018
Caribbean Community Climate Change Centre (CCCCC) For bid submission purposes, the Purchaser s address is: Caribbean Community Climate Change Centre Address: Lawrence Nicholas Building, Ring Road Floor/ Room number: Second Floor City: Belmopan Country: BELIZE Telephone: 501-822-1094, 822-1104 Facsimile number: 501-822-1365 Attention: Ms. Allison Williams, Procurement Officer E. Evaluation and Comparison of Bids Information relating to the examination, evaluation and comparison, and recommendation of contract award, shall not be disclosed to bidders or any other persons not officially concerned with such process until publication of the Contract Award. The Purchaser s determination of a bid s responsiveness is to be based on the contents of the bid itself. A substantially responsive Bid is one that conforms to all the terms, conditions, and specifications of the Bidding Documents without material deviation, reservation, or omission. If a bid is not substantially responsive to the Bidding Documents, it shall be rejected by the Purchaser and may not subsequently be made responsive by the Bidder by correction of the material deviation, reservation, or omission The Purchaser shall compare all substantially responsive bids to determine the lowest-evaluated bid. The Purchaser reserves the right to accept or reject any bid, and to annul the bidding process and reject all bids at any time prior to contract award, without thereby incurring any liability to Bidders The Purchaser shall award the Contract to: the Bidder whose offer has been determined to be the lowest evaluated bid and is substantially responsive to the Bidding Documents Prior to the expiration of the period of bid validity, the Purchaser shall notify the successful Bidder, in writing, that its Bid has been accepted. Until a formal Contract is prepared and executed, the notification of award shall constitute a binding Contract
Caribbean Community Climate Change Centre (CCCCC) SECTION III Evaluation and Qualification Criteria The Purchaser shall examine the bids to confirm that all documents and technical documentation requested have been provided, and to determine the completeness of each document submitted. The Purchaser shall confirm that the following documents and information have been provided in the Bid. If any of these documents or information is missing, the offer shall be rejected. 1 Bid Submission Form 2 Bidder Information Form 3 Completed Price Schedule/Bill of Quantities 4 Technical Specifications for Goods 5 Delivery Period 6 Declaration of Undertaking
Caribbean Community Climate Change Centre (CCCCC) SECTION IV Bidding Forms Bid Submission Form [The Bidder shall fill in this Form in accordance with the instructions indicated No alterations to its format shall be permitted and no substitutions shall be accepted.] Date: Supply of Promotional Items, Contract#63/2018 /KFW/CCCCC To: Caribbean Community Climate Change Centre. We, the undersigned, declare that: (a) We have examined and have no reservations to the Bidding Documents. (b) We offer to supply, in conformity with the Bidding Documents and in accordance with the Delivery Schedules specified in the Letter of Invitation, Promotional Items. (c) The total price of our Bid, excluding any discounts offered in item (d) below, is: [insert the total bid price in words and figures, indicating the various amounts and the respective currencies]; (d) The discounts offered and the methodology for their application are: (e) Our bid shall be valid for the period of forty five (45) days from the date fixed for the bid submission deadline and it shall remain binding upon us and may be accepted at any time before the expiration of that period;
Caribbean Community Climate Change Centre (CCCCC) (f) We understand that this bid, together with your written acceptance thereof included in your notification of award, shall constitute a binding contract between us, until a formal contract is prepared and executed. (g) We understand that you are not bound to accept the lowest evaluated bid or any other bid that you may receive. Signed: insert signature of person whose name and capacity are shown] In the capacity of [insert legal capacity of person signing the Bid Submission Form] Name: [insert complete name of person signing the Bid Submission Form] Dated on day of, [insert date of signing]
Caribbean Community Climate Change Centre (CCCCC) Bidder Information Form [The Bidder shall fill in this Form in accordance with the instructions indicated below. No alterations to its format shall be permitted and no substitutions shall be accepted.] Date: of Bid Submission Supply of Promotional Items, Contract#63/2018 /KFW/CCCCC 1. Bidder s Name [insert Bidder s legal name] 2. In case of JV, legal name of each member : [insert legal name of each member in JV] 3. Bidder s actual or intended country of registration: [insert actual or intended country of registration] 4. Bidder s year of registration: [insert Bidder s year of registration] 5. Bidder s Address in country of registration: [insert Bidder s legal address in country of registration] 6. Bidder s Authorized Representative Information Name: [insert Authorized Representative s name] Address: [insert Authorized Representative s Address] Telephone/Fax numbers: [insert Authorized Representative s telephone/fax numbers] Email Address: [insert Authorized Representative s email address] 7. Attached are copies of original documents of [check the box(es) of the attached original documents] Articles of Incorporation (or equivalent documents of constitution or association), and/or documents of registration of the legal entity named above. In case of JV, letter of intent to form JV or JV agreement. In case of Government-owned enterprise or institution: Legal and financial autonomy Operation under commercial law Establishing that the Bidder is not dependent agency of the Purchaser
Caribbean Community Climate Change Centre (CCCCC) Bidder s JV Members Information Form [The Bidder shall fill in this Form in accordance with the instructions indicated below. The following table shall be filled in for the Bidder and for each member of a Joint Venture]]. Date: of Bid Submission] Supply of Promotional Items, Contract#63/2018 /KFW/CCCCC 1. Bidder s Name: [insert Bidder s legal name] 2. Bidder s JV Member s name: [insert JV s Member legal name] Page of pages 3. Bidder s JV Member s country of registration: [insert JV s Member country of registration] 4. Bidder s JV Member s year of registration: [insert JV s Member year of registration] 5. Bidder s JV Member s legal address in country of registration: [insert JV s Member legal address in country of registration] 6. Bidder s JV Member s authorized representative information Name: [insert name of JV s Member authorized representative] Address: [insert address of JV s Member authorized representative] Telephone/Fax numbers: [insert telephone/fax numbers of JV s Member representative] Email Address: [insert email address of JV s Member authorized representative] 7. Attached are copies of original documents of [check the box(es) of the attached original documents] Articles of Incorporation (or equivalent documents of constitution or association), and/or registration documents of the legal entity named above. authorized In case of a Government-owned enterprise or institution, documents establishing legal and financial autonomy, operation in accordance with commercial law, and absence of dependent status.
Price Schedule/Bill of Quantities:
List of Goods and Delivery Schedule
Declaration of Undertaking We underscore the importance of a free, fair and competitive contracting procedure that precludes abusive practices. In this respect we have neither offered nor granted directly or indirectly any inadmissible advantages to any public servant or other person nor accepted such advantages in connection with our bid, nor will we offer or grant or accept any such incentives or conditions in the present tendering process or, in the event that we are awarded the contract, in the subsequent execution of the contract. We also declare that no conflict of interest exists in the meaning of the kind described in the corresponding Guidelines 14. We also underscore the importance of adhering to environmental and social standards in the implementation of the project. We undertake to comply with applicable labour laws and the Core Labour Standards of the International Labour Organization (ILO) as well as national and applicable international standards of environmental protection and health and safety standards. We will inform our staff of their respective obligations and of their obligation to fulfill this declaration of undertaking and to obey the laws of the country of Belize We also declare that our company/all members of the consortium has/have not been included in the list of sanctions of the United Nations, nor of the EU, nor of the German Government, nor in any other list of sanctions and affirm that our company/all members of the consortium will immediately inform the Client and KfW if this situation occurs at a later stage. We acknowledge that, in the event that our company (or a member of the consortium) is added to a list of sanctions that is legally binding on the Client and/or KfW, the Client shall be entitled to exclude us/the consortium or, if the contract is awarded to our company/the consortium, to immediately cancel such contract if the statements made in the Declaration of Undertaking were objectively false or the
reason for exclusion from the tender procedure occurs after the Declaration of Undertaking has been issued. (Place) (Date) (Name of company) (Signature( s)) 14 See "Guidelines for the Assignment of Consultants in Financial Cooperation with Partner Countries" and "Guidelines for Procurement of Goods, Works and associated Services in Financial Cooperation with Partner Countries"
Pictures and Branding Specification Sample of items - disregard current logo featured on samples Figure 1- coffee mugs - Branding: KfW logo - Coastal Protection for Climate Change Adaptation - www.caribbeanclimate.bz Figure 2- Insulated water bottles - Branding: KfW logo - Coastal Protection for Climate Change Adaptation - www.caribbeanclimate.bz
Figure 3- metal pens - Branding: (500) Caribbean Community Climate Change Centre - www.caribbeanclimate.bz (500) Coastal Protection for Climate Change Adaptation www.caribbeanclimate.bz Figure 4- Shoppers Bag - Branding: CCCCC logo- Empowering People to Act on Climate Change - www.caribbeanclimate.bz FOR LOGO S PLEASE CLICK THE FOLLOWING LINK: http://dms.caribbeanclimate.bz/m-files/openfile.aspx?objtype=0&docid=7581
Contract#63/2018 /KFW/CCCCC This contract is made this, October 2018 Between the Caribbean Community Climate Change Centre, having its principal place of business at 2 nd. Floor, Lawrence Nicholas Building, Ring Road, City of Belmopan, Belize (hereinafter called the Centre ) and, having its principal place of business at (hereinafter called the Supplier ); WHEREAS the Centre, has received financing from the KfW German Development Bank, toward the cost of the project titled Coastal Protection for Climate Change Adaptation in Small Island States in the Caribbean ; AND WHEREAS, in pursuance of its objectives, the Centre is desirous of obtaining Promotional Items (hereinafter called the Goods ); AND WHEREAS, the supplier is willing and able to supply the goods on the terms and conditions hereinafter contained and in accordance with the offer, which is annexed hereto and shall be treated as an integral part of this Contract; NOW THEREFORE, the parties hereto hereby agree as follows: 1. SCOPE OF THE SUPPLY The Supplier agrees to provide the goods in accordance with the terms of this offer as set out in Schedule I (Bill of Quantities with Specifications), Schedule III (Warranty) annexed hereto. 2. CONSIDERATION It is understood and agreed that this is a fixed price contract for the supply of the Goods by the Supplier in the sum of BELIZE CURRENCY (BZ$ ). Centre reserves the right at the time of contract finalization to increase or decrease the quantity of goods as originally specified without any change in unit prices or other terms and conditions 3. COMMENCEMENT AND DURATION The contract duration shall not exceed a period of six (6) weeks commencing on the, November 2018 and ending on the, December 2018 when all the Goods have been delivered. 4: PAYMENTS Payments shall be made as follows:
(a) The Supplier shall be paid an advance payment of up to fifty percent (50%) valued at (BZ$) of the Contract Price within 10 days presentation of an advance payment bond in the prescribe format and an original invoice for the same. b) The final fifty percent (50%) valued at (BZ$) of the Contract Price percent will be paid to the Supplier upon delivery of Goods. 5: ADAVANCE PAYEMNT GUARANTEE The following provisions shall apply to the advance payment and the Advance Payment Bank Guarantee: (1) An advance payment of 50% of the contract amount shall be made within ten (10) days after the receipt of an advance payment guarantee by the supplier. (2) The advance bank payment guarantee shall be in the amount and in the currency of the advance payment 6: DEFECTS AFTER DELIVERY (a) The Supplier shall be responsible for making good with all possible speed any defect in or any damage to any portion of the Goods which may appear or occur under proper use during a period of one (1) month after the Goods have been delivered to the Caribbean Community Climate Change Centre, 2 nd. Floor, Lawrence Nicholas Building, Ring Road, City of Belmopan, Belize and which arises either: (i) from defective materials, workmanship or design, or (ii) from any act or omission of the Supplier done or omitted during the said period. (b) If any such defect or damage be not remedied within a reasonable time, the Fund may proceed to remedy the defect at the Supplier s risk and expense. 7: LIQUIDATED DAMAGES If the Supplier fails to deliver any or all of the Goods by the Date(s) of delivery or perform the Related Services within the period specified in the Contract, the Purchaser may without prejudice to all its other remedies under the Contract, deduct from the Contract Price, as liquidated damages, a sum equivalent to two percent (2%) of the delivered price of the delayed Goods or unperformed Services for each
week or part thereof of the delay until actual delivery or performance, up to a maximum deduction of ten percent (10%). Once the maximum is reached, the Purchaser may terminate the Contract. 8: INSPECTIONS AND TESTS The Purchaser or its representative shall have the right to inspect and/or to test the Goods to confirm their conformity to the Contract specifications at no extra cost to the Purchaser, to be conducted on the premises of the Supplier at point of delivery, and/or at the Goods final destination. Should any inspected or tested Goods fail to conform to the Specifications, the Purchaser may reject the Goods, and the Supplier shall either replace the rejected Goods or make alterations necessary to meet specification requirements free of cost to the Purchaser. 9: WARRANTY The Supplier warrants that the Goods supplied under the Contract are new, unused, of the most recent or current models and that they incorporate all recent improvements in design and materials unless provided otherwise in the Contract. The Supplier further warrants that all Goods supplied under this Contract shall have no defect, arising from design, materials, or workmanship (except when the design and/or material is required by the Purchaser s specifications). This warranty shall remain valid as per Schedule II after the Goods have been delivered to and accepted at the final destination indicated in the Contract. 10. INDEMNITY The Supplier agrees to indemnify the Centre against any loss, damage or claims arising against the Centre as a result of the actions of the Supplier, his/her/its employees or subcontractors engaged by the Supplier under the Contract 11: TERMINATION FOR INSOLVENCY The Purchaser may at any time terminate the Contract by giving written notice to the Supplier if the Supplier becomes bankrupt or otherwise insolvent. In this event, termination will be without compensation to the Supplier. 12: APPLICABLE LAW The Contract shall be interpreted in accordance with the laws of Belize.
The parties hereto have caused this Agreement to be executed in accordance with the laws of Belize on the day, month and year indicated below. For: The Caribbean Community Climate Change Centre For: The Supplier. Name: Dr. Kenrick Leslie Title: Executive Director Name: Title: Signature: Date: Signature: Date:
Advance Payment Security [Guarantor letterhead or SWIFT identifier code] Beneficiary: Caribbean Community Climate Change Centre, Date: [Insert date of issue] ADVANCE PAYMENT GUARANTEE No.: [Insert guarantee reference number] Guarantor: [Insert name and address of place of issue, unless indicated in the letterhead] We have been informed that [insert name of Supplier, which in the case of a joint venture shall be the name of the joint venture] (hereinafter called the Applicant ) has entered into Contract#63/2018 /KFW/CCCCC dated [insert date] with the Beneficiary, for the execution of the Supply of Promotional Items (hereinafter called "the Contract"). Furthermore, we understand that, according to the conditions of the Contract, an advance payment in the sum [insert amount in figures] () [insert amount in words] is to be made against an advance payment guarantee. At the request of the Applicant, we as Guarantor, hereby irrevocably undertake to pay the Beneficiary any sum or sums not exceeding in total an amount of [insert amount in figures] ( ) [insert amount in words] 1 upon receipt by us of the Beneficiary s complying demand supported by the Beneficiary s statement, whether in the demand itself or in a separate signed document accompanying or identifying the demand, stating that the Applicant: (a) has used the advance payment for purposes other than toward delivery of Goods. A demand under this guarantee may be presented as from the presentation to the Guarantor of a certificate from the Beneficiary s bank stating that the advance payment referred to above has been credited to the Applicant on its account number [insert number] at [insert name and address of Applicant s bank]. 1 The Guarantor shall insert an amount representing the amount of the advance payment and denominated either in the currency(ies) of the advance payment as specified in the Contract, or in a freely convertible currency acceptable to the Purchaser.
This guarantee shall expire, at the latest, on the [insert day] day of [insert month], 2 [insert year. Consequently, any demand for payment under this guarantee must be received by us at this office on or before that date. This guarantee is subject to the Uniform Rules for Demand Guarantees (URDG) 2010 Revision, ICC Publication No.758, except that the supporting statement under Article 15(a) is hereby excluded.. [signature(s)] Note: All italicized text (including footnotes) is for use in preparing this form and shall be deleted from the final product.