Table of Contents

1 purpose

2 Scope of Work

2.1.1 Interim Office

2.1.2 Gatehouse Building

2.1.3 Scope of Supply

2.1.4 Reference

3 General Requirements/ Bid information

3.1 Technical

3.2 Financial

4 Evaluation Criteria

5 List of project documents to be submitted to contractor.

6 submission requirements

6.1 Bid format

6.1.1 Administrative Documents

6.1.2 Technical proposal

6.1.3 Commercial proposal

7 Terms of Contract

8 Terms of bid

9 site visit

10 Q&A

11 Acknowledgement of Enquiry

12 Deadline for submission of bid

13 Post-submission process

13.1 Acknowledgement of Receipt

13.2 Bid opening

13.3 Evaluation Period

13.3.1 Initial Screening & Disqualification

13.3.2 Detailed Evaluation

13.3.3 Clarification

13.4 Notification of Result

 purpose

GasMeth Energy Ltd invites tenders from suitably qualified and experienced contractors for the civil works construction of interim offices and a gatehouse building at Karongi CNG project. This Invitation to Tender (ITT) provides all the information required to prepare and submit a compliant tender.

Scope of Work

The scope of work includes, but is not limited to, the following:

Interim Office 

The Interim Office shall consist of a 2-level building measuring 23 x 8 meters and totalling 368m² with exits/entries at each end of the ground floor and a centralized stairway connecting the ground and first floor. The first floor shall have an emergency exit at one end connecting to an external stairway. Both floors shall be divided into multiple offices and rooms with an open area at one end and plumbed toilets.

Gatehouse Building

The Gatehouse Building shall consist of two separate buildings connected with a single roof. The gate house office is 6 x 3 meters, and the toilet is 3.4 x 3 meters. The gatehouse will be divided into 2 offices and the toilet will serve men and ladies in separate sides, each with their own entry doors.

Scope of Supply

The supplied buildings shall be turnkey installations, and contractor will be responsible for all engineering, procurement, site preparation for foundations, foundation installation, building erection, electrical and data cabling, plumbing and sewerage installations, building fit out and finishing works, and connection to Owner provided utilities and services.

Reference

Bidder shall refer to Annex 1 for complete scope of work and supply details.

General Requirements/ Bid information

Contractors are invited to bid and quote prices bearing the following in mind:  

Technical

• Bidder shall possess experience in undertaking similar Works in accomplished projects in the past 5 years.
• Availability of equipment / machines to be guaranteed such as excavators with bucket and jackhammer, wheel loaders, bulldozers, compactors. dump trucks with capacity to excavate in rocky areas that there will be no delay or hold-up in operations.
• In case the bidder intends to subcontract, the total of the proposed subcontracted parts shall not represent more than 75 % of the amount of the Total Tender Sum.
• GasMeth reserves the right to audit and to refuse participation of each proposed subcontractor.
• “Sub-subcontracting” shall not be allowed without Gasmeth’s prior written approval.

Financial 

• The bidders should have positive net worth as per the latest audited financial statement. However, bidders having negative net worth will also be considered, provided all their annual reports for last three financial years indicate profit after tax. Bidder shall furnish annual report, audited and certified financial statements/ balance sheets including profit and loss accounts along with the bid to establish bidder’s conformance to qualification criteria.
• Bidder shall not be under liquidation, court receivership or similar proceeding. (Undertaking to this effect to be submitted by the bidder)
• The contractors shall submit a quotation, and the type of contract will be lump sum.

Evaluation Criteria

• Cost: 30%
• Technical: 70%
• Compliance of SOW & MTO 40%
• Work Schedule 30%
• Compliance to local and international standards, codes and regulations 20%
• Workforce and equipment proposal 10%

List of project documents to be submitted to contractor.

submission requirements

Bid format

Bids are to be submitted in either/combination of PDF, Microsoft Excel or Word.

Bids are to be prepared and submitted into separate packages (Technical & Commercial). The checklist for documents below will be used for compliance and therefore expected to be submitted, however, it is not exhaustive. Ensure this check list is included in the submission.

All Bids are to be prepared in English only.

Administrative Documents

Technical proposal

 Commercial proposal

Terms of Contract

• Contract Type: Lump sum, turnkey.
• Contract Duration: Duration shall be based on Contractors proposed schedule
• Payment Terms: 30 days after invoice Payments are made periodically based on the quantities of work completed and certified by the project manager.
• Retention: A retention amounts up to 10% of the contract sum will be withheld and released upon successful completion and handover of the project.
• Performance Bond: The successful contractor will be required to provide a performance bond up to 10% of the contract sum.
• Insurance: The contractor must carry adequate insurance for workers' compensation, public liability, and property damage.
• Warranty: The contractor must provide a warranty for a period of 12 months from the date of project completion.
• Change Orders: Any changes to the scope of work must be documented and approved by the owner before implementation.
• Dispute Resolution: Any disputes arising during the contract will be resolved through arbitration as per KIAC (Kigali International Arbitration Centre).
• Legal: This Contract and all non-contractual obligations shall be governed by, and constructed in accordance with, the laws of the Republic of Rwanda

Terms of bid

Bids validity must be valid for a minimum of 90 days of submission.

Bids must include following information:

• Current location and availability status of equipment/tools to be provided.
• All prices to be quoted in Rwanda Francs (RWF)

site visit

GasMeth’s Construction Manager will be hosting a site visit on Tuesday 10^th September 2024 at 11:00am. This will be open to all Vendors and are encouraged to join. To book a space for this visit, recipients are to confirm when indicating their plan to submit a bid. Location for visit will be:

Karongi District, Western Provence, Rwanda (Between Rwanda Polytechnic College of Karongi & Kivu Watt)

Q&A

Vendors are encouraged to ask questions or seek clarification. This can be done either at the planned Site Visit or through the Head of Procurement at vincent.gatari@gasmeth.com

Acknowledgement of Enquiry

All recipients of this enquiry are requested to acknowledge receipt of ITT documents by email within 72 hours. Please indicate with your acknowledgement if you plan to submit a bid.

Deadline for submission of bid

Bids are to be submitted & received by 12:00pm (CAT) on Friday 20^th September 2024

Bidders are encouraged to submit documents digitally via email to  

vincent.gatari@gasmeth.comAlternatively, hard copies bids will be accepted by courier.

Address for courier delivery is:

FAO: Gatari Vicent

Gasmeth Energy Ltd – Head office

KN7 Ave, Kiyovu, Nyarugenge,

Kigali- Rwanda

Post-submission process

Acknowledgement of Receipt

Bidders will be informed their bid has been received and logged. GasMeth will provide a reference number for tracking purposes.

Bid opening

Date & Time: 25^th September 2024 09:30am

Attendance: There’s no requirement for bidders to attend the bid opening

Evaluation Period

The evaluation period for this ITT will be no longer than 7 working days. During this time GasMeth will conduct following:

Initial Screening & Disqualification

Compliance Check: The Evaluation Committee will check each bid for:

Timeliness

Required Documents and Appropriate Signatures

Retention & Performance Bond can be met

Legal Status

Technical Compliance

Financial Standing

Declared Conflict of Interest

Detailed Evaluation

Evaluation of both Technical and Commercial will be conducted sequentially using the criteria set out within the Evaluation Criteria by the GasMeth Evaluation Committee.

Clarification

During the 5 working days GasMeth Procurement department may reach out to bidders for specific clarifications from their Technical or Commercial proposals. These requests will be consistent and will not introduce new requirements or changes to the original ITT

Notification of Result

All bidders will be notified of the outcome of their submission by email.

Successful bidders will receive a formal Letter of Award, detailing the next steps and any additional requirements.

Unsuccessful bidders will be informed of the decision and provided with feedback on their submission, if requested.