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    ZIMBABWE ELECTRICITY TRANSMISSION | & DISTRIBUTION COMPANY | | VOLUME 1 TENDER FOR THE DESIGN, SUPPLY & DELIVERY OF SMART METERS AND COMMUNICATION INFRASTRUCTURE AND | ACCESSORIES FOR ZETDC CLOSING DATE: APRIL 12, 2016 at 10:00 Hours | PRE-BID CONFERENCE DATE: MARCH 29, 2016 at 09:30 Hours NON-REFUNDABLE TENDER FEE: USD 80.00 FOR COMPLETE SET Note: This volume should be read together with Volumes 2, 3, 4,5,6&7 LE a NOS a a Advanced Metering infrastructure, Meters and Associated Equipment ‘TABLE OF CONTENTS, ‘CONTENTS. PAGE No. ‘Abbreviations... 8 ‘Section 1: Iviation to Tends 10 ‘Section I: Tender Submission Chockish.... ne a ‘Section It: Instruction o Tenderers... 23 Section IV: Funding a = Tendar No. ZETOG) 0212076 ‘AMI Project Advanced Metering inrestrvcture, Meters and Associated Equipment ‘Annexure: Form of Fender (Sample) ‘Annexure 2: Bid Bond (Sample) Annexure 3: Performance Bank Guarantee (Sample) Annexure 4: Declaration on Non-Engagement in Corrupt or Fraudulent Pradices Form -Anmenure 5: Supplter Application Form ‘Ati Projeci Vol. 7 Tender No. ZETDCI 022016 3 ‘Advanced Metering Infrastructure, Metors and Associated Equipment 1 DEFINITIONS For the purpose of this document, the defintions and abbreviations given in IEC 62051 and the following apply: Active energy Advanced Metering Infrastructure (ANA) ‘Appliance Control ‘Appliance Control Device (Aco) Back Office Basle current (i) ‘Nominal current () ‘Biting period BS footprint Calibration Channet Concentrator ‘eal energy consumed by an electical load, as determined by integrating ‘active power (in Watis) with respect to time. in electrical systems, active ‘energy is typically measured In klowat-hours (kWh), Infrastructure associated with the sophisticated metering and contol of electrical energy consumption, including electcty meters which measure on an interval basis and which are designed to support data retrieval from a remate locaton, process by which @ consumer andlor the uliity can connect or disconnect ‘specific appllances toffram the supply or modify the operation of specific ‘applances so as to influence the electrical demand presented to the supply network, 2 switching device intended to connector disconnect the supply of power to an ‘electrical appliance, for the purpose of achleving demand control. An ACD is ‘generally used within a residential dwelling and is typically a ‘power relay that is remotely activated by an element ofthe AMI (0.9, @ ‘Smart Meter}, tofers to systems that do not deal directly with the consumer such as load management, faut investigation, invenlory management and accounis payable. value of curent in accordance with which the relevant performance of a direct- connected lectcty meter is fixed. value of current in accordance with which the relevant performance of a CT- connected electricity metor i fixed. lime between consecutive dates on which electricity billing s based, typcaly 1 ‘month. Nominally in months bul in practice defined as a number of days. EXAMPLE Time given in months: one, three, si months; time given in days: 28, 31,60, 89, 90, 914 ‘standard eleccty moter dimensions derived from Brllsh Standard BS 5685-1 ‘and commonly used for electromechanical and elecvonic meters. ‘comparigon of the indication of an instrument under tes, or registration of & ‘meter under test, with an appropriate reference standard. May also Imply the ‘actual adjustment required to bring the registration of the meter under test to within the required mits of ero. input oF register for raw data that comesponds to @ specific meter or concentrator 7 —| Copies of Company _or Fis Ragatalon Cenieaex| 1 Corticala of incorpoaton, CR14, CR and CR2\for local Sidders or equivalent for foreign Bidders respectively and ‘Company Profi and Suppler Applicaton Form a= required [Proof of relsvaion with 2MRA for tocal Siders, a [Proof of Regisation wih Sale Procurement Bost £ 10 | Aueted Financial Saloreris for 2013 and 2014 as TOGUTRE. 4 11 — [Payment Terms & Condtions 3 "2 | Decaration by Bidder not to ongage ia comupt or fraudulent] ——t practices TS [ Dover Pero i 7 ‘Minimum three (3) Trade Reference laters forthe Bidder andlor Manufacturer from thee (3) diferent customers as required we Names with ful contact os well as physical addresses of[ previous customers of similar goods. 7% Pre-Bid Conference Meeting Allondanice Corlica iT ‘Valid ISO Certificaes for the Manufacturer as required, 4 “Ail Project Vol. 1 Tender No. ZETOG) 0212016 21 Warranty and Guaranteed Life Span of equipment ofered as] 1 “Advanced Metering Inrestructure, Meters and Associated Equipment TS] Type Test Cariicaios and their Rapors and or Test Gariicales 7 ‘And thei Reports. [Duly completed signed and dated Guaranleed Technical 7 Pariculars as required, Bi | Slatement of Compliance to Techaical_& Commercial | 1 Specifications ofall Volumes as require respectively. Z| Statement on Deviations. 7 23 [Delaied Technical Data Sheets, Calaloques and Brochures 1 ‘28 | Manufaciuer’s Authorization Letter and Principa' Authorization 1 Lelie as required respectively. S| Name of Manufacturer and/or Pincipal as required i 28 F Independent Laboratory Tests on Functionally of te Equipment 1 offered. ‘NB. Any other addtional document or Wem doomed to be ‘commercially and technically mandatory as required by the “Tender Document (RFP), Volumes 1 to 7 inclusive. 2.0 NOTES TO TENDERERS. ‘+ Equipment shall mean Smart Meters and Communication Infrastructure clw Accessories. ‘+The BiddorTenderer shall specify such other documents or items it has submitted and the ‘envelope in addition to Items or documents listed In the above captioned checklist. IIs the responsibility of the Bidder to examine all instructions, forms, provisions, terms and ‘specifications In the Tender Document thoroughly to ensure that all tho mandatory ‘specification requirements are fully adhered to and placed correctly in the bid document ‘submitted), ZETDC shall not be held responsible for any missing and misplaced documentation ‘or lnformation. gee gpocuReNer 1 onsses ake @ Advanced Metering Infastructure, Meters and Associated Equipment SECTION III INSTRUCTIONS TO TENDERERS 311 Definitions: In this tonder, unless the context or express provision otherwise requ a » o “Tho Procuring Enity” means Zimbabwe Electricity Transmission Dishibution Company or ats ‘successor(s} and assignee(s) where the context so admits hereinafler abbreviated as (ZETDC). “The Tenderer” means the person(s) submiting Its Tender for the supply, installation and ‘commissioning (where applicable) ofthe goods in response fo the Invitation to Tender. Reference fo “the tender” or the “Tender Document” includes lis appendices and documents ‘mentioned hereunder and any reference (o this tender or to any other document includes a reference {othe other documant as varied supplemented andlor replaced in any manner from time to time. ‘Any reference to any Act shall include any statutory extension, amendment, modification, re- ‘amendment or replacement of such Act and any rule, regulation or order made there under. Words importing the mascuine gender only, include the feminine gender or (as the case may be) the neutral gender. Words importing the singuar number only include the plural number and vice-versa and whero thers ‘are two or more persons included in the expression the “Tenderer the covenants, egroements and ‘obligations expressed (o be mado or performed by the Tenderer shal! be doomed to be made or performed by such persons jonly and several. Where there are two or more persons included in the expression the “Tenderer, any act, defeut or ‘omission by the Tenderer shall be deemed to be an act, defaut or omission by any one or more of such persons. ‘aia Project Vol. = Tender No. ZETDCI O12016 33 Advanced Metering infrastructure, Meters and Associated Equipment 3.2 Scope and Structure of Tender 3.3 Structure of the Tender Document 33:1. A three (3) envelope system shall be adopted for the Tender. The Tenderer shall be required to ‘submit the Tender in three envelopes: a) Envelope 1 - Technical Proposal (Technical & Commercial Responsiveness) b) Envelope 2 Funding Proposal ©) Envelope 3 ~ Financial Proposal (Bid Price) Envelope 1 [Technical Proposal - (Technical & Commercial Responsiveness)] and Envelope 2 [Funding Proposal] of al Tenderers shall be opened frst, being Stage I ofthe evaluation, ‘Thereafter Envelope 3 [Financial Proposal (Bld Pricel] shall be opened, being Stage W of the Commercial and Bid Price evaluation. ‘The Financial Proposal (Bid Price) envelope wil be returned unopened to the Tenderers who fll to ‘score atleast eighty (80%) percentage of the evaluation points forthe Technical Proposal (Envelope 4) and atleast eighty (80%) forthe Funding Proposal (Envelope 2). ‘AMM Project Vol. 7 w Advanced Melring infrastructure, Meters and Associated Equipment ‘Tenderers are to place the Technical, Funding and Financial (Bid Price) components oftheir Tends in soparate, clearly marked envelopes. Requirements per envelope are as per lable below. STAGE | ENVELOPE REFERENCE Stage! [Envelope 1 - Technical Proposal (mandatory | Voumes 1: inavucton to Tenderers (TT) fechnical and commercial specication | and ther requirements mentioned in this requirements) tender document e.g. Mandatory Commercial Requirements Volumes 3: Technical Proposal Forms and ‘ther requirements mentioned in this tonder document, ‘Volume 4: Technical Specifatin for Single Phase (230v, 1002, class 1) and Three Phase (400v, 120a, Class 1) Direct Connected Smart Melers and Associated ‘Accessories, Volume 5: Technical Specification for Three Phase Current Transformer (CT) Connected ‘Smart Meters, 3x230/400y, 18a, Class 0.5 ‘and Class 0.5 \Volume 6: Technical Specification for Three Phase Current Transformer (CT) Connected ‘Smart Meters, 550, 1/5, Cass 0.5 and Class 015s. ‘Volume 7: Technical Specication for Three: Phase Current and Voltage Transformer ‘Operated Smart Meter, 110¥, 1/5, Class 0.2s Actvel0.5 Reactive and Class 0.58 ‘Acive/ Class 1 Reactive and Associated ‘Accessories. Envelope 2— Funding Proposal Volume 1: Instruction to Tenderers (TT) ‘including mandatory Funding Terms. Stage Envelope 3—Financial Proposal (Bid Price) | Voume 2: Bil of Quantles (BOO) and Bid Price Requirement and other requirements mentioned in this tender document e9. Mandatory Commercial Requirements, ‘Advanced Metering Infrastructure, Meters and Associated Equipment 332 The Tender Documents issued to the Tenderer, Including any amendments mstucted in an Addendum to Tender Documents, shall be used without futher amendment. 3.33 ONLY those proposals that are commercially compliant AND score atleast 80% an the technical and funding evaluation respectively wil have thelr fnanclal proposals considered. The proposal with the least cost of those accepted as commercially compliant and technically responsive willbe recommended for contract negotiation and depending on the ouicome of such negotiations, for final award of the contract. 3.4 Eligibility to Participate 344 342 343 35 354 352 35a ‘This “aviation to Tender” is open to all Tenderers excepl categories stated in Clause 3.4.2 below. (Note: The tender is open to only one Bidder submiting one tender by himseltherself and in the case ‘of non-manufacturers, nly one Bldder seeking the services or engagement of an Orginal Equipment ‘Manufacturer (OEM). n this case Joint Ventura (JV) isnot applicable hence JV requirements have not been called fori this RFP, Volumes 1 107 Inclusive) ZETOC's employees, commities members, board members and thelr relaves (spouso(s) and Children) are nol eligble to participate inthe tender. Tenderers must provide with the bid the qualification information statement that the Tenderer {Including manufacturer and principal as applicable) is nol associated, or have been associated in the pest, directly or indirectly, with a fim or any of I alates which have been engaged by ZETDC to provide consulting services for the preparation of the design, specications, and olher documents 0 ‘be used forthe procurement ofthe goods under this o Tender. Eligible Goods ‘Al Smart Meters and Communication Infrastructure and Associated Accassories to be supplied under the contract shall have their origin in source countries clearly sla. These counties are as described In the Appendix to instructions lo Tenderers. For purposes ofthis clause, “rcin® means the place where the goods are mined, grown, or produced. Goods are produced when, through manufacturing, processing, or substantial and major assembly of components, @ commercialy recognized product results that is substantially different in basic characteristics or in purpose or uly from lis components. ‘The origin of goods, in ths case the Smart Meters and Communication Infrastructure and Associated ‘Accessories is distinc from the nationality ofthe Tenderer. 36 Cost of Tendering 361 362 ‘iat Project Vat ‘The Tenderer shail bear all costs associated with the preparation and submission of its Tender, and ZETDC wil in no case be responsible or ible for those costs, regardless of the conductor outcome of the pre-qualifeation process. “The price to be charged forthe Tender Document shall be 3s indicated in the Invitation to Tender. fender No. ZETOGI 0212016 26 ‘Advanced eeringInasiructue, Meters and Associated Equipment 37 Contents of the Tender Document 374 372 373 ‘The contents ofthe tender document are as per the Table of Contents on the fst pages ofthis RFP. ‘The Tenderer is expected to examine all instructions, forms, provisions, terms and specications in the ‘Tender Document. Faure to furnish all ivormation required by the Tender Document or to submit a {ender not substantially responsive tothe Tender Document in every respect wil be atthe Tenderers "isk and shall result in the rejection of ts Tender. ‘All recipients of the documents for the proposed Contract for the purpose of submiting a tender {whether they submit a tender or not) shell rat the details of the documents at “Private and Confidentia” and must submit with the bid the Confidentiality Agreement Letter cn duly signed Company leterhead of the Bidder, Manufacturer andlor Principal as applicable respectvaly. 38 Clarification of Documents, 384 For any furher clarifications in respect of queries pertaining to this RFP and the Tender Submission Checklist under Section i ofthe RFP, Bidders shall be guided accordingly with respect Clause 15 of ‘Section 1 ofthe RFP on Queries and Cladfcations, 3.9 Amendment of Documents 391 392 a0 32 At anytime prior to the deadline for submission of Tenders, ZETOC, for any reason, whether at its own {niiatve orn response toa clarification requested by a prospective Tenderer, may motily the tender ‘documents by amendment. ‘All prospective Tenderers that have received the tender documents will be roliied of the ‘amendment{s} (hereinafler refered to or otherwise knowm as addendum) in wring and will be binding fon them, Im order to allow prospective Tenderers reasonable time in which to take the amendment info account in preparing their Tenders, ZETOC, at is cscretion through State Procurement Board approval, may ‘exlend the cesdine forthe submission of Tenders. Language of Tender ‘The Tender prepared by the Tenderer, as well as all correspondence and documants relating tothe tender, exchanged between the Tenderar and ZETOC, shall be written in English language, and that ‘any pind erature furnished by the Tenderer may be wien in another language provided they are ‘accompanied by an accurate English transiation of the relevant passages In which ease, for purposes Of interpretaion of the Tender, he English translation shal govern. The English transiaon shill be on the Tendere’s letterhead and shall be signed by the duly authorized signatory signing the Tender and stamped wit the Tenderers stamp. ‘Tender Form ‘The Tenderer shall complete the Tender Form, and all other documents furshed in the Tender ‘Document, indicating the goods to be supplied, a brief description of the goods, thelr country of origin, Quanity, an prices amongst other information required. “MA Project Vol. Tender No. TDCI OWI IT 1 sas mceugpee ‘Advanced Metering Infrastructure, Meters and Associated Equipment 343 Tender Prices 3.13.1 The Tenderer shall indicate on the appropriate Price Schedule, the unit prices and lta tender price of ‘the goods It proposes to supply under the contact 3.13.2 Prices indicated on the Price Schedule shall include all costs Inchiding taxes, insurances and delivery to the premises (where applicable) of ZETOC or other specified site. 3.13.3 For the avoidance of doubt, Tenderers shall quote on Cost, Insurance, Freight (C1 basis shall be accepted for evaluation, award or otherwise, ) basis. No other 3.19.4 Tender prices to be submited (quoted) by the Tenderer shall romain fixed forthe contract duration. 344 Tender Currencies 3.14.1 The Smart Melers and Communication Inrestrucure and Associated Accessories that the Tenderer ‘wil supply shall be quoted in United States Dolars only. The currency quoted must bo indicated Clearly on the Price Schedule of Goods. Failure to clearly stale the lender currency wil lead to squaliication 345 Tenderer's Elgibilty and Qualifications 3.18.1. Pursuant to paragraph 3.4 the Tenderer shall furish, as pat ofits bid, documenis establishing the ‘Tenderers elgiblly to tender and its qualifications to be considered for Ue tender, 3.182 The documentary evidence of the Tenderer's qualifications to perform the contract i is Tender Is ‘accepted shall be established to ZETOC's satisfaction — 2) that, in the case of @ Tenderer offering to supply goods under the contract which the Tenderer did nat manufacture or otherwise produce, the Tenderer has been duly authorized by the goods’ manufacturer or producer to supply the goods. The authorization shall ity be inthe form and content as prescribed in the Manufacturer's Authorization later. ») that the Tenderer has the financial capacity necessary to perform the contract. The Tenderer shall be required to indicate Tumover requirements and acceplance of Bank facifly (0 Finance project. ©) that the Tenderer has the technical and production capability necessary to perform the ‘contact. ) that, in the case of a Tenderer not doing business within Zimbabwe, the Tendorer is or wil be (@ awarded the contract) represented by an agent in Zimbabwe who is equipped and able fo Cary out the Tenderers instalation maintenance, repair, spare parts and slacking obligations ‘prescribed in the Conditions of Contract and or inthe Technical Speciteatons. Tender must provide proof of meeting this requirement. -cemeiem ro? | Enageven EXECU OG ‘aa Project VoL. 28 Advanced Metering Inactructuro, Mele and Associated Equipment 345.3. Tenderers with any record of unsatisfactory or default in performance obligations in any previous ZETDC contract shall not be considered for award or otherwise, For the avoidance of doubt is shal inchide any Tenderer with unresolved case(s) in ts performance obligations 346 Systems Eligibility and Conformity to Tender Documents 316.1. Pursuant o paragraph 3.5 of this Section, the Tenderer shall furnish, 8s pat ofits Tender, documents establishing the eligbilly and conformily to the Tender Document of al the Smart Meters and ‘Communication infrastructure and Associated Accessories thatthe Tenderer proposes to supply under the contract. 346.2. The documentary evidence ofthe elgbilty of the Smart Meters and Communication Infrastructure and. ‘Associated Accessories shall consist of a statement of origin of the goods and services offered which ‘shall be confirmed by a certificate of origin issued at the time of shipment. 8.16.3. The documentary evidence of conformity of the Smart Meters and Communication infrastructure and ‘Associated Accessories to the Tender Document may bein the form of Iteralure, drswings, and dala, ‘and shall consist of 2] A detailed description ofthe essential technical and performance characteristics ofthe goods ‘and services whether in brochures, catalogues, drawings or otherwise, ») A list giving full particulars, including available source and current prices of spare parts, ‘special tools and other incidental apparatus necessary for the proper and contnwing Tunctioning of the goods and services for a minimum period of two (2) years, following Commencement of the use of the Smart Meters. and Communicallons Inrasinicture. and ‘Associated Accessories by ZETDC, and, ©) Duly completed, signed end deted Guaranteed Technical Particulars (GTP) endorsed with company stamp of the manufacturer and Statement of Compliance to ZETDC's Technical Specifications and, where applicable @ statement of deviations and exceptions 10 the Provisions of the Technical Specifications is required. Bidders must furhor demonstrate ‘compliance by providing substantial responsiveness of the goods and service 10 those ‘specications 3.64 The Tenderer shall be required to demonstrate thal the Smart Meters and Communication Infrastructure and Associated Accessories offered conform to Inlemational standards and industry best practice, ‘8.185 Where the immediately preceding sub-paragraph does not apply (Le. for local goocs), the Tenderer shall be required to demonstrate that the goods conform to required standards and ‘specications 3.18.8 For purposes of the documentary and other evidence to be furished pursuant to sub-peragrephs 3.16.3, 3.16.4 and 3.16.5 above, the Tenderer shall note that standards for workmanship, material, ‘and equipment, as well as references fo brand names or catalogue numbers designaled by ZETDC ih its Technical Specifications ere intended to be descriptive only and not restrictive, The Tenderer may ‘adopt higher standards, brand names. and or calalogue numbers In lie Taner, provided that domonetrates to ZETDC's saisfaction that the substitutions ensure subsianial equivalence to those ‘designated in the Technical Specifications. 348 Warranty ‘3.18.1. Where required in the Tender, all Tenderers must also provide a Warranty that waar thatthe goods to be supplied under the contract are new, unused, of the most recent or current specication and Incorporate al recant improvements indesign and materials unless provided otherwise inthe Tender. “Bit Project Vol_¥- Tender No. 2ETDCI on2076 19 a 1 3.18 319 3.8 3.9. 3.9. 320 32 321 ‘Advanced Metering Infasiructure, Meters and Associated Equipment ‘The Warranty shall also warrant that the goods in the Tenderer’s bid have no defect arising from ‘manufacture, materials or workmanship or from any act or omission ofthe Tenderer that may develop under normal use of the goods under the conditions abiainng in Zimbabwe. 2. The Warranty wil remain val for eighteen (18) months after the goods, or any portion thereof as the case may be, have been installed tothe final destination indicated in the contrac, or for twelve (12) ‘months ater he dete of commissioning which ever concludes earlier. Validity of Tendars 14 Tenders shall remain valid for one hundred and eighty (180) days from the date of tender opening. A “Tender tha is valid fora shorter period than spacifid shal be rejected by ZETDC as non-responsive, 12. Bid Bond from Commercial Banks (Option 1) shall be valid fortwo hundred and ten (210) days Lé (180 plus 80 days) from the date of tender opening respectively. ‘3. in exceptional circumstances, ZETOC with SPB approval may extend the Tender validity period. The ‘extension shall be made in wring. The Tenderer shal not be required nor permited to mody I ‘ender ding the extended perio, ‘Alternative Offers ‘Bidders must quote for main offers only as ateralve offers wil lead to disqualification of the bid, Le. Bidders should note that no alternatives or options wil be entertained inthe evaluation process, Only ‘main offers shall be considered, Number of Sats of and Tender Format 41 The Tenderer shall prepare three complete sels ofits Tender, ientiving end clearly marking the “ORIGINAL TENDER", “COPY 1 & 2 OF TENDER’, as appropriate. Each sat shall be propery bound. ‘The copies shall be replica of the Original. Each copy wil be deemed to conlain the same information as the Orginal 3.21.2 The Tender shall be bound and divided clearly in any order for items lied inthe Tender Submission Checklist including any other commercial end technical requirements deemed to be mandatary. The divisions are for clear identification and marking of the respective dacumenis or information that are serially numbered in the Checklist 221.3 The order and arrangement as indicated inthe Tender Submission Checklist willbe considered as the 322 322 3.22 3.22 Tender Bid Formal to assist ogethor with the Bia's Table of Coniants In the evaluation of bids, Preparation and Signing of the Tender 1 The Original and al copies of the Tender must be typed or written in Indebe ink. They must be signed by the Tenderer or a person of persons duly authorized to bind the Tenderer tothe contrac. 2 The authorization must be indicated by a written Power of Atlomey granted by the Tenderer to the ‘authorized parson before a Commissioner of Oaths, Notary Public or Magistrate of the Zimbabwean Judiciary. The Power of Attomay shall accompany the Tender. 3 All pages of the Tender, inching un-amended printed erature, must be initialed by the person or persons signing the Tender and chronologically numbered, 4 The Tender shall have no interinations, erasures, or overwriting except 2s necessary to conect femors made by the Tenderer, in which case such corrections must be iialed by tha person or Persons signing the Tender. “Addl Project Vol. 1- Tender No. ZETOGI 022016 30 GARsF OSURETET 7 | TRU een = 3225 3226 234 3232 323.3 3284 ‘Aldi Prgect Vol. 1 Tender No. ZETEC) 0372016 31 Advanced Metering infrastructure, Motors end Associated Gauipment ‘ZETOC wil assume no responsibilty whatsoover for the Tenderers fallue to comply or observe with ‘the entire contonts of paragraph 3.22. ‘Any Tender not prepared and signed in accordance with this paragraph may be rejected by ZETDC. {a8 non-responsive, pursuant to paragraph 3.28. ‘Sealing and Outer Marking of Tenders, ‘The Tenderer shall seal the Original and each Copy of tho Tender In separate envelopes or packages, duly marking the envelopes or packages as clearly staled under peragreph 3.21 above. The envelopes ‘or packages shall then be sealed in an auter envelope or package. ‘The three (3) envelopes shall be addressed to and shall bear the following ‘enticaton: (NB. the same shail apply for Envelopes 2 & 3 respectively) ENVELOPE NUMBER AND DESCRIPTION - ENVELOPE 1 - TECHNICAL PROPOSAL) TENDER: ‘CONFIDENTIAL ~ (ORIGINAL/COPY1/COPY2) FOR ATTENTION: PRINCIPAL OFFICER, STATE PROCUREMENT BOARD (insert address as given inthe Invitation to Tender) TENDER NUMBER: —ZETDCIO272016 DESCRIPTION: Design, Supply & Dellvory of Smart Meters and Communication Infrastructure and Associated Accessories EMPLOYER: Zimbabwe Electricity Transmission & Distribution Company cLosiNe DATE: fever sig cto) (GO NOT OPEN BEFORE 16:00 Ai TENDER ENCLOSED: - o (ck eppticate) REGRET: : o (tes applicable) ‘The inner envelopes or packages shall also Indicate the name and address of the Tenderer to snabla the Tender to be retumed unopened in circumstances necessitating euch return including Where Tenders are received lala or procurement proceadings are terminated before tenders are opened. the envelopes or packages are not sealed and marked as required by this paragraph, the Stale Procurement Board wil assume no responsibiliy whalsoever for the Tenders mispiacoment of Dromature opening. A tender opened prematurely for this cause willbe rejected by State Procurement Board and prompdy returned to tne Tenderer. 324 3244 3.242 3264 3252 3253 3255 328 3.28.1 3282 3263 3.284 327 az 3272 ‘Advanced Metering Inrastucture, Meters and Associoted Equipment Deadline for Submission of Tenders ‘Tenders must be received by State Procurement Board by the ime and at the place specified in the Invtation to Tender. ZETDG, with SPB approval may extend this deadtine for submission of Tenders by amending the {ender documents in accordance with paragraph 3.9, in which case all rights and obligations of ZETOC. ‘and he Tenderers previously subject tothe intial deadine, wil therefore be subject othe deadline as exlended. Modification and Withdrawal of Tenders ‘The Tenderer may modty or withdraw its Tender after it has submited i, provided that writen notice the modification, including substituion or withdrawal ofthe Tender is recalved by SPB prior to the ddeadine prescribed for submission of tenders. ‘The Tenderers modification or withdrawal notice shall be prepared, sealed, marked, and dispatched in accordance withthe provisions of paragraphs 3.21, 3.22 and 3.253. A withdrawal nolce may also be sent by facsimile, electronic mai, cable o telex but folowed by an exginal signed confimalon copy, postmarked not lter than the deadline fr submission of Tenders. No Tender may be modified after the deadline for submission of Tenders, No Tender may be withdrawn in the interval between the deadine for submission of tenders and the ‘expiration ofthe period during which the Tender must remein valid. Withdrawal of @ Tender during this Interval shal result in forfeture ofthe Tenderers Tender Secu. Opening of Tenders ‘Sate Procurement Board shall receive all Tenders promply afier the close of submission at the location specified inthe Invitation to Tender or as may otherwise be indicated. The Tenderers ofthat representatives shall sign a register evidancing thelr tender submission, ‘The Tenderer’s names, tender modifications or withdrawals, and such other detais at SPB, at As discretion, may consider appropriate, willbe announced atthe receips. ‘SPB wil propare Minutes of the tander opening Tenders not opened and read out at tender opening shall not be considered further for evalation, award or otherwise irespectve ofthe circumstances. Procass to be Confidential ‘After the opening of tenders, information relating to the examination, clarification, evaluation and ‘comparisons of tenders and recommendalions concerning the award of pre-qualification shall not be disclosed to a Tenderer or other person(s) not ofcialy concerned with such process unl the award of Contracts announced ‘Any efor by 2 Tenderer to influence ZETDC or any of is sta members inthe procass of examination, ‘evaluation and comparison of tenders and information or decisions conceming award of Coniract may ‘esultin he rejection ofthe Tenderers lender. eee | ‘Aid Project Vol. 1 Tender No. ZETDO/ O20 32 oT 3.28 3284 3282 329 320.4 3.292 3203 3314 3922 asa3. 333 Advenced Metering iftastuclure, Meters ana Associated Equipment CCarification of Tenders To assist in the examination, evaluation and comparison of Tenders ZETDC with SPB approval may, tits discretion, ask the Tenderer for a ciarfcation of is Tender. The request for elaiicaton and the ‘response shall be in wring, and no change inthe substance ofthe Tender shall be sought, offered, or permitted. Failure to provide timely clarification or substantiation of the Information that is essential for effective ‘evaluation of the Tenderer's qualifications shall result in the Tenderers disqualification, Preliminary Tender Evaluation ric to the Technical and Financial evaluation, ZETDC wil determine the substantial responsiveness ‘of each Tender. For purposes of this lender, a substantially responsive Tender ls one that conforms io ‘he requirements of Preliminary Evaluation. ZETDC's determination of a Tender’ responsiveness i 0 be based on the contents of the Tender sei without recourse to extrinsic evidence, ZETDC wil examine the Tenders to determine whether they conform to the Preliminary Evaluation Criteria set out in the Summary of Evalualon Process as set out inthis Tender Document. Ia Tendor is not substantially responsive, it wil be rejected after a complete evahation by ZETOC and cannot subsequently be made responsive by he Tenderer by correction of any nen-canformy. Technical Evaluation of Tenders ZETOC will evaluate and compare the Tenders that have been determined to be substantially responsive In complance to the Technical requirements set out inthe Tender Document and 9s por the Technical Evaluation Criteria a prescribed in the Summary of Evaluation Process. Financial Evaluation of Tenders Upon completion of the preliminary and technicel evaluation, ZETDC shall conduct financial ‘valuation and comparison as sat ou in the Summary of Evaluation Prococe, ‘rtthmetical erors wil be rectified on the folowing basis - If there is @ discrepancy botween the unit price and the tolal price that i oblained by mullipying the unt price and quantly, the unit price shall Preval, and the total price shall be corrected, If there Is @ discrepancy between words and figures, th amount in words wil prevail ‘The Tenderer must puta statement that they shall accept correction of arithmetic erors both in the negative and positive. Failure to stato shall lad to clequaliication of bid on price ambiguity ‘Tender Evaluation Period ‘Tho tender evaluation committee shall evaluate the tender within the deedtine sot by State rocurement Board and submitied within the set deadline or approved exiension thereof taking into account the tender validly period. ‘AMI Propct Vol. 1- Tender No. ZETOGI 022016 3S 334 3.36.1 3352 36 3.96 3.38.2 337 3372 3373 3.38 3384 3382 3394 3.39.2 3303 320.4 ‘Aili Projet Vol. 1 Tender No. ZETOCI 0212076 34 Advancod Metering Inrestuctr, Meters and Associated Equipment Debarmont of a Tenderer ‘A Tenderer who gives false informatio in the Tender about is qualification or who reluses to enter Into a contract after notification of contract award shall be considered for debarment from participating in fulure pubic procurement Contacting ZETDC ‘Subject to paragraph 3.27 no Tenderer shall contact ZETOC on any matter related to lis Tander, fom {he ime ofthe tender opening to the tie the contract is awarded, ‘Any ello by a Tenderer to influence ZETOC in its decisions on tender evaluation, tender comparison, ‘or contract award may result in the rejection of the Tenderer's Tender. Confirmation of Award ZETDC may confirm to tts satisfaction whether the Tonderers that are selected as having submits the responsive tenders to be technically compliant and competitive bids respectively ‘The confirmation wil take into account the Tenderers technical, and production capabilties. It wil be ‘based upon an examination of the documentary evidence of the Tendere's qualifcallons submitted by the Tenderer, pursuant to paragraph 3.15 and 3.16 as well as confirmation of such other information ‘88 ZETDC deems necessary and appropriate ‘Award of Ten ‘The Zimbabwe Electricity Transmission and Distribution Company, following @ "No Objection” to Proceed by Stale Procurement Board (SPB), will st all those Tenderers who have mel the requirement ofthe tender ~ Stage |. ‘Award wil be done through ZETDC aftr Stage Il, following a "No Objection” lo proceed by SPB. Termination of Procurement Proceedings ZETDC with SPB approval may at any time terminate procurement proceedings before contract award ‘and shail not be liable to any person forthe termination, ZETDC shall give prompt notice of the termination to the Tenderers, and, on request from any ‘Tenderer, give ls reasons for termination wit fourteen (14) days of such request. Notification of Award Prior tothe expiration ofthe period of tender validity. ZETDC shall nol the successful Tenderer in ‘writing halts Tender has been accepted ‘The notification of sward shall not consitue the formation ofthe contract uni one i nally signed by both parties. ‘Simutaneously, on issuance of Notification of Award to the successful Tenderer, ZETOC shall notify ‘each and every unsuccessful Tenderer. ‘A notification of the tender outcome does not reduce the validty period for any tender securty whether the Tenderer is successful or not ores 3.40 3404 3.402 3403 3.404 3405 31a 3412, 3413 3414 3415 342 aaa ‘AMil Project Vol. 1 -Tender No, ZETDG) 0212016 35 Advanced Metering infrastructure, Metors and Associated Equipment Signing of Contract ‘At the same time as ZETDC notifies the successful Tendarar that ts Tender has been accepted, ‘ZETDC wilinvie the Tenderer for contact negotiations. Upon completion ‘of contract negolalion, Contract vil be signed together with any other necessary documenis incorporaling all agreements Within foutoon (14) days ofthe date of notation of award, the successfi Tenderer shall be invited for contract negotiation. ZETDC shal sign and date the Contract not ear than twenty (20) days from the date of nolifcation ‘of contract award. Failure of the successful Tenderer to sign the Coniract, the award shal ba annuiled and its tends ‘secu forelted In which event ZETDC shall notify the next lowest evaluated Tenderer that ts Tender hhas been accepled, Paragraph 3.38 together with the provisions of this paragraph 3.40 wil apply with necessary ‘magieatons with respect tothe Tenderer notified under sub-paragraph Performarce Security Win twenty one (21) days ofthe date of noifcation of award from ZETOG, the successful Tenderer Shall fumish ZETDG wit a Performance Securly which shall be an orginal Bank Guarantee strc in the form and content as prescribed in the Performance Securty Form in the Tender Document. ‘The successful Tenderer shall furnish a Performance Secutty being the sum of ten percent (10%) of the contract price. The Performance Security (Bond) shall be acceptable to ZETDE and Issued by only @ commercial bank and in tne case of foal Biers shall be cones by a corespending bank in Zimbabwe, ZETOC shell seek authentication of the Performance Security from the Issuing bank. It i the ‘responsibilty of the successful Tenderer to sensitize Is issuing bank on the need to respond directly ‘and expedtiously to queries kom ZETDC. The period for response shall not exceed five (8) days from the dale of ZETOC's query. Should there be no conclusive response by the Bank within this period, ‘such successful Tenderers Performance Security may be deemed as nvahd. Failure of fe successful Tenderer to furnish an authentic Performance Secunty, the award shall be ‘annulled and the Tender Securty forfeited, In which event ZETDC may notify the next lowest ‘evaluated Tenderer that i's Tender has been accepted. In the evert thatthe successful Tenderer falls to furnish the Performance Security as required, the Contract, if {has been entered into by the Parties, shall stand nul and void and ZETDC shall not be liable to any person in any manner howsoever. Corrupt or Fraudulent Practices ZETOC reqas fat Tenders cbsave the Highest sland of ethics dung te procurement Process and execion of convaca, When ised inthe present ropdator, he lowe re are stn os owe ©) “Carp prctea" means th ofing,ohng ecehing or Sleting of anything of vabe (0 inane to acto of pee he procrmon’ roess cri ara eroto Tie procure SoS Seen G7 MAR 2015 3.422 3422, Advanced Metering infrastructure, Meters and Associated Equipment ») “Fraudulent practice” means 2 misrepresentation of facts in onder to influence @ procurement process or the execution of a contract lo the datiment of ZETOC, and includes colusive practice among Tenderers (prior lo or after Tender submission) designed to eslabish tander prices at artificial non-compelive levels and 10 deprive ZETDC of the benefits of free and ‘open competion. ZETDC wil reject a proposal for award i Il determines that the Tenderer recommended for award hes ‘engaged in comupt or fraudulent practices in competing forthe contact in question Further, a Tenderer who is found to have indulged in corrupt oF fraudulent practices risks being Beaute canes ae 3 Ai rotamer —s = + Sirens crowns ee ese ae eogteena a aoe eo ‘No. o 8 Projects and 10 ote Projects 77] orate ae oom Traneng proposal Later | esamenta nai (tor Sete gconed | tame |g 10 | SeeeSee| 1s oy een 3] Trapt tndng | Winans | > > samme} “ee oe Ton = os = Notes: Fi ‘nil need contract to get money from banks and contract signing should precede ~ Bidders can select tems from various options in any combination, scores indicated ere applicable i they ‘select al ems from one option e.g a Bidar selecting the following combination wil score 57(1 -Option 1, 2- ‘Option 3, 3- Option 2, 4 Option 1, &- Option 1, 6 Option 2, 7- Option 3 and 8 - Option 1) ‘Atal Project Vol. 1- Tender No, ZETOCI 022076 a ‘Advanced Meering Inretruture, Meters and Associated Equment 2, REQUIRED FINANCIAL INFORMATION Provision of a detailed cost breakdown structure showing the contribution of each cast component. Provision of an escalation or indexing formulae showing the contzibuion of each cost component to the final price. The formulae provided will be used for any price adjustment for the duration of the funding ‘Term sheet outining terms of funding and interest rate Total cost to include cost of funding Proof of capaciy ofthe Bidder or Funder - give examples of projects that have been funded over the past five (6) years under simlar fnancial terms and similar 10 the quantum that the bidder has Tendered. Resre ‘Any preconditions to be filled before funding can be availed and time pariod before project kick of Bidders required to stale what happens incase of default. Price not to depend on quaniy but on unit price “Fe NB. Minimum Qualltying Score Is at least 80% for Funding. Zero o2016 42 ANNEXURE 1 LETTER OF TENDER (TENDER FORM) (SAMPLE ONLY) NAME OF TENDER: Design, Supply & Dolivery of Smart Meters and Communication Infrastructure and Associated Accessories: ZETDC. ‘Tender Number 2ET0C/02/2016 (Three Envelope Tender) TO: Zimbabwe Electricity Transmission & Distribution Company (ZETDC) 25 Samora Machel Avenue, Electricity Centre, Harare, Zimbabwe We, finsert name of Tenderer), herewith enclose @ Tender for selection of our firm as Contractor/Supplier for We have examined the Conditions of Contract, Employer's Requirements, Schedules, the attached Appendix and Addenda Nos_____of the above-named Works. We have examined, understood and checked these documents and have ascertained that they contain no errors or other defects. We accordingly offer to Design, ‘Supply & Deliver Smart Meters and Communication Infrastructure and Associated Accessories, execute and ‘complete the Works and remedy any defects therein, in conformity with this Tender which includes all these documents and the enclosed Proposal, for the limp tender sum of: uso, insert amount in words here against amount in figure) date_j_month__/_year__{ie. days from the tender opening date] and it shall remain binding upon us and may be accepted at any time before that date. We acknowledge that the Appendix to Tender forms part of ths Letter of Tender. \f this offer is accepted, we will provide the specified Performance Security, commence the Works as soon as is ‘reasonably practicable after the Commencement Date, and complete the Works in accordance with the above- named documents within the Time for Completion. We guarantee that the Works will then conform to the Schedule of Guarantees. Uniess and until a formal Agreement is prepared and executed, this Letter of Tender, together with your written acceptance thereof, shall constitute a binding contract between us. Our Tender is binding upon us and subject to the modifications resulting from pre-award contract negotiations. ‘We understand that you are not bound to accept the lowest or any tender you may receive. Full Name. ‘Signature inthe capacity of Duly authorized to sign tenders for and on behalf of Address \ ANNEXURE 2 BID BOND (SAMPLE ONLY) Whereas... (Hereinafter called “the Bidder’) has submited its bid dated... ra sve (Hereinafter called “The Bid’). know all men by these presents that We (name of bank) of (name of country) having our registered olfice at (physical address)(hereinafier called “The Financial Institution’ Bank") are bound unlo name of (hereinafter called “The Purchaser’) in the sum of (amount in words and figures) .For which payment well and truly to be made to the said Purchaser the Financlal institution’Bank binds iself ts suecessors ‘and assigns by these presents. ‘Sealed with the common seal of the said Financial insitution/Bank this (day) day of (month), year. ‘THE CONDITIONS OF THIS OBLIGATION ARE: 1, the Bidder withdraws its bid during the perad of bid validity specied by the bier inthe Bid form: or I, the Bidder having been notifed ofthe acceptance ofits bid by the Purchaser during the period of vali Falls or refuses to execute the Coniract form, i required or Fails or refuses to furnish the Performance Securty in accordance withthe instructions to bidders We undertake to pay the purchase up to the above amount upon receipt of is fst writen demand without the Purchaser of having to substantiate is demand iin ls demand the Purchase wil noe thatthe amount claimed By is due tot owing or conditions. This Guarantee wil remain in force up to and including tity (30) days afer the period of bid validity a8 such

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