UNICEF Pre-Bidding meeting notice for the Long-Term Agreement Design and Supervision Works of WASH Projects Across Ethiopia


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Bid closing date
16 NOVEMBER 2022 @2:00 PM LOCAL TIME
Bid opening date
16 NOVEMBER 2022 @2:00 PM LOCAL TIME
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2merkato.com (Oct 31, 2022)
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Pre-Bidding meeting.

Long-Term Agreement for Design and Supervision Works of WASH Projects Across Ethiopia @ 02:00 pm on 17th October 2022

BID OPENING HAS BEEN EXTENDED UNTIL 16 NOVEMBER 2022 @2:00 PM LOCAL TIME

Attendees

1.      Mr. Sisay Teferi- (Procurement Specialist)

2.      Mr. Tsigereda Belete (Contract Officer)

3.      Lavuun Verstraete (Urban WASH Manager)

4.      Basazin Minda (WASH Specialist)

5.      Tamene Gugsa (Urban WASH Specialist)

6.      Blue Matrix Consultancy

7.      Alcon Engineering PLC

8.      Ketema Consulting Engineers

9.      MS Consulting

10.  Ethiopian construction design and Supervision

11.  biazine 

12.  solomonsywse@gmail.com

13.  Live International Development Consultants

14.  Amen consulting

15.  DH Consult

16.  DWGEC

17.  Awash Consultant PLC

18.  ECDSWCO

19.  Metaferia consulting Engineers

 

The procurement specialist has explained the objective, requirements of the bid and details of the bid document, what is expected from bidders, eligibility requirements, submission requirements, and related details of the bid document.

Mr. Lavuun the Urban WASH Manager, explained the technical requirements and expectations of UNICEF from the bid outcome in detail.

The participants raised the below clarification question.

Q1. In LOT 2. Under the TOR section, the deliverable expected from the "Social Expert" (See Staffing and resources Section 7, sub-section 7.4 for expert assigned), which is the "Socio-economic Study Report" of the project study area is not totally indicated in the bid document as a deliverable. As it is known, the socio-economic Report of the specific project area is a standalone report to be prepared by the social expert, which would be a critical input for engineering design and feasibility study as well as input for ESIA, ESMP as well as for the preparation of Resettlement Action Plan. In addition, we propose the inclusion of the same social expert and the corresponding deliverable under LOT 1 for the same purpose.

Response – It has been clarified that the responses to the above question can be referred as provided and detailed in Annex 3.

Q2. In the case of Participating in both Lots (lots 1 & 2) is it necessary to submit separate proposal documents for each Lot or provide a single proposal document for both lots

Response – It is explained that suppliers can submit for both Lots 1 and 2, however, it is important to note that suppliers must make sure that there is a clear indication for each lot of technical proposals. In addition, it's stressed that Technical & Financial documents should be sealed in a separate envelope as submission of the technical and financial offers in one envelope will lead to a total disqualification as indicated in the bid document. It should also notice, that, the financial offer for the two independent Lots should be provided separately.

Q3. The currency of payment as indicated in the RFP the currency of payment is the current project currency in dollars and payment will be effected in Ethiopian birr (ETB)? Where it says based on the exchange rate at the time of contract signing. What is the point of using the exchange rate and how does it help?

How can it overcome price escalation due to currency exchange? If you fix the payment at the contract signing time for the project? Which will take two or three years I would?

And it was suggested that the exchange rate be taken as the time of payment.

Response – When there is a foreign currency substantial change in the market, UNICEF will review the major changes and in discussion with the supplier consider if it will affect the project implementation.

As UNICEF will have the Long Term Agreement (LTA) in U.S. dollars as the LTA covers a very long period, like two years; but when we issue a contract under the LTA, it will be issued in birr.

And we might include a clause in the contracts with a provision to review the contracts to absorb the shocks that occur during the contract implementation, for example, due to significant changes in unit costs due to inflation.

Q4. Sanitation facilities design will be also part of the intervention? Will it be implemented or is it only at the master plan level? In package 5 during the supervision what is stated is borehole drilling supervision. And can you explain when we do package #3? Are we anticipating that the sources secured and then we make a design?

Response – It is possible to bid for the two lots or only for Lot 2; Lot 1 being optional, because bidding for Lot 1, related to adequate sighting of boreholes in difficult areas, requires technical expertise. If your company does not have this expertise, the supplier should not submit for that specific lot. UNICEF does have projects that also look at surface water, not just groundwater only, but the feasibility and detailed design can also look at surface water options.

In the first phase, we do a feasibility study. We look at the different available water sources typically at the water demand at the population projections then we go into the more details hydrogeological study, meaning that we try to secure the water source which can be groundwater. If this is the recommended option or surface water and then thirdly, we go into the design.  Detail studies will be based on the selected option and the option can be a technical option.

What is critical systematically in all our projects is that we are considering solar energy as well? UNICEF recommends the consultant consider solar energy and compare the power options of solar power versus other power options.

- In terms of Sanitation, UNICEF does have projects with sanitation infrastructures and solid waste management; these should be part of the proposal. Usually, it depends on the program/project scope based on the funding situation. Some program includes Sanitation components while others do not. Some programs will have full sanitation components that include Master Plan Preparation, sanitation facilities design, and supervision. Some programs will have sanitation components only Master Plan Preparations and Sanitation facilities design only.

Q5. In the detailed assignment, it says the consultant will conduct a physical assessment and pump test to confirm the sustainable yield; is it really the consultant who is expected to conduct this? In addition, in the same package, it is stated that the consultant must have the required tools and equipment needed to dismantle move re-assemble, and reinstall mechanical equipment. Is this assignment and equipment relevant to the service package?

Response – Agreed. The consultant should be in possible to supervise physical assessment and pump test by the contractor and not require the tools for these tasks; the consultant will use all the required tools and equipment necessary for the study and design phases as well as during supervision; and as such, the mentioned tasks need to be done by the Contractor. This is adjusted in the updated ToR.

Q6. With regard to the scope/team for service package 3, is developing a  business plan and defining tariff part of the tasks to be undertaken under the feasibility study (as at this stage it is not included)?  

Response – Agreed. A business plan should be developed with a tariff structure. The business plan should be in line with the following principle: (i) cost recovery (through tariffs, subsidies, or transfers); (ii) equity (pro-poor measures), (iii) gender inclusive; (iv) following affordability and willingness-to-pay analyses. These business plans will provide insight into the cost of sustainably operating and maintaining the systems after capital investments have been incurred. This is adjusted in the updated ToR, including the addition of a socio-economist expert.

Q7. The project will be implemented all over the country and that means the specific location of the site is not yet known. However, the RFP mentioned there might be more than one project, which needs to be done simultaneously. So to establish our team setup is it possible to know how many sites are expected to be done simultaneously? As this might also affect the cost of the offer so is it possible to know how many sites are expected to be done simultaneously?

Response – UNICEF is looking at several projects to be implemented simultaneously so please indicate in your proposal how many projects you can do simultaneously and what type of scope of the project, you can do simultaneously. UNICEF will take into consideration the security and access of the area and if this area is not secure UNICEF will not request the consultant to work ins such locations. Moreover, UNICEF has security officers in each of the regions who can provide advice to our consultants.Q8. Required qualifications of experts:

Can you clarify “advanced degree”?

Response: Regarding the qualifications, an advanced degree corresponds to a minimum master’s degree and beyond the first degree. Qualification is relevant as part of the technical evaluation of the supplier If it is asking for a resident engineer. obviously civil and water engineer-related qualifications are required and if the requirement is for an electromechanical expert, an electromechanical engineer must be proposed.

Clarifications on questions Via Email

Q9. It is mentioned in the ToR page 15 that the Consultant will be responsible for all consequences resulting from negligence or other misconduct on his part or the part of the construction Contractor. We understand the Consultant is Contractually responsible for all his obligations during the project cycle. However, is the Consultant supposed to be responsible for the default of the Contractor in all regards? As per the common norm of Contract, the Contractor is responsible for violating all his responsibility either intentionally or through lack of knowledge.

Response: The Consultant is not responsible for the Contractor in all regards; only if there the program is facing consequences due to negligence on the part of the Consultant.

Q10. On page 7/28, section 6 of special notes of the RFP, it is mentioned the Consultant expected to present recent 2 years financial audit. In the same way, page 49 of the ToR requests 3 years financial audit report. Which one is correct?

Response: Three (3) years financial audit report authenticated by Ethiopian Revenue & Customs Authority

Q11. As discussed in the Prebid meeting and mentioned in the RFP the currency for the LTA agreement is USD. However, it is explicitly explained that the currency for all the Contracts under the LTA will be converted to Ethiopian Birr during the Contract signing. As mentioned in the ToR, there is high uncertainty of currency in Ethiopia which affects the cost of goods

which will indirectly affect the wages of staff. Hence, to minimize staff turnover and for the smooth operation of the project, we respectfully request UNICEF to revise the currency of the contract under the LTA to USD for the whole project duration.

Response- ETB (Birr) payment is the standard agreed payment modality agreed upon by UNICEF and the Ethiopian Ministry of Finance for Local Companies. So that, it cannot be changed.

Q12. The time for submission of the proposal i.e. November 2, 2022, is too short, and we kindly request UNICEF extend the proposal submission date by a minimum of 10 days in order to submit responsive proposals.

Response: proposal submission date is to be extended until 16 November 2022.

 Q13. Service package 1: Borehole sitting and Design

a.      How many target areas will be studied?

Response: for proposal's sake minimum of two.

b.      Where are the exact Geographic locations of the target areas?

Response for a & b: It can’t be known. It will depend on funding.

c.       The Geological, Geophysical and Hydrogeological maps proposed scale on the TOR are 1:5,000. However, the scale proposed is very large, and the available scale map in the country is 1:250,000 scale. We need a brief on the scale of maps.

Response: Yes, the available scale map in the country is 1:250000. But, as UNICEF, we have managed to get a 1:50000 scale through a consultant. Therefore, your Geological, Geophysical, and Hydrogeological study maps are expected to stick on the 1:50000 scale

Q14. Service package 2: Borehole drilling supervision

a.      How many drilling sites will be supervised?

b.      Where are the exact Geographic locations of the proposed drilling sites?

Response for a & b: For the sake of the proposed minimum two.  It can’t be known. It will depend on funding.

Q15. Section 4.3.1     Feasibility Study  - Liquid Waste / Faecal sludge management sites and  Solid waste management sites. Does this mean identifying the sites or full study and design of liquid waste and solid waste management system?

Response: Yes.

Q16. Is a professional expert or Key expert allowed to be proposed by more than one bidder but not more than two?

Response: Yes.

Q17. As far as the price (unit rate) offer is concerned, given the service is to be provided across Ethiopia, are we supposed to offer a unit rate

a.      Per each region of Ethiopia?

b.      Clustering related regions?

c.       Or Single unit rate for all regions?

Response for a, b and c; The consultant expected to do his own calculation and to submit the flat rate price for all regions (Single unit rate for all regions)

Q18. Assume a successful Proposer Prequalified for service provision; how is the services (in different regions) are going to be allocated to sign LTA for possibly different successful Proposers?

a.      Casting lots?

b.      UNICEF interest?

c.       Other method?

Response a, b, and c: It is up to the decision of the Client (UNICEF)

 

 

 

Company Info
UNICEF Ethiopia
ዩኒሴፍ ኢትዮጵያ
Address UNICEF Ethiopia, UNECA Compound, Zambezi Building, 2nd floor Supply Section, Addis Ababa, Ethiopia.
Phone +251 11 518 4158+251 11 518 4000
Fax +251 11 551 1628
Email supplyaddisababa@unicef.org
Website http://www.unicef.org/ethiopia/
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