Bank of Uganda REPUBLIC OF UGANDA ADDENDUM TO THE BIDDING DOCUMENT FOR SUPPLY, INSTALLATION AND COMMISSIONING OF A DISK TO DISK TO TAPE BACKUP AND RECOVERY SOLUTION AUGUST 08, 2017
Part 1: Section 2 Bid Data Sheet Table of Contents Section 2: Bid Data Sheet... 4 Section 3: Evaluation Methodology and Criteria... 8 Addendum to Bidding Document for Supply, Installation and Commissioning of a Disk 2
Part 1: Section 2 Bid Data Sheet BANK OF UGANDA August 08, 2017 Addendum to the bidding document for Supply, Installation and Commissioning of a Disk to Disk to Tape Backup and Recovery Solution Ref No: BOU/SUPLS/16-17/00357 Section 2: Bid Data Sheet and Section 3 Evaluation Methodology and Criteria are hereby replaced as follows; Addendum to Bidding Document for Supply, Installation and Commissioning of a Disk 3
Part 1: Section 2 Bid Data Sheet Section 2: Bid Data Sheet Instructions to Bidders Reference Data relevant to the ITB ITB 1.1 ITB 1.1 A. General The Procuring and Disposing Entity is: Bank of Uganda The subject of procurement is: Supply, Installation and Commissioning a Disk to Disk to Tape Backup and Recovery Solution ITB 1.1 The Procurement Reference number of the Bidding Document is : BOU/SUPLS/16-17/00357 ITB 1.1 The number and identification of lots comprising this Bidding Document is: 1 ITB 5.5 The minimum and maximum number of Lots a Bidder may bid for is: 1 Lot as a Minimum and 1 Lots as Maximum The Bidder shall be required to include with its Bid, documentation from the Manufacturer of the Supplies, that it has been duly authorised to supply, in Uganda, the Supplies indicated in its bid by submitting the Manufacturers Authorisation Form in Section 4 Bidding Forms. B. Bidding Document ITB 7 ITB 7 For clarification purposes only, Bank of Uganda s address is: Attention: The Director Procurement and Disposal Department Street Address: Plot 37/45 Kampala Road Floor/Room number: Level 3, Room No. 3E-05 Town/City: Kampala P. O. Box No: 7120 Country: Uganda Telephone: +256-312-392000 Facsimile number: +256-414-258069 Electronic mail address: procurement@bou.or.ug Bank of Uganda will respond to any request for clarification provided that such request is received no later than August 14, 2017 C. Preparation of Bids ITB 10.1 ITB 10.2 The medium of communication shall be in writing. The language for the bid is English. Addendum to Bidding Document for Supply, Installation and Commissioning of a Disk 4
Part 1: Section 2 Bid Data Sheet Instructions to Bidders Reference Data relevant to the ITB ITB 11 (i) ITB 11.2 ITB 13.1 The Bidder shall submit with its bid the following additional documents: 1. Proof of eligibility for the reservation scheme to promote local content in public procurement in Uganda by submitting the following documents; A. For companies;- i. Certificate of Incorporation; ii. iii. Return of Allotment of Shares; and Copies of the National Identity Cards or Passports for the majority shareholders B. For Partnerships, Joint Ventures or other associations;- i. In the case of individuals, copies of National Identity Cards or Passports; and ii. In the case of a company, the requirements listed in A. above 2. Audited Accounts for the last two financial years 3. A Valid Tax Clearance Certificate or equivalent 4. A Valid Trading Licence or equivalent 5. A Valid NSSF Clearance Certificate or equivalent 6. Manufacturer s Authorisation to supply the proposed solution in Uganda 7. Documentary Proof that the company has supplied similar systems to at least three (3) other entities with at least one in Africa which the Bank may visit or contact for verification. 8. Documentary evidence confirming the country of origin and or assembly of the System. Should any of the required documents be in a language other than English, the bidder SHALL submit a copy of the same translated in English. A Pre-bid Meeting shall not be held. Alternative Bids shall not be permitted. ITB 14.5 The Incoterms edition is: INCOTERMS 2010 ITB 14.6(a)(i) For Supplies, the Bidder shall quote prices using the following Incoterms: DELIVERED DUTY PAID (DDP) Bank of Uganda Headquarters ITB 14.7 ITB 15.1(a) The prices quoted by the Bidder shall be: Uganda Shillings(UGX) For Supplies and Related Services originating in Uganda the currency of the bid shall be: Uganda Shillings (UGX) Addendum to Bidding Document for Supply, Installation and Commissioning of a Disk 5
Part 1: Section 2 Bid Data Sheet Instructions to Bidders Reference Data relevant to the ITB ITB 15.1(b) ITB 18.3 For Supplies and Related Services originating outside of Uganda the currency of the bid shall be: United States Dollar (USD) or any freely convertible currency Bidders shall not provide a representative sample of the Supplies as detailed in Section 6 Statement of Requirements. Bidders may be required to provide a demonstration of the use of the supplies during the evaluation process where necessary. ITB 20.1 Bids shall be valid until February 16, 2018 ITB 21.1 ITB 21.2 A Bid Security shall be required. The amount and currency of the Bid Security shall be UGX.15,000,000 or USD.4,400 ITB 21.3 The Bid Security shall be valid until March 28, 2018 ITB 22.1 In addition to the original of the Bid, the number of copies required is: 2 (two) Copies and a soft copy of your bid on CD or flash disk D. Submission and Opening of Bids ITB 24.1 For bid submission purposes only, Bank of Uganda s address is : The Director Procurement and Disposal Department Plot 37/45 Kampala Road Level 3, Room No. 3E-05 P. O. Box 7120, Kampala Uganda The deadline for bid submission is: Wednesday August 23, 2017 Time: 3:00pm EST ITB 27.1 The bid opening shall take place at: 3rd Floor, New Building Procurement and Disposal Committee Room Bank of Uganda Headquarters Plot 37/45 Kampala Road, P.O. Box 7120, Kampala At 3:15pm EST on Wednesday August 23, 2017 E. Evaluation of Bids Addendum to Bidding Document for Supply, Installation and Commissioning of a Disk 6
Part 1: Section 2 Bid Data Sheet Instructions to Bidders Reference Data relevant to the ITB ITB 34 The currency that shall be used for financial comparison purposes to convert all bid prices expressed in various currencies into a single currency is: Uganda Shilling (UGX) The source of exchange rate shall be: Bank of Uganda. The date for the exchange rate shall be: Wednesday August 23, 2017 ITB 35.1 ITB 35.3 A margin of preference shall apply. In accordance with section 59A of the PPDA Act. The Bidder shall submit with its bid the following documents to evidence that they qualify for a margin of preference: 1. Return of Allotment of shares; and 2. Copies of the National identity cards or Passport of the majority shareholders 3. Documentary evidence confirming that labour or value addition to the good is more than thirty percent of the ex-work of the system 4. The production facility in which the system is developed, assembled or processed is in Uganda and is engaged in the developing, assembling or processing of the system at the time of submission of the bid F. Award of Contract ITB 45.1 The Advance Payment shall be limited to 30 percent of the Contract Price and shall require an advance Payment Guarantee from a Commercial Bank. Addendum to Bidding Document for Supply, Installation and Commissioning of a Disk 7
Evaluation Criteria Section 3: Evaluation Methodology and Criteria Procurement Reference Number: BOU/SUPLS/16-17/00357 A Evaluation Methodology 1 Methodology Used 1.1 The evaluation methodology to be used for the evaluation of bids shall be the Quality and Cost Based Selection (QCBS) methodology, which involves the following procedure 2 Summary of Methodology 4.1 The Quality and Cost Based Selection methodology recommends the highest scoring bid, which is eligible and substantially responsive to the technical and commercial requirements of the Bidding Document, provided that the Bidder is determined to be qualified to perform the contract satisfactorily. 4.2 The evaluation method being used is the quality and cost based selection method which involves the following procedure: (a) Preliminary examination on a pass/fail basis to determine the eligibility of the bidders and assess their administrative compliance with the basic instructions and requirements of the solicitation document. Non eligible and non-compliant bids will be eliminated from further evaluation. (b) a detailed technical evaluation to assess: (i) (ii) responsiveness to the terms and conditions of the solicitation document; the technical quality of bids against set criteria on a merit point system, to determine the technical score (St) of each technical bid. The technical score (St) for each bid shall be determined against the criteria detailed above This stage also includes site visits / due diligence at some of the clients stated by the bidders in their proposals. The points obtained from the technical evaluation and the due diligence will be used to determine which technical scores and the bids reaching the minimum technical score required to qualify for further evaluation; those not meeting the minimum points will be eliminated from further evaluation. (c) financial bids of those bidders who were substantially responsive and met the minimum qualifying mark of 80 points will be evaluated to determine financial scores for each bid, the lowest priced bid shall be given a financial score of 100, and other bids shall, by application of the formulae below be given a proportionate score Sf = 100 x Fm/F in which: Sf denotes the financial score of the bid under consideration; Fm is the price of the lowest price bid that passed the technical evaluation; F denotes the price of the bid under consideration. 8
Evaluation Criteria (d) Determination of Combined Technical and Financial Scores; Bids will be ranked according to their combined technical (St) and financial (Sf) scores using the weightings: S = (St x T%) + (Sf x P%) where S is the combined technical and financial score. The weights given to the scores of the Technical and Financial Bids are: T = 70 denotes the weight given to the Technical Bid; and P = 30 denotes the weight given to the Financial Bid; (e) The bid achieving the highest combined technical and financial score shall be the Best Evaluated Bid. B Preliminary Examination Criteria 3 Eligibility Criteria 3.1 The eligibility requirements shall be determined in accordance with Clause 4 of the ITB. 3.2 The documentation required to provide evidence of eligibility shall be:- a) A copy of the Bidder s trading licence. b) A copy of the Bidder s Certificate of Registration. c) Notarized / Registered Powers of Attorney d) A copy of the Memorandum and Articles of Association. e) Bidder s Tax clearance certificate in its original form, addressed to Bank of Uganda as evidence of fulfilment of tax obligations. f) Bidder s National Social Security Clearance Certificate as evidence of fulfilment of social security obligations g) A statement in the Bid Submission Sheet that the bidder meets the eligibility criteria stated in ITB 4.1. h) A declaration in the Bid Submission Sheet of nationality of the Bidder. i) A statement in the Bid Submission Sheet that the Bidder has no conflict of interest. j) A declaration in the Bid Submission Sheet that the Bidder is not under suspension by the Public Procurement and Disposal of Public Assets Authority of Uganda for local firms only. k) A copy of the company s certified audited accounts for the past three years (profit/loss, assets/liabilities) and any financial data, which you consider to be useful. 3.3 A Power of Attorney which if signed in Uganda shall be registered; or if signed outside Uganda shall be notarized authorising signature of the bid on behalf of the Bidder 9
Evaluation Criteria 3.4 For a Joint Venture, Association or a an Association, the documentation in Section 3.2 shall be required for each member of the Joint Venture and the following additional documentation shall also be required: a) A certified copy of the Joint Venture, Association or Association Agreement, which is legally binding on all partners, showing that: (i) (ii) (iii) all partners shall be jointly and severally liable for the execution of the Contract in accordance with the Contract terms; one of the partners will be nominated as being in charge, authorised to incur liabilities, and receive instructions for and on behalf of any and all partners of the joint venture; and the execution of the entire Contract, including payment, shall be done exclusively with the partner in charge. b) Notarized / Registered Powers of Attorney of the signatory(ies) of the bid authorising signature of the bid on behalf of the joint venture; a Power of Attorney from each member of the JV nominating a Representative in the JV and a Power of Attorney from the JV nominating a representative who shall have the authority to conduct all business for and on behalf of any and all the parties of the JV during the bidding process and, in the event the JV is awarded the Contract, during contract execution 4 Administrative Compliance Criteria C 4.1 The evaluation of Administrative Compliance shall be conducted in accordance with ITB Sub-Clauses 32.3 and 32.4. The preliminary examination shall be on a pass or fail basis. Any bidder who obtains a fail shall be eliminated from further evaluation at this stage. Detailed Evaluation Criteria 5. Commercial Criteria The commercial responsiveness of bids shall be evaluated in accordance with ITB Clause 33. The criteria shall be: ( a) acceptance of the conditions of the proposed contract; ( b) inclusion of all cost components required such as installation, training, inspection or proving, commissioning, in addition to the price of the supplies; (c) acceptable delivery schedule.. 6. Technical Criteria 6.1 Technical responsiveness shall be evaluated in accordance with ITB Clause 33. 6.2 The Statement of Requirements details the minimum technical requirements. Responsiveness is determined by comparison of the specification offered to the specification required in Section 6 and the evaluation is conducted on a Merit Point Basis. 10
Evaluation Criteria 6.3 Bidders may be required to make oral presentations to Bank of Uganda Team at Bank of Uganda Headquarters in Kampala on the dates that shall be communicated during evaluation if necessary. The presentations shall focus on the technical functionality of the system and shall be part of the evaluation process. The Bidders shall meet all travel costs. 6.5 Evaluation Scheme : 6.5.1 Technical Evaluation Criteria Detailed Technical Evaluation Criteria Responsiveness to the Mandatory technical requirements (failure to meet any of the mandatory requirements will lead to disqualification) Vendor Capability in terms of relevant skills of staff as evidenced by their certified CVs. These should be the actual staff the vendor expects to deploy during implementation. Relevant Experience as detailed in past (similar) projects, evidenced by contracts, reference letters and amount of contract. Related to disk to tape Backup Solution. Highly Desirable Requirements Points 50 points 20 points 20 points 2 points Detailed Implementation Plan Detailed Proposed Training Program The Minimum Score to qualify for the next stage shall be 90points. 4 points 4 points 100 points 7. Determination of Technical Score 7.1 The technical score (St) for each bid shall be determined against the criteria detailed above. 7.2 The minimum technical score required to pass the detailed technical evaluation stage is: 90 points. Any bidder who obtains a score less than 90 points in the detailed technical evaluation stage shall be eliminated from further evaluation. Financial Costs 100 points The weighted average of the technical and financial scores shall be the basis of determining the best evaluated bid. The technical bid will account for 80% of the weighting for the overall evaluation and the financial bid will account for 20%. D 8. Costs to be included in Bid Price Financial Comparison Criteria The financial comparison shall be conducted in accordance with ITB Clause 36. The 11
Evaluation Criteria costs to be included in the bid price bid are: (a) the unit and total delivered price based on the delivery terms requested and the quantity specified in Section 6; (b) Taxes, duties and levies. The Applicable taxes include VAT (18%) and withholding tax of 6% for local firms and 15% for international Firms (10% for India and UK). Must be clearly itemised in the price schedule. 9. Non-cost Factors to be included in Evaluated Price The non-cost factors to be included in the evaluated price are: (a) (b) Adjustment for deviations in the schedule of payment, if applicable. Adjustment for deviations in the delivery schedule, if applicable. 10. Margin of Preference 10.1 If the BDS specifies a margin of preference to goods manufactured in Uganda for the purpose of bid comparison, the following procedures will apply: (a) Bank of Uganda will first review the bids to confirm the appropriateness of the classification, and to identify the bid group classification of each based upon bidders declaration of origin. 11 Determination of Financial Score 11.1 To determine financial scores for each bid, the lowest priced bid shall be given a financial score of 100, and other bids shall, by application of the following formulae be given a score proportionate to this: Sf = 100 x Fm/F in which: Sf denotes the financial score of the bid under consideration; Fm is the price of the lowest price bid that passed the technical evaluation; F denotes the price of the bid under consideration. 12 Determination of Combined Technical and Financial Scores 12.1 Bids will be ranked according to their combined technical (St) and financial (Sf) scores using the weightings. S = (St x T%) + (Sf x P%) where S is the combined technical and financial score 12.2 The weights given to the scores of the Technical and Financial Bids are: T = 80 denotes the weight given to the Technical Bid; and P = 20 denotes the weight given to the Financial Bid; 13 Determination of Best Evaluated Bidder 13.1 The bid achieving the highest combined technical and financial score shall be the Best Evaluated Bid. 12
Evaluation Criteria E Post-qualification Bank of Uganda shall undertake a post qualification on the Best Evaluated Bidder to confirm whether the best evaluated bidder has the capacity and financial resources to execute the procurement where necessary. The Post Qualification Criteria Shall include: a) Financial Strength of the Bidder b) Ability to Deliver in time c) Capacity of the Bidder as demonstrated by similar deliveries made to other Entities d) Past Performance record in terms of Quality, timeliness of Delivery, and reliability. For Bidders that have not previously supplied the Bank, performance will be assessed from their clients. The Bank shall conduct visits to up to two of the clients stated by the bidders in their proposal to verify information included in the bid document and confirm the capacity of the bidder to execute the project. The site visits shall focus on the experience of the users of the solutions provided. The site visits shall be part of the evaluation process. Bank of Uganda shall meet its own costs of the site visits such as travel and accommodation. Only clients of bidders who have demonstrated requisite experience, capability and have met all the mandatory technical requirements will be visited. 13