Procurement of Vehicles and Motor Cycles with Crash Helmets for the Ministry of Agriculture, Forestry and Food Security

Request For Proposals

Country:

Sierra Leone

City/Locality:

FREETOWN

Notice/Contract Number:

MAFFS/PU/ICB/04/01/09

Publication Date:

Nov 2, 2009

Deadline:

Dec 10, 2009

Funding Agency:

World Bank

Buyer:

Institutional Reform and Capacity Building Project
Institutional Reform and Capacity Building Project

Eligibility of Bidders:

EXPERIENCE, LEGAL STATUS AND FINANCIAL STATUS

Original Language:

English

Address:

Peter Kaindaneh
Project Coordinator
Ministry of Agriculture, Forestry and Food Security
1st Floor Room: E105,
Brookfields,
Freetown , Western Area
Sierra Leone

Telephone:

(232) 229677

Email:

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34100000 - Motor vehicles

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Government of Sierra Leone

Ministry of Agriculture, Forestry and Food Security
Bidding Documents
Issued on:
Thursday October 29, 2009
For the
Procurement of Vehicles and Motor Cycles with Crash Helmets
International Competitive Bidding
Procurement Number: MAFFS/PU/ICB /04/01/09

Prepared by:
Procurement unit
1st Floor Room E105
Youyi Building
Brookfields
Freetown
Sierra Leone

Contents

Section I. Invitation for Bids 3
Section II. Instructions to Bidders 5
Table of Clauses 5
Section III. Bid Data Sheet 23
Section IV. General Conditions of Contract 26
Table of Clauses 26
Section V. Special Conditions of Contract 39
Table of Clauses 39
Section VI. Schedule of Requirements 44
Section VII. Technical Specifications 45
Section VIII. Sample Forms………………………………………………………………46
1. Bid Form and Price Schedules 67
2. Bid Security Form 71
3. Contract Form 72
4. Performance Security Form 73
5. Bank Guarantee for Advance Payment 74
6. Manufacturer’s Authorisation Form 75

Section I. Invitation for Bids

Ministry of Agriculture, Forestry and Food Security

Procurement of Vehicles and Motor Cycles with Crash Helmets

Procurement Number: MAFFS/PU/ICB/04/01/09

1. The Ministry of Agriculture, Forestry and Food Security has an approved budget for 2009 financial year from Government funds towards the cost of the Procurement of Vehicles and Motor Cycles with Crash Helmets and intends to apply a portion of the funding to eligible payments under a contract for which this invitation for Bids is issued as follows:

2. Brief Description of item to be procured is as follows:

Lot # Description Quantity

1

Sixty (60) Seater Bus
3
2 4WD Station Wagon 4200cc Diesel Engine 4
3 4WD Double Cabin Pick – Up 2500 – 3200cc Diesel Engine 17
4 Seven (7) Ton Truck Diesel Engine 4
5 Cinivan 1
6 125cc Motor Cycles on/off road with Crash Helmets 42

3. Bidding will be conducted through International Competitive Bidding (ICB) procedures in accordance with the Sierra Leone Public Procurement Act, 2004 and is open to all bidders from eligible countries as defined in the Bid Documents.

4. A complete set of bidding documents may be purchased by interested bidders from the Ministry of Agriculture, Forestry and Food Security upon payment of a non - refundable fee of (USD100.00) One Hundred United States of American Dollars for foreign companies or (Le400,000.00) Four Hundred Thousand Leones for suppliers within Sierra Leone. The method of payment will be by cash or bank draft only to the Ministry of Agriculture, Forestry and Food Security. The documents may be collected by hand at the address below or sent by electronic mail at no additional cost or by courier service at an additional cost of USD200.00 for overseas deliveries for bidders who select this mode of transmission.

5. Interested bidders may obtain further information and inspect the bidding document at the address below between 8:00 am - 5:00 pm from Mondays to Fridays.

6. Sealed bids must be delivered to the address below on or before 12:00 noon on Thursday December 10, 2009. In addition to the requirements of the Bid Data Sheet (Section III), all bids must be accompanied by:

APPLICABLE ONLY TO BIDDERS WITHIN SIERRA LEONE

 A Certified True Copy of a Valid Business Registration Certificate.
 A Certified True Copy of a Valid Tax Clearance Certificate from the National Revenue Authority (NRA).
 A Certified True Copy of a Valid NASSIT Clearance Certificate
 A Certified True Copy of a Valid Municipal/Local Government Business Licence.
 Bid Security amount as follows:

Lot # Items Description Quantity Bid Security (United States Dollars)
1 Sixty (60) Seater Bus 3 Six Thousand (6,000)
2 4WD Station Wagon 4200cc Diesel
Engine 4 Five Thousand (5,000)
3 4WD Double Cabin Pick-up 2500cc – 3200cc Diesel Engine 17 Eighteen Thousand (18,000)
4 Seven (7) Ton Truck Diesel Engine 4 Ten Thousand (10,000)
5 Cinivan 1 One Thousand Five Hundred (1,500)
6 125cc Motor Cycle on/off Road with Crash Helmet 42 Six Thousand Five Hundred (6,500)

or in a freely convertible currency and must be in the form of a Bank Guarantee.

APPLICABLE ONLY TO BIDDERS OUTSIDE SIERRA LEONE

 Bid Security in the amounts specified above.

o A certified true copy of a valid business registration certificate or certificate of incorporation in conformity with the provision of the laws of the country of the bidder.

7. Bids will be opened on Thursday December 10, 2009 at 12:05 noon in the presence of bidder’s or their representative’s who chose to attend, at the Main Conference Room, 1st Floor, Ministry of Agriculture, Forestry and Food Security, Youyi Building, Freetown, Sierra Leone. Late bids will be rejected and returned unopened to bidders.

The Procurement Officer
Ministry of Agriculture, Forestry and Food Security
1st Floor Room: E105,
Youyi Building,
Brookfields,
Freetown
Sierra Leone

Tel: +232 33-957-404/+232 76 503 320
E-mail:mariatu58@yahoo.com

Section II. Instructions to Bidders

Table of Clauses
A. Introduction 6
1. Source of Funds 6
2. Eligible Bidders 6
3. Eligible Goods and Services 6
4. Cost of Bidding 6
B. The Bidding Documents 6
5. Content of Bidding Documents 6
6. Clarification of Bidding Documents 7
7. Amendment of Bidding Documents 7
C. Preparation of Bids 7
8. Language of Bid 7
9. Documents Constituting the Bid 7
10. Bid Form 8
11. Bid Prices 8
12. Bid Currencies 9
13. Documents Establishing Bidder’s Eligibility and Qualification 10
14. Documents Establishing Goods’ Eligibility and Conformity to Bidding Documents 10
15. Bid Security 11
16. Period of Validity of Bids 12
17. Format and Signing of Bid 12
D. Submission of Bids 13
18. Sealing and Marking of Bids 13
19. Deadline for Submission of Bids 13
20. Late Bids 14
21. Modification and Withdrawal of Bids 14
E. Opening and Evaluation of Bids 14
22. Opening of Bids by the Purchaser 14
23. Clarification of Bids 14
24. Preliminary Examination 15
25. Conversion to Single Currency 15
26. Evaluation and Comparison of Bids 16
27. Domestic Preference 20
28. Contacting the Purchaser 20
F. Award of Contract 20
29. Post-qualification 20
30. Award Criteria 20
31. Purchaser’s Right to Vary Quantities at Time of Award 20
32. Purchaser’s Right to Accept Any Bid and to Reject Any or All Bids 20
33. Notification of Award 21
34. Signing of Contract 21
35. Performance Security 21
36. Corrupt or Fraudulent Practices 21

Instructions to Bidders

A. Introduction

1. Source of Funds 1.1 The Purchaser named in the Bid Data Sheet has an approved budget from Government funds towards the cost of the procurement specified in the Bid Data Sheet, and intends to apply a portion of the funding to eligible payments under a contract for which this Invitation for Bids is issued.
2. Eligible Bidders 2.1 This Invitation for Bids is open to all suppliers from eligible source countries except as provided hereinafter.

2.2 Bidders should not be associated, or have been associated in the past, directly or indirectly, with a firm or any of its affiliates which have been engaged by the Purchaser to provide consulting services for the preparation of the design, specifications, and other documents to be used for the procurement of the goods to be purchased under this Invitation for Bids.

2.3 Bidders shall not be under a declaration of suspension for corrupt and fraudulent practices as issued by the Government in accordance with ITB Clause 36.1.
3. Eligible Goods and Services
3.1 All goods and related services to be supplied under the contract shall have their origin in eligible source coun¬tries.

3.2 For purposes of this clause, “origin” means the place where the goods are mined, grown, or produced, or the place from which the related services are supplied. Goods are produced when, through manufacturing, processing, or substantial and major assembly of components, a commercially-recognised product results that is substantially different in basic characteristics or in purpose or utility from its components.

3.3 The origin of goods and services is distinct from the nationality of the Bidder.

4. Cost of Bidding 4.1 The Bidder shall bear all costs associated with the preparation and submission of its bid, and the Purchaser named in the Bid Data Sheet, hereinafter referred to as “the Purchaser,” will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the bidding process.

B. The Bidding Documents

5. Content of Bidding Documents 5.1 The goods required, bidding procedures, and contract terms are prescribed in the bidding documents. In addition to the Invitation for Bids, the bidding documents include:

(a) Instructions to Bidders (ITB)
(b) Bid Data Sheet
(c) General Conditions of Contract (GCC)
(d) Special Conditions of Contract (SCC)
(e) Schedule of Requirements
(f) Technical Specifications
(g) Bid Form and Price Schedules
(h) Bid Security Form
(i) Contract Form
(j) Performance Security Form
(k) Bank Guarantee Form for Advance Payment
(l) Manufacturer’s Authorisation Form

5.2 The Bidder is expected to examine all instructions, forms, terms, and specifications in the bidding documents. Failure to provide all information required by the bidding documents or submission of a bid not substantially responsive to the bidding documents in every respect will be at the Bidder’s risk and may result in the rejection of its bid.
6. Clarification of Bidding Documents 6.1 A prospective Bidder requiring any clarification of the bidding documents may notify the Purchaser in writing at the Purchaser’s address indicated in the Bid Data Sheet. The Purchaser will respond in writing to any request for clarification of the bidding documents which it receives no later than twenty-one (21) days prior to the deadline for the submission of bids prescribed in ITB Clause 19.1. Written copies of the Purchaser’s response (including an explanation of the query but without identifying the source of inquiry) will be sent to all prospective bidders that have received the bidding documents.
7. Amendment of Bidding Documents 7.1 At any time prior to the deadline for submission of bids, the Purchaser, for any reason, whether at its own initiative or in response to a clarification requested by a prospective Bidder, may modify the bidding documents by amendment.

7.2 All prospective bidders that have received the bidding documents will be notified of the amendment in writing, and the amendment will be binding on them.

7.3 To allow prospective bidders reasonable time in which to take the amendment into account in preparing their bids, the Purchaser, at its discretion, may extend the deadline for the submission of bids.
C. Preparation of Bids

8. Language of Bid 8.1 The bid prepared by the Bidder, as well as all correspondence and documents relating to the bid exchanged by the Bidder and the Purchaser shall be written in the language specified in the Bid Data Sheet. Supporting documents and printed literature furnished by the Bidder may be in another language provided they are accompanied by an accurate translation of the relevant passages to the language specified in the Bid Data Sheet, in which case, for purposes of interpretation of the Bid, the translation shall govern.

9. Documents Constituting the Bid 9.1 The bid prepared by the Bidder shall comprise the following components:
(a) a Bid Form and a Price Schedule completed in accordance with ITB Clauses 10, 11, and 12;

(b) documentary evidence established in accordance with ITB Clause 13 that the Bidder is eligible to bid and is qualified to perform the contract if its bid is accepted;

(c) documentary evidence established in accordance with ITB Clause 14 that the goods and ancillary services to be supplied by the Bidder are eligible goods and services and conform to the bidding documents; and

(d) bid security furnished in accordance with ITB Clause 15.
10. Bid Form
10.1 The Bidder shall complete, sign and stamp the Bid Form and the appropriate Price Schedule furnished in the bidding documents, indicating the goods to be supplied, a brief description of the goods, and their country of origin, quantity, and prices.

Unless otherwise indicated in the Bid Data Sheet, alternative bids shall not be considered.
11. Bid Prices 11.1 The Bidder shall indicate on the appropriate Price Schedule the unit prices (where applicable) and total bid price of the goods it proposes to supply under the contract.

11.2 Prices indicated on the Price Schedule shall be entered separately in the following manner:

(a) For goods offered from within the Republic of Sierra Leone:

(i) the price of the goods quoted EXW (ex works, ex factory, ex warehouse, ex showroom, or off-the-shelf, as applicable), including all customs duties and sales and other taxes already paid or payable:

(A) on the components and raw material used in the manufacture or assembly of goods quoted ex works or ex factory;
or
(B) on the previously imported goods of foreign origin quoted ex warehouse, ex showroom, or off-the-shelf.

(ii) any Republic of Sierra Leone sales and other taxes which will be payable on the goods if the contract is awarded.

(iii) the price for inland transportation, insurance, and other local costs incidental to delivery of the goods to their final destination, if specified in the Bid Data Sheet.

(iv) the price of other (incidental) services, if any, listed in the Bid Data Sheet.

(b) For goods offered from abroad:

(i) the price of the goods shall be quoted CIF named port of destination, or CIP border point, or CIP named place of destination, in the Republic of Sierra Leone, as specified in the Bid Data Sheet. In quoting the price, the Bidder shall be free to use transportation through carriers registered in any eligible countries. Similarly, the Bidder may obtain insurance services from any eligible source country.

(ii) the price of the goods quoted FOB port of shipment (or FCA, as the case may be), if specified in the Bid Data Sheet.

(iii) the price of goods quoted CFR port of destination (or CPT as the case may be), if specified in the Bid Data Sheet.

(iv) the price for inland transportation, insurance, and other local costs incidental to delivery of the goods from the port of entry to their final destination, if specified in the Bid Data Sheet.

(v) the price of other (incidental) services, if any, listed in the Bid Data Sheet.

11.3 The terms EXW, CIF, CIP, etc., shall be governed by the rules prescribed in the current edition of Incoterms published by the International Chamber of Commerce, Paris.
11.4 The Bidder’s separation of price components in accordance with ITB Clause 11.2 above will be solely for the purpose of facilitating the comparison of bids by the Purchaser and will not in any way limit the Purchaser’s right to contract on any of the terms offered.

11.5 Prices quoted by the Bidder shall be fixed during the Bidder’s
Performance of the contract and not subject to variation on any account, unless otherwise specified in the Bid Data Sheet.

A bid submitted with an adjustable price quotation will be treated as non-responsive and will be rejected, pursuant to ITB Clause 24. If, however, in accordance with the Bid Data Sheet, prices quoted by the Bidder shall be subject to adjustment during the performance of the contract, a bid submitted with a fixed price quotation will not be rejected, but the price adjustment would be treated as zero.

11.6 If bids are invited for individual contracts (lots) or for any combination of contracts (packages), bidders wishing to offer any price reduction for the award of more than one Contract shall specify in their bid the price reductions applicable to each package, or alternatively, to individual Contracts within the package.

12. Bid Currencies 12.1 Prices shall be quoted in the following currencies:

(a) For goods and services that the Bidder will supply from within the Republic of Sierra Leone, the prices shall be quoted in Leones, unless otherwise specified in the Bid Data Sheet.

(b) For goods and services that the Bidder will supply from outside the Republic of Sierra Leone, the prices shall be quoted in any currency freely convertible within the Republic of Sierra Leone. If the Bidder wishes to be paid in a combination of amounts in different currencies, it may quote its price accordingly but use no more than three foreign currencies.

13. Documents Establishing Bidder’s Eligibility and Qualification 13.1 Pursuant to ITB Clause 9, the Bidder shall furnish, as part of its bid, documents establishing the Bidder’s eligibility to bid and its qualifications to perform the contract if its bid is accepted.

13.2 The documentary evidence of the Bidder’s eligibility to bid shall establish to the Purchaser’s satisfaction that the Bidder, at the time of submission of its bid, is from an eligible country as defined under ITB Clause 2.

13.3 The documentary evidence of the Bidder’s qualifications to perform the contract if its bid is accepted shall establish to the Purchaser’s satisfaction:

(a) that, in the case of a Bidder offering to supply goods under the contract which the Bidder did not manufacture or otherwise produce, the Bidder has been duly authorised by the goods’ Manufacturer or producer to supply the goods in the Republic of Sierra Leone;

(b) that the Bidder has the financial, technical, and production capability necessary to perform the contract;

(c) that, in the case of a Bidder not doing business within the Republic of Sierra Leone, the Bidder is or will be (if awarded the contract) represented by an Agent in the Republic of Sierra Leone equipped and able to carry out the Supplier’s maintenance, repair, and spare parts stocking obligations prescribed in the Conditions of Contract and/or Technical Specifications; and

(d) that the Bidder meets the qualification criteria listed in the
Bid Data Sheet.

14. Documents Establishing Goods’ Eligibility and Conformity to Bidding Documents
14.1 Pursuant to ITB Clause 9, the Bidder shall furnish, as part of its bid, documents establishing the eligibility and conformity to the bidding documents of all goods and services which the Bidder proposes to supply under the contract.

14.2 The documentary evidence of the eligibility of the goods and services shall consist of a statement in the Price Schedule of the country of origin of the goods and services offered which shall be confirmed by a certificate of origin issued at the time of shipment.

14.3 The documentary evidence of conformity of the goods and services to the bidding documents may be in the form of literature, drawings, and data, and shall consist of:

(a) a detailed description of the essential technical and performance characteristics of the goods;

(b) a list giving full particulars, including available sources and current prices of spare parts, special tools, etc., necessary for the proper and continuing functioning of the goods for a period to be specified in the Bid Data Sheet, following commencement of the use of the goods by the Purchaser; and

(c) an item-by-item commentary on the Purchaser’s Technical Specifications demonstrating substantial responsiveness of the goods and services to those specifications, or a statement of deviations and exceptions to the provisions of the Technical Specifications.

For purposes of the commentary to be furnished pursuant to ITB Clause 14.3(c) above, the Bidder shall note that standards for workmanship, material, and equipment, as well as references to brand names or catalogue numbers designated by the Purchaser in its Technical Specifications, are intended to be descriptive only and not restrictive. The Bidder may substitute alternative standards, brand

names, and/or catalogue numbers in its bid, provided that it demonstrates to the Purchaser’s satisfaction that the substitutions ensure substantial equivalence to those designated in the Technical Specifications.

15. Bid Security
15.1 Pursuant to ITB Clause 9, the Bidder shall furnish, as part of its bid, a bid security in the amount specified in the Bid Data Sheet.

15.2 The bid security is required to protect the Purchaser against the risk of Bidder’s conduct which would warrant the security’s forfeiture, pursuant to ITB Clause 15.7.

15.3 The bid security shall be denominated in the currency of the bid or in another freely convertible currency, and shall be in one of the following forms:

(a) a bank guarantee or an irrevocable letter of credit issued by a reputable bank located in the Republic of Sierra Leone or abroad, in the form provided in the bidding documents or another form acceptable to the Purchaser and valid for thirty (30) days beyond the validity of the bid; or

(b) a cashier’s or certified cheque.

15.4 Any bid not secured in accordance with ITB Clauses 15.1 and 15.3 will be rejected by the Purchaser as non-responsive, pursuant to ITB Clause 24.

15.5 Unsuccessful bidders’ bid securities will be discharged or returned as promptly as possible but not later than thirty (30) days after the expiration of the period of bid validity prescribed by the Purchaser pursuant to ITB Clause 16.

15.6 The successful Bidder’s bid security will be discharged upon the Bidder signing the contract, pursuant to ITB Clause 34, and furnishing the performance security, pursuant to ITB Clause 35.

15.7 The bid security may be forfeited:

(a) if a Bidder:

(i) withdraws its bid during the period of bid validity specified by the Bidder on the Bid Form, or

(ii) does not accept the correction of errors pursuant to ITB Clause 24.2; or

(b) in the case of a successful Bidder, if the Bidder fails:

(i) to sign the contract in accordance with ITB Clause 34; or to furnish performance security in accordance with ITB Clause 35.

16. Period of Validity of Bids 16.1 Bids shall remain valid for the period specified in the Bid Data Sheet after the date of bid submission prescribed by the Purchaser, pursuant to ITB Clause 19. A bid valid for a shorter period shall be rejected by the Purchaser as non-responsive.

16.2 In exceptional circumstances, the Purchaser may solicit the Bidder’s consent to an extension of the period of validity. The request and the responses thereto shall be made in writing. The bid security provided under ITB Clause 15 shall also be suitably extended. A Bidder may refuse the request without forfeiting its bid security. A Bidder granting the request will not be required nor permitted to modify its bid, except as provided in ITB Clause 16.3.

16.3 In the case of fixed price contracts, if the award is delayed by a period exceeding sixty (60) days beyond the expiry of the initial bid validity, the contract price may be increased by a factor specified in the request for extension.

17. Format and Signing of Bid 17.1 The Bidder shall prepare an original and the number of copies of the bid indicated in the Bid Data Sheet, clearly marking each “ORIGINAL BID” and “COPY OF BID,” as appropriate. In the event of any discrepancy between them, the original shall govern.

17.2 The original and the copy or copies of the bid shall be typed or written in indelible ink and shall be signed by the Bidder or a person or persons duly authorised to bind the Bidder to the contract. All pages of the bid, except for unamended printed literature, shall be initialled by the person or persons signing the bid.

17.3 Any interlineations, erasures, or overwriting shall be valid only if they are initialled by the person or persons signing the bid.

17.4 The Bidder shall furnish information as described in the Form of Bid on commissions or gratuities, if any, paid or to be paid to agents relating to this Bid, and to contract execution if the Bidder is awarded the contract.

D. Submission of Bids

18. Sealing and Marking of Bids 18.1 The Bidder shall seal the original and each copy of the bid, in separate envelopes, duly marking the envelopes as “ORIGINAL” and “COPY.” The envelopes shall then be enclosed in an outer envelope and sealed.

18.2 The inner and outer envelopes shall:

(a) be addressed to the Purchaser at the address given in the Bid Data Sheet; and

(b) bear the Project name indicated in the Bid Data Sheet, the Invitation for Bids (IFB) title and Procurement Number indicated in the Bid Data Sheet, and a statement: “DO NOT OPEN BEFORE,” to be completed with the time and the date specified in the Bid Data Sheet, pursuant to ITB Clause 22.1.

18.3 The inner envelopes shall also indicate the name and address of the Bidder to enable the bid to be returned unopened in case it is declared “late.”

18.4 If the outer envelope is not sealed and marked as required by ITB Clause 18.2, the Purchaser will assume no responsibility for the bid’s misplacement or premature opening.

19. Deadline for Submission of Bids 19.1 Bids must be received at the address specified under ITB Clause 18.2 (a) by the time and date specified in the Bid Data Sheet.

19.2 The Purchaser may, at its discretion, extend this deadline for the submission of bids by amending the bidding documents in accordance with ITB Clause 7, in which case all rights and obligations of the Purchaser and bidders previously subject to the deadline will thereafter be subject to the deadline as extended.

20. Late Bids 20.1 Any bid received by the Purchaser after the deadline for submission of bids prescribed by the Purchaser pursuant to ITB Clause 19 will be rejected and returned unopened to the Bidder.

21. Modification and Withdrawal of Bids 21.1 The Bidder may modify or withdraw its bid after the bid’s submission, provided that written notice of the modification, including substitution or withdrawal of the bids, is received by the Purchaser prior to the deadline prescribed for submission of bids.

21.2 The Bidder’s modification or withdrawal notice shall be prepared, sealed, marked, and dispatched in accordance with the provisions of ITB Clause 18 but in addition the envelopes shall be clearly marked “WITHDRAWAL”, “MODIFICATION” or “REPLACEMENT BID”. A withdrawal notice may also be sent by fax or Email, but followed by a signed confirmation copy, postmarked not later than the deadline for submission of bids.

21.3 No bid may be modified after the deadline for submission of bids.

21.4 No bid may be withdrawn in the interval between the deadline for submission of bids and the expiration of the period of bid validity specified by the Bidder on the Bid Form. Withdrawal of a bid during this interval may result in the Bidder’s forfeiture of its bid security, pursuant to ITB Clause 15.7.

E. Opening and Evaluation of Bids

22. Opening of Bids by the Purchaser 22.1 The Purchaser will open all bids in the presence of bidders’ representatives who choose to attend, at the time, on the date, and at the place specified in the Bid Data Sheet. The bidders’ representatives who are present shall sign a register evidencing their attendance.

22.2 The bidders’ names, bid modifications or withdrawals, bid prices, discounts, and the presence or absence of requisite bid security and such other details as the Purchaser, at its discretion, may consider appropriate, will be announced at the opening. No bid shall be rejected at bid opening, except for late bids, which shall be returned unopened to the Bidder pursuant to ITB Clause 20.

22.3 Bids (and modifications sent pursuant to ITB Clause 21.2) that are not opened and read out at bid opening shall not be considered further for evaluation, irrespective of the circumstances.

22.4 The Purchaser will prepare minutes of the bid opening.

23. Clarification of Bids 23.1 During evaluation of the bids, the Purchaser may, at its discretion, ask the Bidder for a clarification of its bid. The request for clarification and the response shall be in writing, and no change in the prices or substance of the bid shall be sought, offered, or permitted.

24. Preliminary Examination 24.1 The Purchaser will examine the bids to determine whether they are complete, whether any computational errors have been made, whether required sureties have been furnished, whether the documents have been properly signed, and whether the bids are generally in order.

24.2 Arithmetical errors will be rectified on the following basis. If there is a discrepancy between the unit price and the total price that is obtained by multiplying the unit price and quantity, the unit price shall prevail, and the total price shall be corrected, unless there is an obvious discrepancy in placement of the decimal point. If there is a discrepancy between words and figures, the amount in words will prevail. If the Bidder does not

accept the correction of the errors, its bid will be rejected, and its bid security may be forfeited.

24.3 The Purchaser may waive any minor informality, nonconformity, or irregularity in a bid which does not constitute a material deviation, provided such waiver does not prejudice or affect the relative ranking of any Bidder.

24.4 Prior to the detailed evaluation, pursuant to ITB Clause 26, the Purchaser will determine the substantial responsiveness of each bid to the bidding documents. For purposes of these Clauses, a substantially responsive bid is one that conforms to all the terms and conditions of the bidding documents without material deviations. Deviations from, or objections or reservations to critical provisions, such as those concerning Bid Security (ITB Clause 15), Applicable Law (GCC Clause 31), and Taxes and Duties (GCC Clause 33), will be deemed to be a material deviation. The Purchaser’s determination of a bid’s responsiveness is to be based on the contents of the bid itself without recourse to extrinsic evidence.

24.5 If a bid is not substantially responsive, it will be rejected by the Purchaser and may not subsequently be made responsive by the Bidder by correction of the nonconformity.

25. Conversion to Single Currency 25.1 To facilitate evaluation and comparison, the Purchaser will convert all bid prices expressed in the amounts in various currencies in which the bid prices are payable to either:

(a) Leones at the selling exchange rate established for similar transactions by the Central Bank of Sierra Leone or a commercial bank in the Republic of Sierra Leone;
or
(b) a currency widely used in international trade, such as U.S. dollars, at the selling rate of exchange published in the international press for the amount payable in foreign currency; and at the selling exchange rate established for similar transactions by the Central Bank of Sierra Leone for the amount payable in Leones.

The currency selected for converting bid prices to a common base for the purpose of evaluation, along with the source and date of the exchange rate, are specified in the Bid Data Sheet.

26. Evaluation and Comparison of Bids 26.1 The Purchaser will evaluate and compare the bids which have been determined to be substantially responsive, pursuant to ITB Clause 24.

26.2 The Purchaser’s evaluation of a bid will exclude and not take into account:
(a) in the case of goods manufactured in the Republic of Sierra Leone or goods of foreign origin already located in the Republic of Sierra Leone, sales and other similar taxes,

which will be payable on the goods if a contract is awarded to the Bidder;

(b) in the case of goods of foreign origin offered from abroad, customs duties and other similar import taxes which will be payable on the goods if the contract is awarded to the Bidder; and

(c) any allowance for price adjustment during the period of execution of the contract, if provided in the bid.
26.3 Price comparison shall be between the EXW price of the goods offered from within the Republic of Sierra Leone, such price to include all costs, as well as duties and taxes paid or payable on components and raw material incorporated or to be incorporated in the goods, and the CIF named port of destination (or CIP border point, or CIP named place of destination) price of the goods offered from outside the Republic of Sierra Leone.

26.4 The Purchaser’s evaluation of a bid will take into account, in addition to the bid price quoted in accordance with ITB Clause 11.2, one or more of the following factors as specified in the Bid Data Sheet, and quantified in ITB Clause 26.5:

(a) cost of inland transportation, insurance, and other costs within the Republic of Sierra Leone incidental to delivery of the goods to their final destination.

(b) delivery schedule offered in the bid;

(c) deviations in payment schedule from that specified in the Special Conditions of Contract;

(d) the cost of components, mandatory spare parts, and service;

(e) the availability in the Republic of Sierra Leone of spare parts and after-sales services for the equipment offered in the bid;

(f) the projected operating and maintenance costs during the life of the equipment;

(g) the performance and productivity of the equipment offered; and/or

(h) other specific criteria indicated in the Bid Data Sheet and/or in the Technical Specifications.

26.5 For factors retained in the Bid Data Sheet pursuant to ITB 26.4, one or more of the following quantification methods will be applied, as detailed in the Bid Data Sheet:

(a) Inland transportation from EXW/port of entry/border point, insurance, and incidentals.

Inland transportation, insurance, and other incidental costs for delivery of the goods from EXW/port of entry/border point to Project Site named in the Bid Data Sheet will be computed for each bid by the Purchaser on the basis of published tariffs by the rail or road transport agencies, insurance companies, and/or other appropriate sources. To facilitate such computation, the bidder shall furnish in its bid the estimated dimensions and shipping weight and the approximate EXW/CIF (or CIP border point) value of each package. The above cost will be added by the Purchaser to EXW/CIF/CIP border point price.

(b) Delivery schedule.

(i) The Purchaser requires that the goods under the Invitation for Bids shall be delivered (shipped) at the time specified in the Schedule of Requirements. The esti¬mated time of arrival of the goods at the Project Site will be calculated for each bid after allowing for reasonable international and inland transportation time. Treating the bid resulting in the earliest time of arrival as the base, a delivery “adjustment” will be calculated for other bids by applying a percentage, specified in the Bid Data Sheet, of the EXW/CIF/CIP price for each week of delay beyond the base, and this will be added to the bid price for evaluation. No credit shall be given to early delivery.

or

(ii) The goods covered under this invitation are required to be delivered (shipped) within an acceptable range of weeks specified in the Schedule of Requirement. No credit will be given to earlier deliveries, and bids offering delivery beyond this range will be treated as non-responsive. Within this acceptable range, an adjustment per week, as specified in the Bid Data Sheet, will be added for evaluation to the bid price of bids offering deliveries later than the earliest delivery period specified in the Schedule of Requirements.
or
(iii) The goods covered under this invitation are required to be delivered (shipped) in partial shipments, as specified in the Schedule of Requirements. Bids offering deliveries earlier or later than the specified deliveries will be adjusted in the evaluation by adding to the bid price a factor equal to a percentage, specified in the Bid Data Sheet, of EXW/CIF/CIP price per week of variation from the specified delivery schedule.

(c) Deviation in payment schedule.

(i) Bidders shall state their bid price for the payment schedule outlined in the SCC. Bids will be evaluated on the basis of this base price.
Bidders are, however, permitted to state an
alternative payment schedule and indicate the
reduction in bid price they wish to offer for such
alternative payment schedule. The Purchaser may
consider the alternative payment schedule offered
by the selected Bidder.
Or

(ii) The SCC stipulates the payment schedule offered by the Purchaser. If a bid deviates from the schedule and if such deviation is considered acceptable to the Purchaser, the bid will be evaluated by calculating interest earned for any earlier payments involved in the terms outlined in the bid as compared with those stipulated in this invitation, at the rate per annum specified in the Bid Data Sheet.

(d) Cost of spare parts.

(i) The list of items and quan¬tities of major assemblies, components, and selected spare parts, likely to be required during the initial period of operation specified in the Bid Data Sheet, is annexed to the Technical Specifications. The total cost of these items, at the unit prices quoted in each bid, will be added to the bid price.
or
(ii) The Purchaser will draw up a list of high-usage and high-value items of components and spare parts, along with estimated quantities of usage in the initial period of operation specified in the Bid Data Sheet. The total cost of these items and quan¬tities will be computed from spare parts unit prices submitted by the Bidder and added to the bid price.
or
(iii) The Purchaser will estimate the cost of spare parts usage in the initial period of operation specified in the Bid Data Sheet, based on information furnished by each Bidder, as well as on past experience of the Purchaser or other purchasers in similar situations. Such costs shall be added to the bid price for evaluation.

(e) Spare parts and after sales service facilities in the Republic of Sierra Leone.

The cost to the Purchaser of establishing the minimum service facilities and parts inventories, as outlined in the Bid Data Sheet or elsewhere in the bidding documents, if quoted separately, shall be added to the bid price.

(f) Operating and maintenance costs.

Since the operating and maintenance costs of the goods under procurement form a major part of the life cycle cost of the equipment, these costs will be evaluated in accordance with the criteria specified in the Bid Data Sheet or in the Technical Specifications.

(g) Performance and productivity of the equipment.

(i) Bidders shall state the guaranteed performance or efficiency in response to the Technical Specification.
For each drop in the performance or efficiency below the norm of 100, an adjustment for an amount specified in the Bid Data Sheet will be added to the bid price, representing the capitalised cost of additional operating costs over the life of the plant, using the methodology specified in the Bid Data Sheet or in the Technical Specifications.
or
(ii) Goods offered shall have a minimum productivity specified under the relevant provision in the Technical Specifications to be considered responsive. Evaluation shall be based on the cost per unit of the actual productivity of goods offered in the bid, and adjustment will be added to the bid price using the methodology specified in the Bid Data Sheet or in the Technical Specifications.

(h) Specific additional criteria

Other specific additional criteria to be considered in the evaluation and the evaluation method shall be detailed in the Bid Data Sheet and/or the Technical Specifications.

26.6 When bids are invited for individual lots and award of multiple contracts to individual bidders is permitted, the methodology of evaluation and the application of any conditional discounts to determine the award of contracts shall be specified in the Bid Data Sheet.

27. Domestic Preference 27.1 If the Bid Data Sheet so specifies, the Purchaser will grant a margin of preference to goods manufactured in the Republic of Sierra Leone for the purpose of bid comparison, in accordance with the procedures specified in the Bid Data Sheet.

28. Contacting the Purchaser 28.1 From the time of bid opening to the time of contract award, if any bidder wishes to contact the Purchaser on any matter related to the bid, it should do so in writing.
28.2 Any effort by a Bidder to influence the Purchaser in its decisions on bid evaluation, bid comparison, or contract award may result in the rejection of the Bidder’s bid.

F. Award of Contract

29. Post-qualification 29.1 In the absence of pre-qualification, the Purchaser will determine to its satisfaction whether the Bidder that is selected as having submitted the best-evaluated responsive bid is qualified to perform the contract satisfactorily, in accordance with the criteria listed in ITB Clause 13.3.

29.2 The determination will take into account the Bidder’s financial, technical, and production capabilities. It will be based upon an examination of the documentary evidence of the Bidder’s qualifications submitted by the Bidder, pursuant to ITB Clause 13.3, as well as such other information as the Purchaser deems necessary and appropriate.
29.3 An affirmative determination will be a prerequisite for award of the contract to the Bidder. A negative determination will result in rejection of the Bidder’s bid, in which event the Purchaser will proceed to the next best-evaluated bid to make a similar determination of that Bidder’s capabilities to perform satisfactorily.

30. Award Criteria Subject to ITB Clause 32, the Purchaser will award the contract to the successful Bidder whose bid has been determined to be substantially responsive and has been determined to be the best-evaluated bid, provided further that the Bidder is determined to be qualified to perform the contract satisfactorily.

31. Purchaser’s Right to Vary Quantities at Time of Award 31.1 The Purchaser reserves the right at the time of contract award to increase or decrease, by the percentage indicated in the Bid Data Sheet, the quantity of goods and services originally specified in the Schedule of Requirements without any change in unit price or other terms and conditions.

32. Purchaser’s Right to Accept Any Bid and to Reject Any or All Bids 32.1 The Purchaser reserves the right to accept or reject any bid, and to annul the bidding process and reject all bids at any time prior to contract award, without thereby incurring any liability to the affected Bidder or bidders.

33. Notification of Award 33.1 Prior to the expiration of the period of bid validity, the Purchaser will notify the successful Bidder in writing by registered letter that its bid has been accepted.

33.2 The notification of award will constitute the formation of the Contract.

33.3 Upon the successful Bidder’s furnishing of the performance security pursuant to ITB Clause 35, the Purchaser will promptly notify the name of the winning Bidder to each unsuccessful Bidder and will discharge its bid security, pursuant to ITB Clause 15.

33.4 If, after notification of award, a Bidder wishes to ascertain the grounds on which its bid was not selected, it should address its request to the Purchaser. The Purchaser will promptly respond in writing to the unsuccessful Bidder.

34. Signing of Contract 34.1 At the same time as the Purchaser notifies the successful Bidder that its bid has been accepted, the Purchaser will send the Bidder the Contract Form provided in the bidding documents, incorporating all agreements between the parties.
34.2 Within fourteen (14) days of receipt of the Contract Form, the successful Bidder shall sign and date the contract and return it to the Purchaser.
35. Performance Security 35.1 Within fourteen (14) days of the receipt of notification of award from the Purchaser, the successful Bidder shall furnish the performance security in accordance with the Conditions of Contract, using the Performance Security Form provided in the bidding documents or in another form acceptable to the Purchaser.

35.2 Failure of the successful Bidder to comply with the requirement of ITB Clause 34.2 or ITB Clause 35.1 shall constitute sufficient grounds for the annulment of the award and forfeiture of the bid security, in which event the Purchaser may make the award to the next best-evaluated Bidder or call for new bids.

36. Fraud and Corruption 36.1 The Government requires that Purchasers, as well as Bidders/ Suppliers/Contractors, observe the highest standard of ethics during the procurement and execution of such contracts. In pursuance of this policy the Government:

(a) defines, for the purposes of this provision, the terms set forth below as follows:

(i) “corrupt practice” means the offering, giving, receiving or soliciting of any thing of value to influence the action of a public official in the procurement process or in contract execution; and

(ii) “fraudulent practice” means a misrepresentation of facts in order to influence a procurement process or the execution of a contract;

(iii) “collusive practices” means a scheme or arrangement between two or more bidders with or without the knowledge of the Purchaser, designed to establish prices at artificial, non-competitive levels;

(iv) “coercive practices” means harming or threatening to harm, directly or indirectly, persons or their property to influence their participation in a procurement process, or affect the execution of a contract.

(b) will reject a recommendation for award of contract if it determines that the Bidder has engaged in corrupt, fraudulent, collusive or coercive practices in competing for the contract;

(c) will declare a firm ineligible, either indefinitely or for a stated period of time, to be awarded a Government financed contract if it at any time determines that the firm has engaged in corrupt, fraudulent, collusive or coercive practices in competing for, or in executing, a Government financed contract.

(d) Notwithstanding the generality of the provisions of this Standard Bidding Document, the authority may refer any such malfeasance to the ACC for further investigation.

36.2 Furthermore, Bidders shall be aware of the provision stated in Clause 24.1 of the General Conditions of Contract.

Section III. Bid Data Sheet
Bid Data Sheet

The following specific data for the goods to be procured shall complement, supplement, or amend the provisions in the Instructions to Bidders (ITB). Whenever there is a conflict, the provisions herein shall prevail over those in ITB.

Introduction
ITB Clause 1.1 Name of Purchaser: Ministry of Agriculture, Forestry and Food Security

ITB Clause 1.1 The Procurement Number is: MAFFS/PU/ICB/04/01/09

ITB Clause 1.1 Procuring Entity/Name of Contract: Ministry of Agriculture, Forestry and Food Security
Procurement of Vehicles and Motor Cycles with Crash Helmets with 5% Spare Parts
Lot # Description Quantity

1

Sixty (60) Seater Bus
3
2 4WD Station Wagon 4200cc Diesel Engine 4
3 4WD Double Cabin Pick – Up 2500 – 3200cc Diesel Engine 17
4 Seven (7) Ton Truck Diesel Engine 4
5 Cinivan 1
6 125cc Motor Cycle on/off road with Crash Helmet 42

ITB Clause 8.1 The Language of the Bid is English.

Bid Price and Currency
ITB Clause 11.2 (a)
(iii) The price for inland transportation, insurance and other local costs incidental to delivery of goods to their final destination. Not applicable

ITB Clause 11.2 (b) The price of the goods shall be: CIP Agricultural Engineering Unit, Kissy, Freetown, Sierra Leone

ITB Clause 11.2 (b)
(iv)
The price for inland transportation, insurance and other local costs incidental to delivery of the goods from the port of entry to their final destination: Not applicable

Preparation and Submission of Bids
ITB Clause 13.3 (d) The required documentary evidence to be submitted by the bidder to confirm eligibility to bid is as follows:

APPLCABLE ONLY TO BIDDERS WITHIN SIERRA LEONE

. A Valid Tax Clearance Certificate
. A Certified True Copy of a Valid NASSIT Clearance Certificate
. A Certified True Copy of a Valid Business Registration Certificate
. A Certified True Copy of a Valid Municipal/Local Government
Business Licence
. Bid Security as specified in ITB Clause 15.1

APPLCABLE ONLY TO BIDDERS OUTSIDE SIERRA LEONE
A certified true copy of a valid business registration certificate or certificate of incorporation in conformity with the provision of the laws of the country of the bidder.
Bid Security as specified in GCC Clause 15.1
ITB Clause 14.3 (b) 5% Spare parts according to list provided: Yes

ITB Clause 15.1  Bid Security amount as follows:
Lot # Bid Security (USD)
1 Six Thousand United States Dollars (USD6,000)
2 Five Thousand United States Dollars (USD5,000)
3 Eighteen Thousand United States Dollars (USD18,000)
4 Ten Thousand United States Dollars (USD10,000)
5 One Thousand Five Hundred United States Dollars (USD1,500)
6 Six Thousand Five Hundred United States Dollars (USD6,500)
Or in a freely convertible currency and must be in the form of a Bank Guarantee
ITB Clause 16.1 The period of bid validity shall be 120 days from the date of submission of Bids.
ITB Clause 18.2 (a) The address for submission of bids is:
The Procurement Officer
Ministry of Agriculture, Forestry and Food Security
1st Floor, Room number E 105
Youyi Building
Brookfields,
Freetown
Sierra Leone
ITB Clause 18.2 (b) Ministry of Agriculture, Forestry and Food Security
IFB title and Procurement Number: Procurement of Vehicles and Motor Cycles with Crash Helmets MAFFS/PU/ICB/04/01/09
DO NOT OPEN BEFORE 12 NOON, Thursday DECEMBER 10, 2009

ITB Clause 19.1 Deadline for submission of bids is on or before Thursday December 10, 2009 at 12 noon prompt.

ITB Clause 22.1 The opening of bids shall take place at the Main Conference Room 1st Floor on Thursday, December 10, 2009 at 12:05 pm in the Ministry of Agriculture, Forestry and Food Security, Youyi Building, Freetown Sierra Leone

Bid Evaluation
ITB Clause 25.2 The common currency for evaluation purposes is Leones and the source of exchange rate shall be Bank of Sierra Leone.
The date for the exchange rate shall be Thursday December 10, 2009
ITB Clause 26.4 In addition to the bid price the following factors will be taken into account in determining the best-evaluated bid
Manufacturers Authorization and Warranty for bidders who do not manufacture the items or a legal undertaking from the authorized local agent/dealer to fully support the bidder in all aspect of his bid
Bid Security in the form of a Bank Guarantee from a recognised commercial Bank.
Delivery schedule offered in the bid :
Technical specifications
Good track record and experience in manufacturing
or supplying similar goods.
The Manufacturer must have been in business for the past 15 years
The vehicle to be supplied must have proven performance
Provision of After Sales Service and Maintenance facilities in Sierra Leone are required
Bidders are strictly advised to adhere to payment Schedules
A company that has submitted a bid cannot be involved in any form or manner with another bid in the same exercise
Annual turnover of not less than USD 300,000 for the last three (3) years
Access to lines of credit of not less than USD 250,000 for the last three (3) years

ITB Clauses 26.5 (a) to (h) (a) Not Applicable.
(b) Delivery Period is 10 – 12 weeks

Contract Award

ITB Clause 31.1
The percentage for quantity increase or decrease is fifteen( 15) percent

Section IV. General Conditions of Contract

Table of Clauses

1. Definitions 27
2. Application 27
3. Country of Origin 28
4. Standards 28
5. Use of Contract Documents and Information 28
6. Patent Rights 28
7. Performance Security 29
8. Inspections and Tests 29
9. Packing 30
10. Delivery and Documents 30
11. Insurance 30
12. Transportation 31
13. Incidental Services 31
14. Spare Parts 32
15. Warranty 32
16. Payment 33
17. Prices 33
18. Change Orders 34
19. Contract Amendments 34
20. Assignment 34
21. Subcontracts 34
22. Delays in the Supplier’s Performance 35
23. Liquidated Damages 35
24. Termination for Default 35
25. Force Majeure 36
26. Termination for Insolvency 37
27. Termination for Convenience 37
28. Settlement of Disputes 37
29. Limitation of Liability 38
30. Governing Language 38
31. Applicable Law 38
32. Notices 38
33. Taxes and Duties 38

General Conditions of Contract

1. Definitions 1.1 In this Contract, the following terms shall be interpreted as indicated:

(a) “The Contract” means the agreement entered into between the Purchaser and the Supplier, as recorded in the Contract Form signed by the parties, including all attachments and appendices thereto and all documents incorporated by reference therein.

(b) “The Contract Price” means the price payable to the Supplier under the Contract for the full and proper performance of its contractual obligations.

(c) “The Goods” means all of the equipment, machinery, commodities and/or other materials which the Supplier is required to supply to the Purchaser under the Contract.

(d) “The Services” means those services ancillary to the supply of the Goods, such as transportation and insurance, and any other incidental services, such as installation, commissioning, provision of technical assistance, training, and other such obligations of the Supplier covered under the Contract.

(e) “GCC” means the General Conditions of Contract contained in this section.

(f) “SCC” means the Special Conditions of Contract.

(g) “The Purchaser” means the Procuring Entity purchasing the Goods, as named in the SCC.

(h) “The Purchaser’s country” is the Republic of Sierra Leone.

(i) “The Supplier” means the individual or firm supplying the Goods and Services under this Contract and named in SCC.

(j) “The Project Site,” where applicable, means the place or places named in SCC.

(k) “Day” means calendar day.

2. Application
2.1 These General Conditions shall apply to the extent that they are not superseded by provisions of other parts of the Contract.

3. Country of Origin
3.1 All Goods and Services supplied under the Contract shall have their origin in eligible countries and territories, as further elaborated in the SCC.

3.2 For purposes of this Clause, “origin” means the place where the Goods were mined, grown, or produced, or from which the Services are supplied. Goods are produced when, through manufacturing, processing, or substantial and major assembly of components, a commercially recognized new product results that is substantially different in basic characteristics or in purpose or utility from its components.

3.3 The origin of Goods and Services is distinct from the nationality of the Supplier.

4. Standards 4.1 The Goods supplied under this Contract shall conform to the standards mentioned in the Technical Specifications, and, when no applicable standard is mentioned, to the authoritative standards appropriate to the Goods’ country of origin. Such standards shall be the latest issued by the concerned institution.

5. Use of Contract Documents and Information 5.1 The Supplier shall not, without the Purchaser’s prior written consent, disclose the Contract, or any provision thereof, or any specification, plan, drawing, pattern, sample, or information furnished by or on behalf of the Purchaser in connection therewith, to any person other than a person employed by the Supplier in the performance of the Contract. Disclosure to any such employed person shall be made in confidence and shall extend only so far as may be necessary for purposes of such performance.

5.2 The Supplier shall not, without the Purchaser’s prior written consent, make use of any document or information enumerated in GCC Clause 5.1 except for purposes of performing the Contract.

5.3 Any document, other than the Contract itself, enumerated in GCC Clause 5.1 shall remain the property of the Purchaser and shall be returned (all copies) to the Purchaser on completion of the Supplier’s performance under the Contract if so required by the Purchaser.

6. Patent Rights 6.1 The Supplier shall indemnify the Purchaser against all third party claims of infringement of patent, trademark, or industrial design rights arising from use of the Goods or any part thereof in the Republic of Sierra Leone.

7. Performance Security

7.1 Within fourteen (14) days of receipt of the notification of Contract award, the successful Bidder shall furnish to the Purchaser the performance security in the amount specified in SCC.

7.2 The proceeds of the performance security shall be payable to the Purchaser as compensation for any loss resulting from the Supplier’s failure to complete its obligations under the Contract.

7.3 The performance security shall be denominated in the currency of the Contract, or in a freely convertible currency acceptable to the Purchaser and shall be in one of the following forms:

(a) a bank guarantee or an irrevocable letter of credit issued by a reputable bank located in the Republic of Sierra Leone or abroad, acceptable to the Purchaser, in the form provided in the bidding documents or another form acceptable to the Purchaser; or

(b) a cashier’s or certified check.

7.4 The performance security will be discharged by the Purchaser and returned to the Supplier not later than thirty (30) days following the date of completion of the Supplier’s performance obligations under the Contract, including any warranty obligations, unless otherwise specified in SCC.

8. Inspections and Tests 8.1 The Purchaser or its representative shall have the right to inspect and/or to test the Goods to confirm their conformity to the Contract specifications at no extra cost to the Purchaser. SCC and the Technical Specifications shall specify what inspections and tests the Purchaser requires and where they are to be conducted. The Purchaser shall notify the Supplier in writing, in a timely manner, of the identity of any representatives retained for these purposes.

8.2 The inspections and tests may be conducted on the premises of the Supplier or its subcontractor(s), at point of delivery, and/or at the Goods’ final destination. If conducted on the premises of the Supplier or its subcontractor(s), all reasonable facilities and assistance, including access to drawings and production data, shall be furnished to the inspectors at no charge to the Purchaser.

8.3 Should any inspected or tested Goods fail to conform to the Specifications, the Purchaser may reject the Goods, and the Supplier shall either replace the rejected Goods or make alterations necessary to meet specification requirements free of cost to the Purchaser.

8.4 The Purchaser’s right to inspect, test and, where necessary, reject the Goods after the Goods’ arrival in the Republic of Sierra Leone shall in no way be limited or waived by reason of the Goods having previously been inspected, tested, and passed by the Purchaser or its representative prior to the Goods’ shipment from the country of origin.

8.5 Nothing in GCC Clause 8 shall in any way release the Supplier from any warranty or other obligations under this Contract.

9. Packing 9.1 The Supplier shall provide such packing of the Goods as is required to prevent their damage or deterioration during transit to their final destination, as indicated in the Contract. The packing shall be sufficient to withstand, without limitation, rough handling during transit and exposure to extreme temperatures, salt and precipitation during transit, and open storage. Packing case size and weights shall take into consideration, where appropriate, the remoteness of the Goods’ final destination and the absence of heavy handling facilities at all points in transit.

9.2 The packing, marking, and documentation within and outside the packages shall comply strictly with such special requirements as shall be expressly provided for in the Contract, including additional requirements, if any, specified in SCC, and in any subsequent instructions ordered by the Purchaser.
10. Delivery and Documents 10.1 Delivery of the Goods shall be made by the Supplier in accordance with the terms specified in the Schedule of Requirements. The details of shipping and/or other documents to be furnished by the Supplier are specified in SCC.

10.2 For purposes of the Contract, “EXW,” “FOB,” “FCA,” “CIF,” “CIP,” and other trade terms used to describe the obligations of the parties shall have the meanings assigned to them by the current edition of Incoterms published by the International Chamber of Commerce, Paris.

10.3 Documents to be submitted by the Supplier are specified in SCC.

11. Insurance 11.1 The Goods supplied under the Contract shall be fully insured in a freely convertible currency against loss or damage incidental to manufacture or acquisition, transportation, storage, and delivery in the manner specified in the SCC.

11.2 Where delivery of the Goods is required by the Purchaser on a CIF or CIP basis, the Supplier shall arrange and pay for cargo insurance, naming the Purchaser as beneficiary. Where delivery is on a FOB or FCA basis, insurance shall be the responsibility of the Purchaser.

12. Transportation
12.1 Where the Supplier is required under Contract to deliver the Goods FOB, transport of the Goods, up to and including the point of putting the Goods on board the vessel at the specified port of loading, shall be arranged and paid for by the Supplier, and the cost thereof shall be included in the Contract Price. Where the Supplier is required under the Contract to deliver the Goods FCA, transport of the Goods and delivery into the custody of the carrier at the place named by the Purchaser or other agreed point shall be arranged and paid for by the Supplier, and the cost thereof shall be included in the Contract Price.

12.2 Where the Supplier is required under Contract to deliver the Goods CIF or CIP, transport of the Goods to the port of destination or such other named place of destination in the Republic of Sierra Leone, as shall be specified in the Contract, shall be arranged and paid for by the Supplier, and the cost thereof shall be included in the Contract Price.

12.3 Where the Supplier is required under the Contract to transport the Goods to a specified place of destination within the Republic of Sierra Leone, defined as the Project Site, transport to such place of destination in the Republic of Sierra Leone, including insurance and storage, as shall be specified in the Contract, shall be arranged by the Supplier, and related costs shall be included in the Contract Price.

12.4 Where the Supplier is required under Contract to deliver the Goods CIF or CIP, no restriction shall be placed on the choice of carrier. Where the Supplier is required under Contract (a) to deliver the Goods FOB or FCA, and (b) to arrange on behalf and at the expense of the Purchaser for international transportation on specified carriers or on national flag carriers of the Republic of Sierra Leone, the Supplier may arrange for such transportation on alternative carriers if the specified or national flag carriers are not available to transport the Goods within the period(s) specified in the Contract.

13. Incidental Services 13.1 The Supplier may be required to provide any or all of the following services, including additional services, if any, specified in SCC:

(a) performance or supervision of on-site assembly and/or start up of the supplied Goods;

(b) furnishing of tools required for assembly and/or maintenance of the supplied Goods;

(c) furnishing of a detailed operations and maintenance manual for each appropriate unit of the supplied Goods;

(d) performance or supervision or maintenance and/or repair of the supplied Goods, for a period of time agreed by the parties, provided that this service shall not relieve the Supplier of any warranty obligations under this Contract; and

(e) training of the Purchaser’s personnel, at the Supplier’s plant and/or on-site, in assembly, start-up, operation, maintenance, and/or repair of the supplied Goods.

13.2 Prices charged by the Supplier for incidental services, if not included in the Contract Price for the Goods, shall be agreed upon in advance by the parties and shall not exceed the prevailing rates charged to other parties by the Supplier for similar services.

14. Spare Parts 14.1 As specified in SCC, the Supplier may be required to provide any or all of the following materials, notifications, and information pertaining to spare parts manufactured or distributed by the Supplier:

(a) such spare parts as the Purchaser may elect to purchase from the Supplier, provided that this election shall not relieve the Supplier of any warranty obligations under the Contract; and

(b) in the event of termination of production of the spare parts:

(i) advance notification to the Purchaser of the pending termination, in sufficient time to permit the Purchaser to procure needed requirements; and

(ii) following such termination, furnishing at no cost to the Purchaser, the blueprints, drawings, and specifications of the spare parts, if requested.

15. Warranty 15.1 The Supplier warrants that the Goods supplied under the Contract are new, unused, of the most recent or current models, and that they incorporate all recent improvements in design and materials unless provided otherwise in the Contract. The Supplier further warrants that all Goods supplied under this Contract shall have no defect, arising from design, materials, or workmanship (except when the design and/or material is required by the Purchaser’s specifications) or from any act or omission of the Supplier, that may develop under normal use of the supplied Goods in the conditions prevailing in the Republic of Sierra Leone.

15.2 This warranty shall remain valid for twelve (12) months after the Goods, or any portion thereof as the case may be, have been delivered to and accepted at the final destination indicated in the Contract, or for eighteen (18) months after the date of shipment from the port or place of loading in the source country, whichever period concludes earlier, unless specified otherwise in SCC.

15.3 The Purchaser shall promptly notify the Supplier in writing of any claims arising under this warranty.

15.4 Upon receipt of such notice, the Supplier shall, within the period specified in SCC and with all reasonable speed, repair or replace the defective Goods or parts thereof, without costs to the Purchaser other than, where applicable, the cost of inland delivery of the repaired or replaced Goods or parts from EXW or the port or place of entry to the final destination.

15.5 If the Supplier, having been notified, fails to remedy the defect(s) within the period specified in SCC, the Purchaser may proceed to take such remedial action as may be necessary, at the Supplier’s risk and expense and without prejudice to any other rights which the Purchaser may have against the Supplier under the Contract.

16. Payment 16.1 The method and conditions of payment to be made to the Supplier under this Contract shall be specified in SCC.

16.2 The Supplier’s request(s) for payment shall be made to the Purchaser in writing, accompanied by an invoice describing, as appropriate, the Goods delivered and Services performed, and by documents submitted pursuant to GCC Clause 10, and upon fulfilment of other obligations stipulated in the Contract.

16.3 Payments shall be made promptly by the Purchaser, but in no case later than forty five (45) days after submission of an invoice or claim by the Supplier.

16.4 The currency or currencies in which payment is made to the Supplier under this Contract shall be specified in SCC subject to the following general principle: payment will be made in the currency or currencies in which the payment has been requested in the Supplier’s bid.

16.5 All payments shall be made in the currency or currencies specified in the SCC pursuant to GCC 16.4.

17. Prices 17.1 Prices charged by the Supplier for Goods delivered and Services performed under the Contract shall not vary from the prices quoted by the Supplier in its bid, with the exception of any price adjustments authorised in SCC or in the Purchaser’s request for bid validity extension, as the case may be.

18. Change Orders 18.1 The Purchaser may at any time, by a written order given to the Supplier pursuant to GCC Clause 32, make changes within the general scope of the Contract in any one or more of the following:

(a) drawings, designs, or specifications, where Goods to be furnished under the Contract are to be specifically manufactured for the Purchaser;

(b) the method of shipment or packing;

(c) the place of delivery; and/or

(d) the Services to be provided by the Supplier.

18.2 If any such change causes an increase or decrease in the cost of, or the time required for, the Supplier’s performance of any provisions under the Contract, an equitable adjustment shall be made in the Contract Price or delivery schedule, or both, and the Contract shall accordingly be amended. Any claims by the Supplier for adjustment under this clause must be asserted within thirty (30) days from the date of the Supplier’s receipt of the Purchaser’s change order.

19. Contract Amendments 19.1 Subject to GCC Clause 18, no variation in or modification of the terms of the Contract shall be made except by written amendment signed by the parties.
20. Assignment 20.1 The Supplier shall not assign, in whole or in part, its obligations to perform under this Contract, except with the Purchaser’s prior written consent.
21. Subcontracts 21.1 The Supplier shall notify the Purchaser in writing of all subcontracts awarded under this Contract if not already specified in the bid. Such notification, in the original bid or later, shall not relieve the Supplier from any liability or obligation under the Contract.

21.2 Subcontracts must comply with the provisions of GCC Clause 3.

22. Delays in the Supplier’s Performance
22.1 Delivery of the Goods and performance of Services shall be made by the Supplier in accordance with the time schedule prescribed by the Purchaser in the Schedule of Requirements.

22.2 If at any time during performance of the Contract, the Supplier or its subcontractor(s) should encounter conditions impeding timely delivery of the Goods and performance of Services, the Supplier shall promptly notify the Purchaser in writing of the fact of the delay, its likely duration and its cause(s). As soon as practicable after receipt of the Supplier’s notice, the Purchaser shall evaluate the situation and may at its discretion extend the Supplier’s time for performance, with or without liquidated damages, in which case the extension shall be ratified by the parties by amendment of Contract.

22.3 Except as provided under GCC Clause 25, a delay by the Supplier in the performance of its delivery obligations shall render the Supplier liable to the imposition of liquidated damages pursuant to GCC Clause 23, unless an extension of time is agreed upon pursuant to GCC Clause 22.2 without the application of liquidated damages.

23. Liquidated Damages 23.1 Subject to GCC Clause 25, if the Supplier fails to deliver any or all of the Goods or to perform the Services within the period(s) specified in the Contract, the Purchaser shall, without prejudice to its other remedies under the Contract, deduct from the Contract Price, as liquidated damages, a sum equivalent to the percentage specified in SCC of the delivered price of the delayed Goods or unperformed Services for each week or part thereof of delay until actual delivery or performance, up to a maximum deduction of the percentage specified in SCC. Once the maximum is reached, the Purchaser may consider termination of the Contract pursuant to GCC Clause 24.

24. Termination for Default 24.1 The Purchaser, without prejudice to any other remedy for breach of Contract, by written notice of default sent to the Supplier, may terminate this Contract in whole or in part:

(a) if the Supplier fails to deliver any or all of the Goods within the period(s) specified in the Contract, or within any extension thereof granted by the Purchaser pursuant to GCC Clause 22; or

(b) if the Supplier fails to perform any other obligation(s) under the Contract.
(c) if the Supplier, in the judgement of the Purchaser, has engaged in corrupt, fraudulent, collusive or coercive practices in competing for or in executing the Contract.
For the purpose of this clause:

“corrupt practice” means the offering, receiving, or soliciting, directly or indirectly, of any thing of value to influence the action of a public official in the selection process or in contract execution;
“fraudulent practice” means a misrepresentation or omission of facts in order to influence a selection process or the execution of a contract;
“collusive practices” means a scheme or arrangement between two or more consultants, with or without the knowledge of the Purchaser, designed to establish prices at artificial, non-competitive levels;
“coercive practices” means harming or threatening to harm, directly or indirectly, persons or their property to influence their participation in a procurement process, or affect the execution of a contract.
24.2 In the event the Purchaser terminates the Contract in whole or in part, pursuant to GCC Clause 24.1, the Purchaser may procure, upon such terms and in such manner as it deems appropriate, Goods or Services similar to those undelivered, and the Supplier shall be liable to the Purchaser for any excess costs for such similar Goods or Services. However, the Supplier shall continue performance of the Contract to the extent not terminated.

25. Force Majeure 25.1 Notwithstanding the provisions of GCC Clauses 22, 23, and 24, the Supplier shall not be liable for forfeiture of its performance security, liquidated damages, or termination for default if and to the extent that its delay in performance or other failure to perform its obligations under the Contract is the result of an event of Force Majeure.

25.2 For purposes of this clause, “Force Majeure” means an event beyond the control of the Supplier and not involving the Supplier’s fault or negligence and not foreseeable. Such events may include, but are not restricted to, acts of the Purchaser in its sovereign capacity, wars or revolutions, fires, floods, epidemics, quarantine restrictions, and freight embargoes.

25.2 If a Force Majeure situation arises, the Supplier shall promptly notify the Purchaser in writing of such condition and the cause thereof. Unless otherwise directed by the Purchaser in writing, the Supplier shall continue to perform its obligations under the Contract as far as is reasonably practical, and shall seek all reasonable alternative means for performance not prevented by the Force Majeure event.

26. Termination for Insolvency 26.1 The Purchaser may at any time terminate the Contract by giving written notice to the Supplier if the Supplier becomes bankrupt or otherwise insolvent. In this event, termination will be without compensation to the Supplier, provided that such termination will not prejudice or affect any right of action or remedy which has accrued or will accrue thereafter to the Purchaser.

27. Termination for Convenience 27.1 The Purchaser, by written notice sent to the Supplier, may terminate the Contract, in whole or in part, at any time for its convenience. The notice of termination shall specify that termination is for the Purchaser’s convenience, the extent to which performance of the Supplier under the Contract is terminated, and the date upon which such termination becomes effective.

27.2 The Goods that are complete and ready for shipment within thirty (30) days after the Supplier’s receipt of notice of termination shall be accepted by the Purchaser at the Contract terms and prices. For the remaining Goods, the Purchaser may elect:

(a) to have any portion completed and delivered at the Contract terms and prices; and/or

(b) to cancel the remainder and pay to the Supplier an agreed amount for partially completed Goods and Services and for materials and parts previously procured by the Supplier.

28. Settlement of Disputes 28.1 If any dispute or difference of any kind whatsoever shall arise between the Purchaser and the Supplier in connection with or arising out of the Contract, the parties shall make every effort to resolve amicably such dispute or difference by mutual consultation.

28.2 If, after thirty (30) days, the parties have failed to resolve their dispute or difference by such mutual consultation, then either the Purchaser or the Supplier may give notice to the other party of its intention to commence arbitration, as hereinafter provided, as to the matter in dispute, and no arbitration in respect of this matter may be commenced unless such notice is given.
28.2.1 Any dispute or difference in respect of which a notice of intention to commence arbitration has been given in accordance with this Clause shall be finally settled by arbitration. Arbitration may be commenced prior to or after delivery of the Goods under the Contract.
28.2.2 Arbitration proceedings shall be conducted in accordance with the rules of procedure specified in the SCC.
28.3 Notwithstanding any reference to arbitration herein,

(a) the parties shall continue to perform their respective obligations under the Contract unless they otherwise agree; and

(b) the Purchaser shall pay the Supplier any monies due the Supplier.
29. Limitation of Liability 29.1 Except in cases of criminal negligence or wilful misconduct, and in the case of infringement pursuant to Clause 6,
(a) the Supplier shall not be liable to the Purchaser, whether in contract, tort, or otherwise, for any indirect or consequential loss or damage, loss of use, loss of production, or loss of profits or interest costs, provided that this exclusion shall not apply to any obligation of the Supplier to pay liquidated damages to the Purchaser and

(b) the aggregate liability of the Supplier to the Purchaser, whether under the Contract, in tort or otherwise, shall not exceed the total Contract Price, provided that this limitation shall not apply to the cost of repairing or replacing defective equipment.

30. Governing Language 30.1 The Contract shall be written in English unless otherwise specified in SCC. Subject to GCC Clause 31, the version of the Contract written in the specified language shall govern its interpretation. All correspondence and other documents pertaining to the Contract which are exchanged by the parties shall be written in the same language.

31. Applicable Law 31.1 The Contract shall be interpreted in accordance with the laws of the Republic of Sierra Leone, unless otherwise specified in SCC.

32. Notices 32.1 Any notice given by one party to the other pursuant to this Contract shall be sent to the other party in writing to the address specified in SCC.

32.2 A notice shall be effective when delivered or on the notice’s effective date, whichever is later.

33. Taxes and Duties 33.1 A foreign Supplier shall be entirely responsible for all taxes, stamp duties, license fees, and other such levies imposed outside the Republic of Sierra Leone.

33.2 A local Supplier shall be entirely responsible for all taxes, duties, license fees, etc., incurred until delivery of the contracted Goods to the Purchaser.

Section V - Special Conditions of Contract

Table of Clauses

GCC Clause 1 - Definitions 40
GCC Clause 3.1 - Country of Origin 40
GCC Clause 7.1 - Performance Security 40
GCC Clause 8.1 - Inspections and Tests 40
GCC Clause 9.2 - Packing 40
GCC Clause 10.3 - Delivery and Documents 40
GCC Clause 11.1 - Insurance 41
GCC Clause 13.1 Incidental Services 41
GCC Clause 14.1 - Spare Parts 41
GCC Clause 15.2 - Warranty 41
GCC Clause 15.4 - Repair or Replacement of Defective Goods 41
GCC Clause 15.5 – Failure to Repair of Replace Defective Goods 41
GCC Clause 16.1 - Payment 41
GCC Clause 23.1 - Liquidated Damages 42
GCC Clause 28.2.2 - Settlement of Disputes 42
GCC Clause 30.1 - Governing Language 43
GCC Clause 32.1 - Notices 43

Special Conditions of Contract

The following Special Conditions of Contract shall supplement the General Conditions of Contract. Whenever there is a conflict, the provisions herein shall prevail over those in the General Conditions of Contract. The corresponding clause number of the GCC is indicated in parentheses.

GCC Clause 1 - Definitions

GCC 1.1 (g)—The Purchaser is: Ministry of Agriculture, Forestry and Food Security

GCC 1.1 (i)—The Supplier is:

GCC 1.1 (j)—The Project Site is: Agricultural Engineering Unit, Kissy, Freetown, Sierra Leone

GCC Clause 3.1 - Country of Origin
All countries and territories which are member states of the United Nations are eligible.

GCC Clause 7.1 - Performance Security
The amount of performance security, as a percentage of the Contract Price, shall be a minimum of ten (10) percent.

GCC Clause 8.1 - Inspections and Tests
Inspection and tests prior to shipment of Goods and at final acceptance are as follows: Physical Inspection

Inspections and tests shall also be conducted at the point of delivery by Government appointed agency and at the final destination by the Ministry’s staff

GCC Clause 9.2 - Packing
The additional packing, marking and documentation shall be as follows: Not applicable

GCC Clause 10.3 - Delivery and Documents

For Goods supplied from abroad:
Upon shipment, the Supplier shall notify the Purchaser and the Insurance Company with the full details of the shipment, including Contract number, description of Goods, quantity, the vessel, the bill of lading number and date, port of loading, date of shipment, port of discharge, etc. The Supplier shall mail the following documents to the Purchaser, with a copy to the Insurance Company:

(i) Copies of the Supplier’s invoice showing Goods’ description, quantity, unit price, and total amount;
(ii) Original and 3 copies of the negotiable, clean, on-board bill of lading marked “freight prepaid” and 3 copies of non-negotiable bill of lading;
(iii) Copies of the packing list identifying contents of each package;
(iv) Insurance certificate;
(v) Manufacturer’s or Supplier’s warranty certificate;
(vi) Inspection certificate, issued by the nominated inspection agency, and the Supplier’s factory inspection report; and
(vii) Certificate of origin.

The above documents shall be received by the Purchaser at least one week before arrival of the Goods at the port or place of arrival and, if not received, the Supplier will be responsible for any consequent expenses.

For Goods from within the Republic of Sierra Leone:
Upon delivery of the Goods to the transporters, the Supplier shall notify the Purchaser and mail the following documents to the Purchaser:

(i) Copies of the Supplier’s invoice showing Goods’ description, quantity, unit price, and total amount;
(ii) Delivery note, railway receipt, or truck receipt;
(iii) Manufacturer’s or Supplier’s warranty certificate;
(iv) Inspection certificate issued by the nominated inspection agency, and the Supplier’s factory inspection report; and
(v) Certificate of origin.

The above documents shall be received by the Purchaser before arrival of the Goods and, if not received, the Supplier will be responsible for any consequent expenses.

GCC Clause 11.1 - Insurance
The Insurance shall be in an amount equal to 110 percent of the CIP value of the Goods from “warehouse” to “warehouse” on “All Risks” basis, including War Risks and Strikes.

GCC Clause 13.1 Incidental Services
Incidental services to be provided are: Insurance, Custom, and other Local cost incidental to delivery of Goods to their final Destination

GCC Clause 14.1 - Spare Parts
Additional spare parts requirements are: indicated in the bid document

GCC Clause 15.2 – Warranty One (1) Year

GCC Clause 15.4 - Repair or Replacement of Defective Goods
The period for correction of defects in the warranty period is 120days.

GCC Clause 15.5 – Failure to Repair or Replace Defective Goods
The period for correction of defects in the warranty period is 120days.

GCC Clause 16.1 - Payment
The method and conditions of payment to be made to the Supplier under this Contract shall be: In three Instalments.

Payment for Goods supplied from abroad:
Payment of foreign currency portion shall be made in US Dollars in the following manner:

(i) Advance Payment: Thirty (30%) percent of the Contract Price shall be paid within forty-five (45) days of signing of the Contract against a simple receipt and a bank guarantee for the equivalent amount and in the form provided in the bidding documents or another form acceptable to the Purchaser.
.
(ii) On Shipment: Sixty (60%) percent of the Contract Price of the Goods shipped shall be paid through irrevocable confirmed letter of credit opened in favour of the Supplier in a bank in its country, upon submission of documents specified in GCC Clause 10.

(iii) On Acceptance: Ten (10%) percent of the Contract Price of Goods received shall be paid within forty-five (45) days of receipt of the Goods upon submission of claim supported by the acceptance certificate issued by the Purchaser.

Payment of local currency portion shall be made in Leones within ninety (90) days of presentation of claim supported by a certificate from the Purchaser declaring that the Goods have been delivered and that all other contracted Services have been performed.

Payment for Goods and Services supplied from within the Republic of Sierra Leone:
Payment for Goods and Services supplied from within the Republic of Sierra Leone shall be made in Leones, as follows:

(i) Advance Payment: Thirty (30%) percent of the Contract Price shall be paid within forty-five (45) days of signing of the Contract against a simple receipt and a bank guarantee for the equivalent amount and in the form provided in the bidding documents or another form acceptable to the Purchaser.

(ii) On Delivery: Sixty (60%) percent of the Contract Price shall be paid on receipt of the Goods and upon submission of the documents specified in GCC Clause 10.

(iii) On Acceptance: The remaining Ten(10%) percent of the Contract Price shall be paid to the Supplier within forty-five (45) days after the date of the acceptance certificate for the respective delivery issued by the Purchaser.

GCC Clause 23.1 - Liquidated Damages
The applicable rate for liquidated damages is (0.5%) percent per week or part thereof. The maximum deduction for liquidated damages is (10%) percent of the Contract Price.

GCC Clause 28.2.2 - Settlement of Disputes
The basis of arbitration shall be:

For a Contract with a foreign Supplier:
Any dispute, controversy or claim arising out of or relating to this Contract, or breach, termination or invalidity thereof, shall be settled by arbitration in accordance with the UNCITRAL Arbitration Rules as at present in force.
or
For a Contract with a Supplier national of the Republic of Sierra Leone:
In the case of a dispute between the Purchaser and a Supplier who is a national of the Republic of Sierra Leone, the dispute shall be referred to adjudication or arbitration in accordance with the laws of the Republic of Sierra Leone.

GCC Clause 30.1 - Governing Language
The Governing Language of the Contract shall be English.

GCC Clause 32.1 - Notices
The Purchaser’s address for notice purposes is Office of the Head, Procurement Unit Ministry of Agriculture, Forestry and Food Security, 1st Floor, Room E105. Youyi Building, Brookfields Freetown Sierra Leone

The Supplier’s address for notice purposes is _______________________________.

Section VI. Schedule of Requirements

Schedule of Requirements
The delivery schedule expressed as weeks/months stipulates hereafter a delivery date which is the date of delivery CIP terms. In order to determine the correct date of delivery hereafter specified, the Purchaser has taken into account the additional time that will be needed for international or transit to the Project Site or to another common place. Delivery Period is from 10 weeks to 12 weeks latest. Delivery Period beyond 10 - 12 weeks will be considered non-responsive.

Lot #
Description Quantity Delivery Schedule

1
60 Seater Bus with diesel engine
3 10 – 12 weeks after receipt of advance payment
2 4WD Station Wagon 4200cc Diesel Engine 4 10 – 12 weeks after receipt of advance payment
3 4WD Double Cabin Pick – Up 2500 – 3200cc Diesel Engine 17 10 – 12 weeks after receipt of advance payment
4 Seven (7) Ton Truck Diesel Engine 4 10 – 12 weeks after receipt of advance payment
5 Cinivan 1 10 – 12 weeks after receipt of advance payment
6 125cc Motor Cycles on/off road with Crash Helmets 42 10 – 12 weeks after receipt of advance payment

Section VII. Technical Specifications
Lot One (1): Sixty (60) Seater Bus with Diesel Engine

1. Overall Length : 7,980mm
2. Overall Width : 2,400mm
3. Overall Height : 3,100mm
4. Inner Height : 2,005mm
5. Axle Base : 3,800mm
6. Front/Rear Overhang :1,750/2,430mm
7. Approach/Departure Angle: 10/8
8. Wheel Base: 1,910/1,800mm
9. Complete Bus Mass: 9,500kg
10. Top Speed: 80km/hr
11. Maximum Passenger Number: 60
12. Number of Wheels: Front -2; Rear -4
13. Tyre Size: 1200 by 20
14. Engine Fuel Type: Diesel
15. Position: Rear Mounted
16. Type: Water cooling, Direct Injection, Mid–cooling
17. Number of Cylinders: 6
18. Bore Stroke: 123mm by 255mm
19. Suspension: Coiled Springs front and Rear
20. Interior: Fully Air conditioned; FM Radio/CD
21. Doors: Automatically controlled from Driver’s seat
22. Windows: Sliding
23. Load Compartment: Underneath
24. Manual/Maintenance Guide: In English
25. Spare Parts catalogue: To be Provided

IMPORTANT NOTE:
BIDERS SHOULD PROVIDE OPERATION AND MAINTENANCE MANUALS IN ENGLISH. CATALOGUES WILL BE OF ADDED ADVANTAGE

SPARE PARTS REQUIRED
No. Description Quantity
1 Radiator Hose Top 8
2 Radiator Hose Bottom 8
3 Radiator Assy 2
4 Clutch Slave Cylinder 4
5 Clutch Slave Cylinder Major Kit 8
6 Clutch Slave Cylinder Minor Kit 8
7 Clutch Master Cylinder Assy 3
8 Fan Belt 8
9 Air Conditioner Belt 8
10 Air Conditioner Motor 2
11 Accelerator Cable Assy 5
12 Rear Shock Absorber LH 5
13 Rear Shock Absorber RH 5
14 Tie Rod Assembly 3
15 Assy Ball Joint LH 7
16 Assy Ball Joint RH 7
17 Steering Arm LH 7
18 Steering Arm RH 7
19 King Pin Bushing 8
20 Rear Hub Oil Seal 20
21 Pinion Oil Seal 20
22 Center Bearing Assy 8
23 Center Bearing Housing Rubber 16
24 Brake Lining Front 14 Sets
25 Brake Lining Rear 16 Sets
26 Universal Joint Assy 7
27 Universal Joint Kits 12
28 Drag Link Assy 16
29 Power Steering Pump Repair Kit 8
30 Power Steering Filter 20
31 Head Lamp Assy RH 4
32 Head Lamp Assy LH 4
33 Piston Bore 12
34 Trafficator Lamp Assy RH 2
35 Trafficator Lamp Assy LH 2
36 Tail Lamp with Bulb Assy RH 2
37 Tail Lamp with Bulb Assy LH 2
38 Ignition Steering Lock 3
39 Combination Switch Assy 4
40 Speedometer Cable 3
41 Decarbonizing Gasket Kit (Top) 2
42 Decarbonizing Gasket Kit (Bottom) 2
43 Timing Case Oil Sealing Ring 6
44 Engine Linner 6
45 Pistons with Rings 6
46 Piston Rings Set (STD) 3 Sets
47 Cylinder Head Gasket Kit 4
48 Main Bearings STD 2 Sets
49 Connecting Rod Bearings STD 2 Sets
50 Thrust Washers 2 Sets
51 Connecting Rods 6
52 Fuel Feed Pump 6
53 Fuel Lift Pump 4
54 Fuel Injection Pump 2
55 Injector Nozzles 12
56 Injector Nozzels Washers 12
57 Injection Pressure Line 2 Sets
58 Oil Filter Cartridge 20
59 Water Pump Repair Kit 4
60 Turbo Charger 2
61 Turbo Charger Repair Kit 4
62 Engine Mountain Front 5
63 Engine Mountain Rear Set (LH&RH) 3 Sets
64 Clutch Release Bearing 7
65 Clutch Release Fork with Ball Pin 3
66 Clutch Pressure Plate Assy 2
67 Clutch Disk 5
68 Shock Absorbers FR 2 Sets
69 Shock Absorbers RR 2 Sets
70 Dual Brake Valve 3
71 Dual Brake Valve Repair Kit 6
72 Front Brake Chamber Kit 6
73 Front Brake Chamber 2
74 Air Dryer Assy 1
75 Air Dryer Repair Kit 4
76 Wheel Bolt (Fr) 16
77 Wheel Bolt (Rr) 16
78 Front Tyre-1200 by 20 6
79 Rear Tyre- 1200 by 20 8
80 Coiled springs (Front & Rear) 2
81 Wiper Blades Assy 4
82 Fuel Filter 20
83 Air Cleaner Element 12
84 Timing Belt 6
85 Power Steering Belt 6
86 Front Springs 1 Set
87 Rear Springs 1 Set
88 Brake Linings Front/Pads 4 Sets
89 Brake Linings Rear/Pads 4 Sets
90 Radiator Assy 2
** THE QUANTITIES OF THE SPARE PARTS ON THE LIST CAN BE
ADJUSTED (REDUCED OR INCREASED) TO OBTAIN THE
REQUIRED 5%
A TOTAL VALUE OF THE SPARE PARTS MUST BE INDICATED
Lot 2: 4WD Station Wagons - 4

Description and Technical Specification
MINIMUM SPECIFICATION
Cross Country Vehicle – Station Wagon (4x 4)
The Vehicle offered should be based on the manufacturer’s current standards production models, which conforms as near as possible to the following specifications. Vehicles should be suitable for continuous operations in tropical condition on and off road.

Manufacturer of Vehicle must have been in business for at least 30 years, vehicle brand/model must have been in circulation for at least 10 years.

General Features
Five (5) Doors, 4 wheel drive station wagon, swing-out gate type
Wheelbase: 2800mm
Ground Clearance: 210mm
Seats: (including drive) 10
Transmission: Manual 5 speed, floor mount lever
Payload: 900kgs
Fuel type: Diesel
Tank Capacity: 90 ltrs
Air Conditioner, manual, front and back seats

Engine Features
Mount: Front Longitudinal
Displacement: 4100
Six (6) cylinders, with 2 valves per cylinder
Formation: In line
Assembly: OHC
Fuel type: Diesel
GVW: 3000kg
Brake Front: Disc
Brake Rear: Drum
Power side mirrors
Two sun-visors
Tool Kit and jack

Electrical
Twelve (12) volts System
Heavy-duty battery
Heavy-duty starter
Heavy-duty alternator
Hazard warning lights
Chassis/Tyres
Heavy duty chassis frame of high steel with
Adequate cross reinforcement
Wheels: 16/17 steel rim or equiv
Spare Wheel & Tyre supplied

SPARE PARTS REQUIRED

No. Description Quantity
1 Radiator Hose Top 8
2 Radiator Hose Bottom 8
3 Radiator Assy 2
4 Clutch Slave Cylinder 4
5 Clutch Slave Cylinder Major Kit 8
6 Clutch Slave Cylinder Minor Kit 8
7 Clutch Master Cylinder Assy 3
8 Fan Belt 8
9 Air Conditioner Belt 8
10 Air Conditioner Motor 2
11 Accelerator Cable Assy 5
12 Rear Shock Absorber LH 5
13 Rear Shock Absorber RH 5
14 Tie Rod Assembly 3
15 Assy Ball Joint LH 7
16 Assy Ball Joint RH 7
17 Steering Arm LH 7
18 Steering Arm RH 7
19 King Pin Bushing 8
20 Rear Hub Oil Seal 20
21 Pinion Oil Seal 20
22 Center Bearing Assy 8
23 Center Bearing Housing Rubber 16
24 Brake Lining Front 14 Sets
25 Brake Lining Rear 16 Sets
26 Universal Joint Assy 7
27 Universal Joint Kits 12
28 Drag Link Assy 16
29 Power Steering Pump Repair Kit 8
30 Power Steering Filter 20
31 Head Lamp Assy RH 4
32 Head Lamp Assy LH 4
33 Piston Bore 12
34 Trafficator Lamp Assy RH 2
35 Trafficator Lamp Assy LH 2
36 Tail Lamp with Bulb Assy RH 2
37 Tail Lamp with Bulb Assy LH 2
38 Ignition Steering Lock 3
39 Combination Switch Assy 4
40 Speedometer Cable 3
41 Decarbonizing Gasket Kit (Top) 2
42 Decarbonizing Gasket Kit (Bottom) 2
43 Timing Case Oil Sealing Ring 6
44 Engine Linner 6
45 Pistons with Rings 6
46 Piston Rings Set (STD) 3 Sets
47 Cylinder Head Gasket Kit 4
48 Main Bearings STD 2 Sets
49 Connecting Rod Bearings STD 2 Sets
50 Thrust Washers 2 Sets
51 Connecting Rods 6
52 Fuel Feed Pump 6
53 Fuel Lift Pump 4
54 Fuel Injection Pump 2
55 Injector Nozzles 12
56 Injector Nozzels Washers 12
57 Injection Pressure Line 2 Sets
58 Oil Filter Cartridge 20
59 Water Pump Repair Kit 4
60 Turbo Charger 2
61 Turbo Charger Repair Kit 4
62 Engine Mountain Front 5
63 Engine Mountain Rear Set (LH&RH) 3 Sets
64 Clutch Release Bearing 7
65 Clutch Release Fork with Ball Pin 3
66 Clutch Pressure Plate Assy 2
67 Clutch Disk 5
68 Shock Absorbers FR 2 Sets
69 Shock Absorbers RR 2 Sets
70 Dual Brake Valve 3
71 Dual Brake Valve Repair Kit 6
72 Front Brake Chamber Kit 6
73 Front Brake Chamber 2
74 Air Dryer Assy 1
75 Air Dryer Repair Kit 4
76 Wheel Bolt (Fr) 16
77 Wheel Bolt (Rr) 16
78 Front Tyre-1200 by 20 6
79 Rear Tyre- 1200 by 20 8
80 Coiled springs (Front & Rear) 2
81 Wiper Blades Assy 4
82 Fuel Filter 20
83 Air Cleaner Element 12
84 Timing Belt 6
85 Power Steering Belt 6
86 Front Springs 1 Set
87 Rear Springs 1 Set
88 Brake Linings Front/Pads 4 Sets
89 Brake Linings Rear/Pads 4 Sets
90 Radiator Assy 2

** THE QUANTITIES OF THE SPARE PARTS ON THE LIST CAN BE
ADJUSTED (REDUCED OR INCREASED) TO OBTAIN THE
REQUIRED 5%

A TOTAL VALUE OF THE SPARE PARTS MUST BE INDICATED

Lot 3: 4WD Double Cabin Pick-up - 17

4x4 DOUBLE CABIN PICK-UP (MINIMUM 2500 – 3200 CC DIESEL ENGINE– 17)

1. GENERAL
Equipment offered should be from the manufacturer’s own standard range of production in current supply and conforming as near as possible to the following specifications. Vehicles should be suitable for continuous operation in tropical conditions at altitudes 1,500M from sea level. Bidders shall ensure that the vehicle offered complies with the stipulated requirements of law pertaining to operation of vehicles in Sierra Leone or any modification there in effect at the time of submitting the bid. All items to be fully assembled with all the normal standard fittings, and tested ready for immediate use. Due consideration will be given for bids which provide interchanging of parts between models.

2. ENGINE
Multi 4 Cylinder Diesel Engine, water-cooled, developing a minimum of 80HP at the rated speed. The engine shall be equipped with a direct electric starting system, 12 volt, alternator, radiator, water pump, fuel pump, lubricating oil pump, oil filter, dry-type air cleaner.

3. CLUTCH
Single plate, dry disk, hydraulically operated

4. TRANSMISSION
Manual, five forward and one reverse speed transmission, synchromesh-type

5. TRANSFER CASE
Standard two-speed-type and matched to the transmission

6. REAR AXLE
Single reduction, full or semi-floating axles, hypoid or spiral level gear drive of minimum rated capacity of 1,100kg or manufacturer’s standard

7. FRONT AXLE
Single reduction, full or semi-floating axles, hypoid or spiral level gear drive incorporating constant velocity couplings or manufacturer’s standard

8. STEERING
Left hand drive recirculation ball or work and roller type, with steering dauper. Minimum turning rating 7.5M curb to curb. Power steering

9. BRAKES
Manufacturer’s standard brakes. Vacuum boosted with mechanically operated hand parking brake.

10. WHEELS AND TYRES
16 Rim standard wheels and tyres. One spare wheel and tyre complete, mounted on a tyre carrier

11. CHASSIS
Four-by-four wheel drive, double cabin with seating capacity for 5 passengers (driver and one passenger at front and three passengers at rear), single wheels on front and rear axle, channel section reinforced frame fitted with semi-elliptical springs with double-acting shock absorbers at the front and rear end.

12 SEATS
Two separate seats at front, each individually adjustable

13. WHEEL BASE AND GROUND CLEARANCE
Wheel base not less than 2.5 meters, consistent with load distribution and body length requirements

14. TRAY BODY
To be of metal box construction suitable reinforced with top tailgate operated from the middle and not less than 1.5M length and 1.5M width fitted with canopy cover

15 ACCESSORIES
• Speedometer and tachometer
• Fuel gauge
• Water temperature indicator
• Head and tail lights. Cabin lights, backup lights and indicator lights
• Heavy duty battery = 12 volts – 80 amps
• Side rear-view mirrors (2)
• Laminated windshield with wipers (2)
• Rear metal bumper with towing attachment
• Front tow hook
• Dry-type powder fire extinguisher, IKG capacity
• Air conditioner
• Power windows
• Seat belts for both front and back seats
• Fuel tank security lock
• Lockable glove compartment
• Sunvisors – 2
• Digital clock
• FM/SW Radio/Cassette and CD player
• Central locking system with alarm
• Side step
• Front bush guard bar
• Closable groove in between front seats
• Air bag

16. TOOLS
A set of manufacturer’s standard basic tools required with tool box to be supplied with each truck including jack set, wheel spanner

17. MANUALS
Operator’s manual manuals in English shall be furnished per vehicle

18. PROVEN PEFORMANCE
The truck offered shall be a current standard model of production which is substantially the same as model in successful use for a period of one year or more than 2,000 hours of operation. It must have been sufficiently tested in sub-region with a proven performance

19. WARRANTY: Manufacturer shall provide warranty for one year or 20,000kms, which ever is earlier

SPARE PARTS REQUIRED
No. Description Quantity
1 Radiator Hose Top 8
2 Radiator Hose Bottom 8
3 Radiator Assy 2
4 Clutch Slave Cylinder 4
5 Clutch Slave Cylinder Major Kit 8
6 Clutch Slave Cylinder Minor Kit 8
7 Clutch Master Cylinder Assy 3
8 Fan Belt 8
9 Air Conditioner Belt 8
10 Air Conditioner Motor 2
11 Accelerator Cable Assy 5
12 Rear Shock Absorber LH 5
13 Rear Shock Absorber RH 5
14 Tie Rod Assembly 3
15 Assy Ball Joint LH 7
16 Assy Ball Joint RH 7
17 Steering Arm LH 7
18 Steering Arm RH 7
19 King Pin Bushing 8
20 Rear Hub Oil Seal 20
21 Pinion Oil Seal 20
22 Center Bearing Assy 8
23 Center Bearing Housing Rubber 16
24 Brake Lining Front 14 Sets
25 Brake Lining Rear 16 Sets
26 Universal Joint Assy 7
27 Universal Joint Kits 12
28 Drag Link Assy 16
29 Power Steering Pump Repair Kit 8
30 Power Steering Filter 20
31 Head Lamp Assy RH 4
32 Head Lamp Assy LH 4
33 Piston Bore 12
34 Trafficator Lamp Assy RH 2
35 Trafficator Lamp Assy LH 2
36 Tail Lamp with Bulb Assy RH 2
37 Tail Lamp with Bulb Assy LH 2
38 Ignition Steering Lock 3
39 Combination Switch Assy 4
40 Speedometer Cable 3
41 Decarbonizing Gasket Kit (Top) 2
42 Decarbonizing Gasket Kit (Bottom) 2
43 Timing Case Oil Sealing Ring 6
44 Engine Linner 6
45 Pistons with Rings 6
46 Piston Rings Set (STD) 3 Sets
47 Cylinder Head Gasket Kit 4
48 Main Bearings STD 2 Sets
49 Connecting Rod Bearings STD 2 Sets
50 Thrust Washers 2 Sets
51 Connecting Rods 6
52 Fuel Feed Pump 6
53 Fuel Lift Pump 4
54 Fuel Injection Pump 2
55 Injector Nozzles 12
56 Injector Nozzels Washers 12
57 Injection Pressure Line 2 Sets
58 Oil Filter Cartridge 20
59 Water Pump Repair Kit 4
60 Turbo Charger 2
61 Turbo Charger Repair Kit 4
62 Engine Mountain Front 5
63 Engine Mountain Rear Set (LH&RH) 3 Sets
64 Clutch Release Bearing 7
65 Clutch Release Fork with Ball Pin 3
66 Clutch Pressure Plate Assy 2
67 Clutch Disk 5
68 Shock Absorbers FR 2 Sets
69 Shock Absorbers RR 2 Sets
70 Dual Brake Valve 3
71 Dual Brake Valve Repair Kit 6
72 Front Brake Chamber Kit 6
73 Front Brake Chamber 2
74 Air Dryer Assy 1
75 Air Dryer Repair Kit 4
76 Wheel Bolt (Fr) 16
77 Wheel Bolt (Rr) 16
78 Front Tyre-1200 by 20 6
79 Rear Tyre- 1200 by 20 8
80 Coiled springs (Front & Rear) 2
81 Wiper Blades Assy 4
82 Fuel Filter 20
83 Air Cleaner Element 12
84 Timing Belt 6
85 Power Steering Belt 6
86 Front Springs 1 Set
87 Rear Springs 1 Set
88 Brake Linings Front/Pads 4 Sets
89 Brake Linings Rear/Pads 4 Sets
90 Radiator Assy 2

** THE QUANTITIES OF THE SPARE PARTS ON THE LIST CAN BE
ADJUSTED (REDUCED OR INCREASED) TO OBTAIN THE
REQUIRED 5%

A TOTAL VALUE OF THE SPARE PARTS MUST BE INDICATED

Lot 4: 7 Ton Truck - 4

7 TON CAPACITY
S. NO. DESCRIPTION SPECIFICATIONS
1 Engine
Bore x Stroke 104 x 113mm
Max Output 180 PS @ 2400 rpm
Max Torque 60 Kg.m @ 1600 rpm
Air Filter Fleet Guard
Fuel Filter Dual Filter on the Pressure Side
2 Cooling Type Pump circulated, pressurized cooling, thermostat controlled with de-aeration tank
3 Clutch Single plate diaphragm clutch hydraulically actuated
4 Facing Diameter and Thickness mm 380 & 10 non-asbestos
5 Gear Box 6 speed ZF 6.36 Synchromesh
4 Dimension
Wheel Based 4700mm
Front Overhang 1483mm
Rear Overhang 1990mm
Overall Length 8173mm
Overall Width 2500mm
Min. Ground Strength 258mm
6 Propeller Shaft 1600 series
No. of Propeller Shafts 2
7 Frame All steel ladder type bolted construction
No. of Cross Members 7
8 Suspension Semi Elliptic laminated multi leaf
Shackle suspension
Shock Absorber Double Acting Telescopic type at front
9 Steering ZF Power steering assisted
10 Wheels and Tyres 2 Nos. in front and 4 Nos. in rear
Rim Size B7.5 x 20-160MM (offset)
Tyre Size 10R x 20 Radial Tyres
11 Brakes Full air pressure diaphragm operated on all wheels dual; line circuit system
Parking Brake Pneumatically operated on rear wheels only
12 Electrical System
Type 24 Volts negative earth
Battery 120 Amp (20 hr rating)
Alternator Max Output 55 amps
13 Performance Data
Maximum Speed in top Gear 72.5 kmph

SPARE PARTS LIST FOR 7 TON TRUCK
SN. NO. DESCRIPTION OF ITEM QUANTITY
1 Fuel Filter 25 No
2 Oil Filter 15 No
3 Air Cleaner 15 No
4 Piston Ring-STD 2 Sets
5 Main Bearings-STD 2 Sets
6 Connecting Rod Bearings-STD 2 Sets
7 Top Decarbonizing Kit Gasket 1 Set
8 Bottom Kit Gasket 1 Set
9 Fuel Injector Nozzles 2 Sets
10 Injector Pump Head 1 No
11 Injector Pump Blade 8 No
12 Fuel Lift Pump Kit 2 No
13 Clutch Plate 2 No
14 Propeller Shaft Couplings 4 No
15 Top Leaf Spring 8 No
16 Clutch Plate Linings 4 Sets
17 Spring Assy 2 No
18 Shock Absorbers Front 6 No
19 Front Tyres and Inners-825x16 4 No
20 Brake Liners Rear 6 Sets
21 Brake Liners Front 6 Sets
22 Alternator-24 Volts 55 Amps 1 No
23 Kick Starter-24 Volts 1 No
24 Kick Starter Bushings and Brushes 8 Sets
25 Head Light Assembly 4 No
26 Wiper Blades 4 No
27 Hub Oil Seals 6 Sets
28 Track Rod Ends 4 Sets
29 Tie Rod Ends 4 Sets
30 Wiring Harness 1 Set
31 Fuel Lift Pump 2 No
32 Thermostat 4 No

** THE QUANTITIES OF THE SPARE PARTS ON THE LIST CAN BE
ADJUSTED (REDUCED OR INCREASED) TO OBTAIN THE
REQUIRED 5%

A TOTAL VALUE OF THE SPARE PARTS MUST BE INDICATED

Lot 5: Cinivan - 1
SPECIFICATIONS FOR MOBILE CINIVAN

S. NO. DESCRIPTION SPECIFICATIONS
1 On One Side of Van To carry giant screen style TV-640x422 – 130k-jpg
2 Built in Generator 10KVA-Single Phase
3 Construction All welded steel construction and bolted in required bases
4 Reflector Two round reflectors and one triangle type on rear and two round on front side
5 Tyre, Axle 75mm axle and 8 hole water proof steel casting hub and double plate rim, tyre size 8.25x16-12PR
6 Engine
Bore x Stroke 104 x 113mm
Max Output 180 PS @ 2400 rpm
Max Torque 60 Kg.m @ 1600 rpm
Air Filter Fleet Guard
Fuel Filter Dual Filter on the Pressure Side
Cooling Type Pump circulated, pressurized cooling, thermostat controlled with de-aeration tank
7 Clutch Single plate diaphragm clutch hydraulically actuated
Facing Diameter and Thickness mm 380 & 10 non-asbestos
8 Gear Box 6 speed 6.36 Synchromesh
9 Dimension
Wheel Based 4700mm
Front Overhang 1483mm
Rear Overhang 1990mm
Overall Length 8173mm
Overall Width 2500mm
Min. Ground Strength 258mm
10 Propeller Shaft 1600 series
11 Frame All steel ladder type bolted construction
12 Suspension Semi Elliptic laminated multi leaf
Shackle suspension
Shock Absorber Double acting telescopic type at front
13 Steering Power steering assisted
14 Wheels and Tyres 2 Nos. in front and 4 Nos. in rear
Rim Size B7.5 x 20-160MM (offset)
15 Brakes Full air pressure diaphragm operated on all wheels dual; line circuit system
Parking Brake Pneumatically operated on rear wheels only
16 Electrical System
Type 24 Volts negative earth
Battery 120 Amp (20 hr rating)
Alternator Max Output 55 amps
17 Performance Data
Maximum Speed in top Gear 72.5 kmph.

SPARE PARTS LIST FOR CINIVAN
SN. NO. DESCRIPTION OF ITEM QUANTITY
1 Fuel Filter 25 No
2 Oil Filter 15 No
3 Air Cleaner 15 No
4 Piston Ring-STD 2 Sets
5 Main Bearings-STD 2 Sets
6 Connecting Rod bearings-STD 2 Sets
7 Top Decarbonizing Kit Gasket 1 Set
8 Bottom Kit Gasket 1 Set
9 Fuel Injector Nozzles 2 Sets
10 Injector Pump Head 1 No
11 Injector Pump Blade 8 No
12 Fuel Lift Pump Kit 2 No
13 Clutch Plate 2 No
14 Propeller Shaft Couplings 4 No
15 Top Leaf Spring 8 No
16 Clutch Plate Linings 4 Sets
17 Spring Assy 2 No
18 Shock Absorbers Front 6 No
19 Front Tyres and Inners-825x16 4 No
20 Brake Liners Rear 6 Sets
21 Brake Liners Front 6 Sets
22 Alternator-24 Volts 55 Amps 1 No
23 Kick Starter-24 Volts 1 No
24 Kick tarter Bushings and brushes 8 Sets
25 Head Light Assembly 4 No
26 Wiper Blades 4 No
27 Hub Oil Seals 6 Sets
28 Track Rod Ends 4 Sets
29 Tie Rod Ends 4 Sets
30 Wiring Harness 1 Set
31 Fuel Lift Pump 2 No
32 Thermostat 4 No

Other Items added to make up the 5% Cost of Spares

MOBILE CINIVAN EQUIPMENT

SN. NO. DESCRIPTION OF ITEM QUANTITY
1 Giant Screen Style TV-640 x 422-130K-JPG 1
2 Projector-SX 800 1
3 DVD/VCR-Multi System, 110-240V 1
4 Tape Deck-AC/DC-100Watts, 110-240V 1
5 Amplifier-1000 Watts-110-240V 1
6 Video Mixer-1000 Watts-110-240V 1
7 Camcorder-VHS-Multi System-110-240V 1
8 Video Recorder- Multi system-110-240V 1
9 Video Editing Control Machine-1000 Watts-11-240V 1
10 26” TV Set-Multi System-50HZ-110-240V 1
11 135MM Steel Camera with Batteries, Flash Fun 1
12 Battery Charger with Batteries 1Set
13 Extension Cable with Halogen Lamp 1
14 Home theater Acoustic Speakers X4 1
15 100 Meters Cable Reel Extension-1200 Watts-250V 1
16 Cordless Microphone with Transmitter 3
17 Screen Cables 3 Rolls
18 Video Camera Tripod Stand-Aluminium 2
19 Head Phone with Mic Capability 6
20 Projector Screen 1

Lot 6:
Motorcycles 125cc on and off road with Crush Helmets- 42

1. GENERAL
Equipment offered should be from the manufacturer’s own standard range of production in current supply and conforming as near as possible to the following specifications. Motorcycles should be suitable for continuous operation in tropical conditions at altitudes 1,500M from sea level. Bidders shall ensure that the Motorcycles offered complies with the stipulated requirements of law pertaining to operation of Motorcycles in Sierra Leone or any modification there in effect at the time of submitting the bid. All items to be fully assembled with all the normal standard fittings and tested ready for immediate use. Due consideration will be given for bids which provide interchanging of parts between models.

2. ENGINE
Four-stroke gasoline 5/6 speed engine, air-cooled, right side cranking system, mounted vertically or horizontally, displacement around 125cc (minimum), power output around 10-15 BPH, with suitable control systems, should have a suitably designed fuel tank with a capacity of not less than 8.5 litres. Bore & stroke-56* 49.5mm with a Compression Ratio of 9.4:1 Right leg cranking on mount.

3. CONSTRUCTION
The chassis should be of regular steel or primed type with telescope front suspension and swinging arm, heavy duty shock absorber supported rear suspension. Steering and essential controls provided in the handle bar, should provide suitable seating capacity for two persons and also a heavy-duty luggage carrier. The motorcycles should have fully enclosed chain cover and rugged skid plate for under protection and should be painted with suitable paint to suit the working environment. Ground Clearance - 260mm; Wheel Base-1,310mm.
4. BRAKES
Front and rear brakes with clutch lever guards, mechanical disk/drum – type with suitable manual controls (sealed brake system).

5. ELECTRICAL SYSTEM
Suitable battery, ignition control system, headlights, safety indicators to be provided

6. INSTRUMENTATION
Suitably mounted instruments for indicating speed, distance travelled; fuel level, electrical condition, etc. to be provided.

7. PREFERRED TYRE SIZE
2.75-21 (front) and 4.10-18 (rear)

8. CRASH HELMETS
Two (2) units full face crash helmet with durable transparent face cover for clear vision.

9. TOOLS
A set of ordinary tools required for maintenance and repairs to be supplied with each unit.

10. ACCESSORIES
One (1) copy of the following shall be furnished in English Language for each unit.
a. Operating Manual

11. PROVEN PERFORMANCE
The equipped offered shall be a current standard model of production which is substantially the same as models in successfully use for a period of one or more than 2,000 hours or 12,000kms of operation.

12. WARRANTY
Manufacturer shall provide a guarantee of performance of minimum of Six (6) months or 6000km, which ever occurs first.

In partial modification of the provisions, the warranty period shall be 6000km, for motorcycles or six (6) months from the date of acceptance of the Goods or twelve (12) months from the date of shipment, which ever occurs earlier.

4. Drawings: Not Applicable
5. Inspections and Tests

The following inspections and tests shall be performed: Post of Queen Elizabeth II, Freetown, Sierra Leone.

Sample Forms

1. Bid Form and Price Schedules 67
2. Bid Security Form 71
3. Contract Form 72
4. Performance Security Form 73
5. Bank Guarantee Form for Advance Payment 74
6. Manufacturer’s Authorisation Form 75

1. Bid Form and Price Schedules

Date:

Procurement No:
To: [name and address of Purchaser]

Gentlemen:

Having examined the bidding documents including Addenda Nos, [insert numbers], the receipt of which is hereby duly acknowledged, we, the undersigned, offer to supply and deliver [description of goods and services] in conformity with the said bidding documents for the sum of [total bid amount in words and figures] or such other sums as may be ascertained in accordance with the Schedule of Prices attached herewith and made part of this Bid.

We undertake, if our Bid is accepted, to deliver the goods in accordance with the delivery schedule specified in the Schedule of Requirements.

If our bid is accepted, we undertake to provide a performance security in the form, in the amounts, and within the times specified in the Bidding Documents.

We agree to abide by this Bid for the Bid Validity Period specified in Clause 16.1 of the Bid Data Sheet and it shall remain binding upon us and may be accepted at any time before the expiration of that period.

Commissions or gratuities, if any, paid or to be paid by us to agents relating to this Bid, and to contract execution if we are awarded the contract, are listed below:

Name and address of agent Amount and Currency Purpose of Commission or gratuity

(if none, state “none”)

Until a formal Contract is prepared and executed, this Bid, together with your written acceptance thereof and your notification of award, shall constitute a binding Contract between us.

We understand that you are not bound to accept the lowest or any bid you may receive.
We certify/confirm that we comply with the eligibility requirements as per ITB Clause 2 of the bidding documents.

Dated this ________________ day of ________________ 20______.

[signature] [in the capacity of]

Duly authorised to sign Bid for and on behalf of

Price Schedule for Goods Offered from Abroad

Name of Bidder . Procurement No. _________. Page __ of _.

1 2 3 4 5 6 7 8
Item Description Country of origin Quantity Unit price1 FOB or FCA port or place of loading
(specify port or place)2 Unit price1 CIP AGRICULTURAL ENGINEERING KISSY FREETOWN SIERRA LEONE Total CIP AGRICULTURAL ENGINEERING KISSY FREETOWN SIERRA LEONE per item
(col. 4 x 6) Unit price1 of inland delivery to final destination and unit price of other incidental services3

Signature of Bidder

Note: In the case of discrepancy between the unit price and the total, prices shall be adjusted by the Purchaser in accordance with the provisions of Clause 24.2 of the Instructions to Bidders.

Price Schedule for Goods Offered from within the Republic of Sierra Leone

Name of Bidder . Procurement No. ___ _. Page __ of _.

1 2 3 4 5 6 7 8 9
Item Description Country of origin Quantity Unit price1 EXW per item Cost of local labour, raw material, and component2 Total price EXW per item
(cols. 4 x 5) Unit prices1 per item final destination and un Sales and other taxes payable if Contract is awarded

Signature of Bidder

Note: In the case of discrepancy between the unit price and the total, prices shall be adjusted by the Purchaser in accordance with the provisions of Clause 24.2 of the Instructions to Bidders.

Price Schedule for Goods Offered from within the Republic of Sierra Leone already imported

Name of Bidder . Procurement No. ___ _. Page __ of _.

1 2 3 4 5 6 7 8 9
Item Description Country of origin Quantity Unit price1 EXW per item Cost of local labour, raw material, and component2 Total price EXW per item
(cols. 4 x 5) Unit prices1 per item final destination and unit price of other incidental services3 Sales and other taxes payable if Contract is awarded

Signature of Bidder
Note: In the case of discrepancy between the unit price and the total, prices shall be adjusted by the Purchaser in accordance with the provisions of Clause 24.2 of the Instructions to Bidders.

2. Bid Security Form

Whereas [name of the Bidder] (hereinafter called “the Bidder”) has submitted its bid dated [date of submission of bid] for the supply of [name and/or description of the goods] (hereinafter called “the Bid”).

KNOW ALL PEOPLE by these presents that WE [name of bank] of [name of country], having our registered office at [address of bank] (hereinafter called “the Bank”), are bound unto [name of Purchaser] (hereinafter called “the Purchaser”) in the sum of [amount] for which payment well and truly to be made to the said Purchaser, the Bank binds itself, its successors, and assigns by these presents. Sealed with the Common Seal of the said Bank this _____ day of ____________ 20____.

THE CONDITIONS of this obligation are:

1. If the Bidder

(a) withdraws its Bid during the period of bid validity specified by the Bidder on the Bid Form; or
(b) does not accept the correction of errors in accordance with the Instructions to Bidders; or

2. If the Bidder, having been notified of the acceptance of its Bid by the Purchaser during the period of bid validity:

(a) fails or refuses to execute the Contract Form, if required; or
(b) fails or refuses to furnish the performance security, in accordance with the Instructions to Bidders;

we undertake to pay to the Purchaser up to the above amount upon receipt of its first written demand, without the Purchaser having to substantiate its demand, provided that in its demand the Purchaser will note that the amount claimed by it is due to it, owing to the occurrence of one or both of the two conditions, specifying the occurred condition or conditions.

This guarantee will remain in force up to and including thirty (30) days after the period of bid validity, and any demand in respect thereof should reach the Bank not later than the above date.

[Signature of the bank]

3. Contract Form

THIS AGREEMENT made the _____ day of __________ 20_____ between [name of Purchaser] of the Republic of Sierra Leone (hereinafter called “the Purchaser”) of the one part and [name of Supplier] of [city and country of Supplier] (hereinafter called “the Supplier”) of the other part:

WHEREAS the Purchaser invited bids for certain goods and ancillary services, viz., [brief description of goods and services] and has accepted a bid by the Supplier for the supply of those goods and services in the sum of [contract price in words and figures] (hereinafter called “the Contract Price”).

NOW THIS AGREEMENT WITNESSETH AS FOLLOWS:

1. In this Agreement words and expressions shall have the same meanings as are respectively assigned to them in the Conditions of Contract referred to.

2. The following documents shall be deemed to form and be read and construed as part of this Agreement, viz.:

(a) the Bid Form and the Price Schedule submitted by the Bidder;
(b) the Schedule of Requirements;
(c) the Technical Specifications;
(d) the General Conditions of Contract;
(e) the Special Conditions of Contract; and
(f) the Purchaser’s Notification of Award.

3. In consideration of the payments to be made by the Purchaser to the Supplier as hereinafter mentioned, the Supplier hereby covenants with the Purchaser to provide the goods and services and to remedy defects therein in conformity in all respects with the provisions of the Contract

4. The Purchaser hereby covenants to pay the Supplier in consideration of the provision of the goods and services and the remedying of defects therein, the Contract Price or such other sum as may become payable under the provisions of the contract at the times and in the manner prescribed by the contract.

IN WITNESS whereof the parties hereto have caused this Agreement to be executed in accordance with their respective laws, the day and year first above written.

Signed, sealed, delivered by the (for the Purchaser)

Signed, sealed, delivered by the (for the Supplier)

4. Performance Security Form
To: [name of Purchaser]

WHEREAS [name of Supplier] (hereinafter called “the Supplier”) has undertaken, in pursuance of Contract No. [reference number of the contract] dated ____________ 20_____ to supply [description of goods and services] (hereinafter called “the Contract”).

AND WHEREAS, it has been stipulated by you in the said Contract that the Supplier shall furnish you with a bank guarantee by a reputable bank for the sum specified therein as security for compliance with the Supplier’s performance obligations in accordance with the Contract.

AND WHEREAS we have agreed to give the Supplier a guarantee:

THEREFORE WE hereby affirm that we are Guarantors and responsible to you, on behalf of the Supplier, up to a total of [amount of the guarantee in words and figures], and we undertake to pay you, upon your first written demand declaring the Supplier to be in default under the Contract and without cavil or argument, any sum or sums within the limits of [amount of guar¬antee] as aforesaid, without your needing to prove or to show grounds or reasons for your demand or the sum specified therein.

This guarantee is valid until the _____ day of __________20_____.

Signature and seal of the Guarantors

[name of bank or financial institution]

[address]

[date]

5. Bank Guarantee Form for Advance Payment

To: [name of Purchaser]

[name of Contract]

Gentlemen:

In accordance with the payment provision included in the Special Conditions of Contract, which amends Clause 16 of the General Conditions of Contract to provide for advance payment, [name and address of Supplier] (hereinafter called “the Supplier”) shall deposit with the Purchaser a bank guarantee to guarantee its proper and faithful performance under the said Clause of the Contract in an amount of [amount of guarantee in figures and words].

We, the [bank or financial institution], as instructed by the Supplier, agree unconditionally and irrevocably to guarantee as primary obligator and not as surety merely, the payment to the Purchaser on its first demand without whatsoever right of objection on our part and without its first claim to the Supplier, in the amount not exceeding [amount of guarantee in figures and words].

We further agree that no change or addition to or other modification of the terms of the Contract to be performed hereunder or of any of the Contract documents which may be made between the Purchaser and the Supplier, shall in any way release us from any liability under this guarantee, and we hereby waive notice of any such change, addition, or modification.

This guarantee shall remain valid and in full effect from the date of the advance payment received by the Supplier under the Contract until [date].

Yours truly,

Signature and seal of the Guarantors

[name of bank or financial institution]

[address]

[date]

6. Manufacturer’s Authorisation Form

(See Clause 13.3 (a) of the Instructions to Bidders.)

To: [name of the Purchaser]

WHEREAS [name of the Manufacturer] who are established and reputable manufacturers of [name and/or description of the goods] having factories at [address of factory]

do hereby authorise [name and address of Agent] to submit a bid, and subsequently negotiate and sign the Contract with you against Procurement No. Reference of the Invitation to Bid] for the above goods manufactured by us.

We hereby extend our full guarantee and warranty as per Clause 15 of the General Conditions of Contract for the goods offered for supply by the above firm against this Invitation for Bids.

[Signature for and on behalf of Manufacturer]

Note: This letter of authority should be on the letterhead of the Manufacturer and should be signed by a person competent and having the power of attorney to bind the Manufacturer. It should be included by the Bidder in its bid

Please note that this notice is for your information only.
We try our best to have the most accurate and up-to-date information available on our web site, but we cannot guarantee that all of the information provided is error-free.
If you have any suggestions for updates/corrections for this notice, please let us know.

Procurement of Vehicles and Motor Cycles with Crash Helmets for the Ministry of Agriculture, Forestry and Food Security

Request For Proposals

General Information

Contact Information

Goods, Works and Services

Original Text