Contract Procedure

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Publication Reference:

ARDP2022100702 – DCI-ARDP PVD / 2023/2025 / 222-937

Procedure: Local/International Open Tender

Financing: DCI-ARDP PVD/ 2023 / 222-937 Delivering V2025

Contracting Authority:

African Regional Development Project

Description of the contract:

African Regional Development Project has published their 2019/2025 annual projects which comprises of various items as advertised through our consultant agencies. Interested suppliers, individuals and companies should indicate their interest to the specified products.

Eligibility and rules of participation: it is open to all, legal persons [participating either individually or in a grouping (consortium) of Tenderer and foreign companies] which are established in all country or territory of the regions covered and/or authorized by the specific instruments applicable to the program under which the contract is financed. All goods supplied under this contract must be of good quality. Participation is also open to international organizations. Participation of natural persons is directly governed by the specific instruments applicable to the program under which the contract is financed.

Agents:

Every Tenderer must have a local agent in Ghana as his/her representative.

Registration:

All interested companies intends to bid for a contract must be Registered as a Contractor/Supplier with the amount of US$2,500.00 (or in the currency of your quote if different from US Dollars) as the Registration Fee. This payment should be made through the Ghana Agent of the Tenderer prior to the submission of biding documents to this Committee.

Tender:

Tenderer must submit a signed declaration such as Proforma Invoice, including the Tender Application and Evaluation Form.

Number of Tenders:

Tenderer must submit only one Tender per lot. Tenderers who consciously or unconsciously submitted more than One Tender per lot will be disqualified.

Performance Guarantee:

The successful Tenderer will be asked to provide a performance guarantee in writing immediately after receipt of award notice before the signing of the contract. This guarantee must be provided together with the return of the counter signed contract not later than 5 days after the Tenderer receives the contract by the Contracting Authority. If the selected Tenderer fails to provide such a guarantee within this period, the contract will be void and a new contract may be drawn up and sent to another Tenderer who was on standby list.

REQUIRED DOCUMENT:

Bidders/Suppliers should submit the following bidding documents to this Committee for consideration:

1. A Quotation in either CIF or FOB
2. An Application Letter/Letter of Intent stating suppliers Interest and ability.
3. An Authorization Letter Appointing a local company as Agent/Representative.
4. Completed copies of the company Application/ Registration Forms
5. Proof of payment for the Registration Fee of $2,500 USD or its equivalent.
6. Company Profile
7. Evidence of company’s Registration as a legal organization in country of origin.
8. Names and positions of company’s officials.
9. Proforma Invoice Covering the Required products and quantities.

Signing of the Contract: Contract can be signed and sent electronically i.e. by email. But shall the commission request that the successful Tenderer(s) appear in person, then they should avail themselves at this invitation.

Legal Guarantor:

As per contractual laws of the member states, every contract winner is mandated to provide a legal representative (Attorney) of national origin who should be a senior advocate of the country.

Tax:

Every Tenderer that wins contract may be under obligation to pay government taxes where needed.

Payment Terms:

Every contract winners receive 80% in advance and the balance of 20% before shipment. But 100% advance payment may be considered in some exceptional cases. All payments are made through bank wire transfer.

Physical Meeting and Site Visit:

No information on meeting and site visit is published here, but will be duly communicated to both parties representives when such arrangement is decided.

Period of Implementation of Tasks:

The approved items shall be delivered (and installed, where required) within 360 days from the date of contract or as the case may be.

Selection and Award Criteria:

The following selection criteria will be applied to Tenderer. In the case of Tenders submitted by a consortium, these selection criteria will be applied to the consortium as a whole:

• The average annual turnover of the Tenderer must exceed the invoice value with 10% maximum.
• The financial situation of the Tenderer should not be in deficit, taken into account debts, at the beginning and end of year.
• The Tenderer must have worked successfully on at least one project value 10% of this contract in fields related to this contract in the past two years.

An economic operator may, where appropriate and for a particular contract, rely on the capacities of other entities, regardless of the legal nature of the links which it has with them. It must in that case prove to the Contracting Authority that it will have at its disposal the resources necessary for performance of the contract, for example by producing an undertaking on the part of those entities to place those resources at its disposal. Such entities, for instance the parent company of the economic operator, must respect the same rules of eligibility and notably that of nationality, as the economic operator.

The Contracting Authority must reply to all Tenderer’ questions at least 11 days before the deadline for submission of Tenders. Eventual clarifications or minor changes to the Tender dossier shall be sent to them through their local agent.

Language of the procedure:

All written communications for this Tender procedure and contract must be in English. Legal basis Commission Regulation (ARDP) 90/2017 of 12 February 2017.