| Background | The Institute of Human Virology, Nigeria (IHVN) is a non-governmental organisation established in 2004 to address the HIV/AIDS crisis in Nigeria by developing infrastructure for treatment, care, prevention, and support for people living with and affected by HIV/AIDS. IHVN has expanded its services to other infectious diseases like tuberculosis, malaria and non-infectious diseases, including cancers. As a local organization, the Institute is structured to collaboratively develop and maintain linkages within and outside the country that support the Government of Nigeria’s health sector strategic plans. IHVN’s critical technical and funding partners include the Centers for Disease Control and Prevention (CDC), the Global Fund to Fight AIDS, Tuberculosis and Malaria and the United States Agency for International Development (USAID). |
| BID Title: | Supply of Diesel (AGO) to NTBLTC Saye Zaria under GF PPM grant. |
| Scope of Bid | Bidders are invited to submit a Bid for the goods and/or services specified in the above Schedule of Requirements, in accordance with this bid. |
| Interpretation of the Bid | This Request for Bid (RFB) is an invitation to treat and shall not be construed as an offer capable of being accepted or as creating any contractual, other legal or restitutionary rights. This RFB is conducted in accordance with the applicable provisions of IHVN Procurement Manual (latest version of which can be accessed at: www.ihvnigeria.org and other relevant Organizational Directives and Administrative Instructions that are referred to in the Procurement Manual. |
| Language | The Bid, as well as all correspondence and documents relating to the Bid shall be written in the English language, unless specified otherwise in the bid advert. 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 into the English language, in which case, for purposes of interpretation of the Bid, such translation shall govern. The Bidder shall bear all costs of translation to the governing language and all risks of the accuracy of such translation. |
| Bid Eligibility | Bidders may be a private, public or government-owned legal entity or any association with legal capacity to enter into a binding contract with IHVN. A Bidder, and all parties constituting the bidder, may have the nationality of any country with the exception of the nationalities, if any, listed in United State Government Debarment List. A Bidder shall be deemed to have the nationality of a country if the Bidder is a citizen or is constituted, incorporated, or registered and operates in conformity with the provisions of the laws of that country. A Bidder shall not have a conflict of interest. A bidder shall be considered to have a conflict of interest if: A Bidder has a close business or family relationship with a IHVN personnel who: (i) are directly or indirectly involved in the preparation of the bidding documents or specifications of the contract, and/or the bid evaluation process of such contract; or (ii) would be involved in the implementation or supervision of such contract.A Bidder is associated, or has been associated in the past, directly or indirectly, with a firm or any of its affiliates which have been engaged by IHVN to provide consulting services for the preparation of the design, specifications, and other documents to be used for the procurement of the goods, services or works required in the present procurement process.A Bidder has an interest in other bidders, including when they have common ownership and/or management. Bidders shall not submit more than one bid, except for alternative offers, if permitted. This will result in the disqualification of all bids in which the Bidder is involved. This includes situations where a firm is the Bidder in one bid and a sub-contractor on another; however, this does not limit the inclusion of a firm as a sub-contractor in more than one bid. Bidders must disclose any actual or potential conflict of interest in the Bid Submission and they shall be deemed ineligible for this procurement process unless such conflict of interest is resolved in a manner acceptable to IHVN. Failure to disclose any actual or potential conflict of interest may lead to the Bidder being sanctioned. A Bidder shall not be eligible to submit a quotation if and when at the time of quotation submission, the Bidder: Is included in any other Ineligibility List from a IHVN partner and if so listed in United State Government Debarment List.Is currently suspended from doing business with IHVN and removed from its vendor database(s), for reasons other than engaging in proscribed practices as defined in the IHVN Procurement Policy. |
| Fraud & Corruption, Gifts and Hospitality | IHVN strictly enforces a policy of zero tolerance on proscribed practices, including fraud, corruption, collusion, unethical or unprofessional practices, and obstruction of IHVN vendors and requires all bidders/vendors to observe the highest standard of ethics during the procurement process and contract implementation. IHVN’s Anti-Fraud email: speakout@ihvnigeria.org can be reached at all times to report any foul play at any level. Bidders/vendors shall not offer gifts or hospitality of any kind to IHVN staff members including recreational trips to sporting or cultural events, theme parks or offers of holidays, transportation, or invitations to extravagant lunches or dinners. In pursuance of this policy, IHVN: Shall reject a bid if it determines that the selected bidder has engaged in any corrupt or fraudulent practices in competing for the contract in question.Shall declare a vendor ineligible, either indefinitely or for a stated period, to be awarded a contract if at any time it determines that the vendor has engaged in any corrupt or fraudulent practices in competing for, or in executing an IHVN contract. |
| Clarification of the Bid | Bidders may request clarification in relation to the RFB by submitting a written request to the contact stated in the Bid advert, until the time stated as deadline on the RFB. Explanations or interpretations provided by personnel other than the named contact person will not be considered binding or official. |
| Bid Currency | The bid shall be made in Naira. If applicable, for comparison and evaluation purposes, IHVN will convert the quotations into USD at the official IHVN rate of exchange in force at the time of the deadline for Bid Submission. IHVN reserves the right not to reject any bid submitted in a currency other than the mandatory bidding currency. IHVN may accept bid submitted in another currency than stated above if the Bidder confirms during clarification of quotations in writing that it will accept a Contract issued in the mandatory bid currency and that for conversion the official IHVN operational rate of exchange of the day of RFB deadline as stated in Section I: RFB Particulars shall apply. Regardless of the currency of quotations received, the Contract will always be issued and subsequent payments will be made in the mandatory bidding currency above. Rates in bids shall be fixed. Bids with adjustable rates shall be disqualified. |
| Taxes | Contract sum shall be subjected to deduction of 5% withholding tax |
| Payment Terms | IHVN will ordinarily effect payment within 2 to 3 weeks after receipt/acceptance of the goods/services and on submission of payment documentation. |
| Audit | IHVN may conduct an audit of the contract awarded to determine its completeness, efficacy as well as the performance of the supplier which will be used as a basis for the engagement of the vendors for future procurements. |
| Requirements | Ability to meet delivery targets within IHVN’s specified time period. |
| Bid Protest | Any Bidder that believes to have been unjustly treated in connection with this RFB process or any Contract that may be awarded as a result of such RFB process may submit a complaint to IHVN Management through postal service using the address provided on IHVN website, www.ihvnigeria.org |
| Responsiveness of Bid | IHVN’s determination of a Bid’s responsiveness will be based on the contents of the Bid itself. A substantially responsive Bid is one that conforms to all the terms, conditions, and specifications of the bid advert without material deviation, reservation, or omission. If a Bid is not substantially responsive, it shall be rejected by IHVN and may not subsequently be made responsive by the Bidder by correction of the material deviation, reservation, or omission. |
| Evaluation of Bid | The evaluation team shall review and evaluate the Bids on the basis of their responsiveness to the Schedule of Requirements and Technical Specifications and other documentation provided, applying the procedure indicated in the bid advert. Absolutely no changes may be made by IHVN in the criteria after all Bids have been received. IHVN reserves the right to undertake a post-qualification exercise, aimed at determining, to its satisfaction the validity of the information provided by the Bidder. Such post-qualification shall be fully documented and, among those that may be listed in the bid advert, may include, but need not be limited to, all or any combination of the following: (a) Verification of accuracy, correctness and authenticity of the information provided by the bidder on the legal, technical and financial documents submitted; (b) Validation of extent of compliance to the IHVN requirements and evaluation criteria based on what has so far been found by the evaluation team; (c) Inquiry and reference checking with Government entities with jurisdiction on the bidder, or any other entity that may have done business with the bidder; (d) Inquiry and reference checking with other previous clients on the quality of performance on on-going or previous contracts completed; (e) Physical inspection of the bidder’s plant, factory, branches or other places where business transpires, with or without notice to the bidder; (f) Testing and sampling of completed goods similar to the requirements of IHVN, where available; and (g) Other means that IHVN may deem appropriate, at any stage within the selection process, prior to awarding the contract. |
| Qualification Criteria | General Criteria: The Bidder shall possess the necessary professional and technical qualifications and competence, financial resources, production capability with equipment and other physical facilities, including after-sales service where appropriate, managerial capability, specific experience, reputation, and the personnel to perform the contract. To qualify for a multiple number of lots in a package for which Bids are invited in the Invitation for Bids, The Bidder shall demonstrate having resources and experience sufficient to meet the aggregate of the qualifying criteria for the individual lots. Experience Criteria: a minimum number of 3 years of overall experience in the supply of goods and related services;a minimum production capacity or availability of equipment; and in case of a Bidder offering to supply goods which the Bidder did not manufacture or otherwise produce, the Bidder has been duly authorized by the goods’ manufacturer or producer to supply the goods. Financial Criteria: Evidence of satisfactory completion of supply of similar goods of value. |
| Award Criteria | Prior to expiration of the period of Bid validity, IHVN shall award the contract to the qualified and eligible Bidder that is found to be responsive to the requirements of the Schedule of Requirements and Technical Specification and has offered the lowest price or the most reasonable price. |
| Advance Payment Guarantee (APG) | Any contractor that is willing to apply for advance payment shall produce a banker’s guarantee, bank certified cheque or insurance bond prior to request for 50% advance payment from the sum of N2.5m and above.50 % of the contract price after delivery. |
| Supplier Code of Conduct | IHVN is committed to working in partnership with our suppliers to realize the full value of our relationships and to positively contribute to our stakeholder communities and the environment. Therefore, the following conducts are expected from our suppliers: In keeping with our commitment to exercising appropriate standards of professionalism and ethical conduct in all business activities, IHVN will not tolerate bribery or corruption in any form, or any breach of its Anti-Bribery Policy.Fraud & Corruption, Gift and Hospitality: IHVN strictly enforces a policy of zero tolerance on proscribed practices, including fraud, corruption, collusion, unethical or unprofessional practices, and obstruction of IHVN vendors and requires all bidders/vendors to observe the highest standard of ethics during the procurement process and contract implementation. IHVN’s Anti-Fraud email: speakout@ihvnigeria.org can be reached at all times to report any foul play at any level.Suppliers are expected to maintain accurate records of their activities and performance that clearly demonstrate compliance with all applicable standards, regulations and IHVN requirements.Suppliers must disclose any personal relationships, economic interest or other ties to their business held by an employee or contractor with IHVN.Suppliers shall provide IHVN with high-quality products and services that meet all applicable quality and demonstrate that they have robust Standard Organization of Nigeria requirements in place. We expect suppliers to immediately report to IHVN any concerns about product safety.Suppliers shall take appropriate measures to secure and protect all confidential information related to its relationship with IHVN and use it only for the purpose authorized under contractual agreement. This obligation shall remain in force regardless of the status of the business relationship.Suppliers to IHVN shall carry out operations with care for the environment and at a minimum will comply with all applicable environmental laws and regulations.Suppliers shall also comply with the full supplier’s code of conduct as required by GF. Please find the link: https://www.theglobalfund.org/media/3275/corporate_codeofconductforsuppliers_policy_en.pdfSuppliers shall also comply with any additional category specific requirements regarding the goods or services provided to IHVN, for example our requirements in respect of specification. |
| Pre-Selection Criteria | The following will constitute the pre-selection criteria on a Yes or No basis: Bids must be properly sealed.Availability of a Company Profile.All Bidders must include copies of tax clearance certificates for the past three years i.e. 2019, 2020, 2021 & 2022 if readily available.Availability of audited financial statements for the last 3 years i.e. 2019, 2020, 2021 & 2022 if readily available.All bidders must provide evidence of at least two similar Jobs made in the past for IHVN or any other organizations.All bidders must provide proof of registration with the Corporate Affairs Commission (CAC).Bank Reference Letter.All bidders must indicate their bid validity period. The bid validity period will be 90 days, starting from the date of deadline for submission of the bids. |
| Technical Assessment Criteria | Bidders must indicate the density as 850kg/m3 at temperature of 20degree Celsius. |
| Financial Selection Criteria | Financial evaluation will be based on least cost selection;All bids are inclusive of all associated cost for deliveries (loading and offloading, payment of levies etc.). |
| Submission Requirements | All bids must be in ink or type written, submission in pencil will not be accepted; Copies of the complete hard copies of technical and financial bids are to be submitted and marked separately in sealed envelopes must be sent via courier or hand delivered, in a sealed envelope or parcel to the following address: INSTITUTE OF HUMAN VIROLOGY, NIGERIA IHVN Campus, 6th Floor, Cadastral Zone COO Plot 62, after BAZE University, Off CITEC Road, Abuja-NIGERIA. Attn: Procurement Unit;All quotations are inclusive of all associated cost for deliveries (loading and offloading, payment of levies etc.). Financial evaluation will be based on least cost selection. Bidders must indicate their bids in the bid register before dropping it in our bid box; All bidders must tender to the detail specification as these are sensitive commodities. The corrected price is what will be considered as the bid price As time is of the essence, delivery of goods shall be within 6 to 8 weeks from the date of receipt of L.P.O by contractor. Bidders must attach a copy of the products catalogue of the bided items or get a sample ready for verification at the time of bid evaluation; Bid must be in Company’s Letter head, duly signed and stamped by an authorized company representative; All enquiries regarding the proposed application for the above should be addressed to the Deputy Director Procurement/HOD SCM of Institute of Human Virology Nigeria (IHVN); All Bids are to be submitted in the bid box at our head office on or before 23/08/2023 @10:00 am |
| Note* | Bids which must reach us within ten (10) working days from the date of this publication should have the title of the BID written on the “Top Left Hand Corner” of the envelope.We can only achieve our aims of long term success if you provide an outstanding service and quality products. To this end, IHVN shall reserve the right to terminate any contract midway or after delivery of services/goods either for non-performance or non-compliance with specification, delivery time and any other terms of the contract. Please find the Detailed Specifications/Quantities Required on Annex 1 below. |
GENERAL CONDITIONS OF CONTRACT (GCC)
| Introduction | The following words and expressions shall have the meanings hereby assigned to them:“Contract” means the Contract Agreement entered into between the Purchaser and the Supplier, together with the Contract Documents referred to therein, including all attachments, appendices, and all documents incorporated by reference therein.“Contract Documents” means the documents listed in the Contract Agreement, including any amendments thereto.“Contract Price” means the price payable to the Supplier as specified in the Contract Agreement, subject to such additions and adjustments thereto or deductions therefrom, as may be made pursuant to the Contract“Day” means calendar day“Completion” means the fulfilment of the Related Services by the Supplier in accordance with the terms and conditions set forth in the Contract.“GCC” means the General Conditions of Contract“Goods” means all the commodities, material, equipment, and/or other materials that the Supplier is required to supply to the Purchaser under the Contract“Purchaser’s Country” is the country specified in the SCC“Purchaser” means the entity purchasing the Goods and Related Services, as specified in the SCC“Related Services” means the services incidental to the supply of the goods, such as insurance, installation, training and initial maintenance and other such obligations of the Supplier under the Contract“BDS” means Bid Data Sheet“SCC” means Special Conditions of Contract.“Subcontractor” means any person, private or government entity, or a combination of the above, to whom any part of the Goods to be supplied or execution of any part of the Related Services is subcontracted by the Supplier“Supplier” means the person, private or government entity, or a combination of the above, who’s Bid to perform the Contract has been accepted by the Purchaser and is named as such in the Contract Agreement“The Project Site, means the place named in the SCC. |
| 2. Contract Documents | Subject to the order of precedence set forth in the Contract Agreement, all documents forming the Contract (and all parts thereof) are intended to be correlative, complementary, and mutually explanatory. The Contract Agreement shall be read as a whole. |
| IHVN requires compliance with the Institute’s Anti-Corruption Guidelines and its prevailing sanctions policies and procedures as set forth in the in section 2 above | |
| The Purchaser requires the Supplier to disclose any commissions or fees that may have been paid or are to be paid to agents or any other party with respect to the Bidding process or execution of the Contract. The information disclosed must include at least the name and address of the agent or other party, the amount and currency, and the purpose of the commission, gratuity or fee. | |
| 4. Interpretation | If the context so requires it, singular means plural and vice versa |
| INCOTERMSUnless inconsistent with any provision of the Contract, the meaning of any trade term and the rights and obligations of parties thereunder shall be as prescribed by INCOTERMS specified in the SCCThe terms DDP and other similar terms, when used, shall be governed by the rules prescribed in the current edition of Incoterms specified in the SCC and published by the International Chamber of Commerce | |
| Entire Agreement The Contract constitutes the entire agreement between the Purchaser and the Supplier and supersedes all communications, negotiations, and agreements (whether written or oral) of the parties with respect thereto made prior to the date of Contract. | |
| Amendment No amendment or other variation of the Contract shall be valid unless it is in writing, is dated, expressly refers to the Contract, and is signed by a duly authorized representative of each party thereto. | |
| Non waiverSubject to GCC Sub-Clause 4.5(b) below, no relaxation, forbearance, delay, or indulgence by either party in enforcing any of the terms and conditions of the Contract or the granting of time by either party to the other shall prejudice, affect, or restrict the rights of that party under the Contract, neither shall any waiver by either party of any breach of Contract operate as waiver of any subsequent or continuing breach of Contract.Any waiver of a party’s rights, powers, or remedies under the Contract must be in writing, dated, and signed by an authorized representative of the party granting such waiver, and must specify the right and the extent to which it is being waived | |
| Severability If any provision or condition of the Contract is prohibited or rendered invalid or unenforceable, such prohibition, invalidity or unenforceability shall not affect the validity or enforceability of any other provisions and conditions of the Contract. | |
| 5. Language | The Contract as well as all correspondence and documents relating to the Contract exchanged by the Supplier and the Purchaser, shall be written in the language specified in the SCC. Supporting documents and printed literature that are part of the Contract may be in another language provided they are accompanied by an accurate translation of the relevant passages in the language specified, in which case, for purposes of interpretation of the Contract, this translation shall govern |
| The Supplier shall bear all costs of translation to the governing language and all risks of the accuracy of such translation, for documents provided by the Supplier. | |
| 6. Joint Venture, Consortium or Association | If the Supplier is a joint venture, consortium, or association, all of the parties shall be jointly and severally liable to the Purchaser for the fulfilment of the provisions of the Contract and shall designate one party to act as a leader with authority to bind the joint venture, consortium, or association. The composition or the constitution of the joint venture, consortium, or association shall not be altered without the prior consent of the Purchaser. |
| 7. Eligibility | A Supplier or Subcontractor shall be deemed to have the nationality of a country if it is a citizen or constituted, incorporated, or registered, and operates in conformity with the provisions of the laws of that country. |
| All Goods and Related Services to be supplied under the Contract and financed by the Institute shall have their origin in Eligible Countries. For the purpose of this Clause, origin means the country where the goods have been grown, mined, cultivated, produced, manufactured, or processed; or through manufacture, processing, or assembly, another commercially recognized article results that differs substantially in its basic characteristics from its components. | |
| 8. Notices | Any notice given by one party to the other pursuant to the Contract shall be in writing to the address specified in the SCC. The term “in writing” means communicated in written form with proof of receipt. |
| A notice shall be effective when delivered or on the notice’s effective date, whichever is later. | |
| 9. Governing Law | The Contract shall be governed by and interpreted in accordance with the laws of the Purchaser’s Country, unless otherwise specified in the SCC. |
| Throughout the execution of the Contract, the Supplier shall comply with the import of goods and services prohibitions in the Purchaser’s Country when as a matter of law or official regulations, the purchaser’s country prohibits commercial relations with that country. | |
| 10. Settlement of Disputes | The Purchaser and the Supplier shall make every effort to resolve amicably by direct informal negotiation any disagreement or dispute arising between them under or in connection with the Contract |
| If, after twenty-eight (28) 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. 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. Arbitration proceedings shall be conducted in accordance with the rules of procedure specified in the SCC. | |
| Notwithstanding any reference to arbitration herein,the parties shall continue to perform their respective obligations under the Contract unless they otherwise agree; andthe Purchaser shall pay the Supplier any monies due the Supplier. | |
| 11. Inspections and Audit by the Institute | The Supplier shall keep, and shall make all reasonable efforts to cause its Subcontractors to keep, accurate and systematic accounts and records in respect of the Goods in such form and details as will clearly identify relevant time changes and costs |
| Supplier shall permit and shall cause its subcontractors and sub-consultants to permit, the Institute and/or persons appointed by the Institute to inspect the Site and/or the accounts and records relating to the procurement process, selection and/or contract execution, and to have such accounts and records audited by auditors appointed by the Institute if requested by the Institute. The Supplier’s and its Subcontractors’ and sub-consultants’ attention is drawn to Institute’s right which provides, inter alia, that acts intended to materially impede the exercise of the Institute’s inspection and audit rights constitute a prohibited practice subject to contract termination (as well as to a determination of ineligibility pursuant to the Institute’s prevailing sanctions procedures). | |
| 12. Scope of Supply | The Goods and Related Services to be supplied shall be as specified in the Technical Specifications. |
| 13. Delivery and Documents | Subject to GCC Sub-Clause 33.1, the Delivery of the Goods and Completion of the Related Services shall be in accordance with the Delivery and Completion Schedule specified in the Schedule of Requirements. The details of shipping and other documents to be furnished by the Supplier are specified in the SCC. |
| 14. Supplier’s Responsibilities | The Supplier shall supply all the Goods and Related Services included in the Technical Specification and the Delivery and Completion Schedule, as per GCC Clause 13. |
| 15. Contract Price | Prices charged by the Supplier for the Goods supplied and the Related Services performed under the Contract shall not vary from the prices quoted by the Supplier in its Bid, except for any price adjustments authorized in the SCC. |
| 16. Terms of Payment | The Contract Price, including any Advance Payments, if applicable, shall be paid as specified in the SCC |
| The Supplier’s request for payment shall be made to the Purchaser in writing, accompanied by invoices describing, as appropriate, the Goods delivered and Related Services performed, and by the documents submitted pursuant to GCC Clause 13 and upon fulfilment of all other obligations stipulated in the Contract | |
| Payments shall be made promptly by the Purchaser, but in no case later than ten (10) working days after submission of an invoice or request for payment by the Supplier, and after the Purchaser has accepted it. | |
| The currencies in which payments shall be made to the Supplier under this Contract shall be those in which the Bid price is expressed. | |
| If the Purchaser fails to pay the Supplier any payment by its due date or within the period set forth in the SCC, the Purchaser shall pay interest as specified in the SCC. | |
| 17. Taxes and Duties | For goods manufactured outside the Purchaser’s Country, the Supplier shall be entirely responsible for all taxes, stamp duties, license fees, and other such levies imposed outside the Purchaser’s Country |
| For goods Manufactured within the Purchaser’s Country, the Supplier shall be entirely responsible for all taxes, duties, license fees, etc., incurred until delivery of the contracted Goods to the Purchaser. | |
| If any tax exemptions, reductions, allowances or privileges may be available to the Supplier in the Purchaser’s Country, the Purchaser shall use its best efforts to enable the Supplier to benefit from any such tax savings to the maximum allowable extent. | |
| 18. Performance Security | If required as specified in the SCC, the Supplier shall, within twenty-eight (28) days of the notification of contract award, provide a performance security for the performance of the Contract in the amount specified in the SCC |
| 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. | |
| As specified in the SCC, the Performance Security, if required, shall be denominated in the currency(ies) of the Contract, or in a freely convertible currency acceptable to the Purchaser; and shall be in one of the format stipulated by the Purchaser in the SCC, or in another format acceptable to the Purchaser | |
| The Performance Security shall be discharged by the Purchaser and returned to the Supplier not later than twenty-eight (28) days following the date of Completion of the Supplier’s performance obligations under the Contract, including any warranty obligations, unless specified otherwise in the SCC. | |
| 19. Copyright | The copyright in all drawings, documents, and other materials containing data and information furnished to the Purchaser by the Supplier herein shall remain vested in the Supplier, or, if they are furnished to the Purchaser directly or through the Supplier by any third party, including suppliers of materials, the copyright in such materials shall remain vested in such third party |
| 20. Confidential Information | The Purchaser and the Supplier shall keep confidential and shall not, without the written consent of the other party hereto, divulge to any third party any documents, data, or other information furnished directly or indirectly by the other party hereto in connection with the Contract, whether such information has been furnished prior to, during or following completion or termination of the Contract. Notwithstanding the above, the Supplier may furnish to its Subcontractor such documents, data, and other information it receives from the Purchaser to the extent required for the Subcontractor to perform its work under the Contract, in which event the Supplier shall obtain from such Subcontractor an undertaking of confidentiality similar to that imposed on the Supplier under GCC Clause 20. |
| The Purchaser shall not use such documents, data, and other information received from the Supplier for any purposes unrelated to the contract. Similarly, the Supplier shall not use such documents, data, and other information received from the Purchaser for any purpose other than the performance of the Contract | |
| The obligation of a party under GCC Sub-Clauses 20.1 and 20.2 above, however, shall not apply to information that:the Purchaser or Supplier need to share with the institutions participating in the financing of the Contract;now or hereafter enters the public domain through no fault of that party;can be proven to have been possessed by that party at the time of disclosure and which was not previously obtained, directly or indirectly, from the other party; orotherwise lawfully becomes available to that party from a third party that has no obligation of confidentiality | |
| The above provisions of GCC Clause 20 shall not in any way modify any undertaking of confidentiality given by either of the parties hereto prior to the date of the Contract in respect of the Supply or any part thereof | |
| The provisions of GCC Clause 20 shall survive completion or termination, for whatever reason, of the Contract. | |
| 21. Subcontracting | The Supplier shall notify the Purchaser in writing of all subcontracts awarded under the Contract if not already specified in the Bid. Such notification, in the original Bid or later shall not relieve the Supplier from any of its obligations, duties, responsibilities, or liability under the Contract |
| Subcontracts shall comply with the provisions of GCC Clauses 3 and 7. | |
| 22. Specifications and Standards | Technical Specifications and Drawings:The Goods and Related Services supplied under this Contract shall conform to the technical specifications and standards mentioned in Technical specifications and, when no applicable standard is mentioned, the standard shall be equivalent or superior to the official standards whose application is appropriate to the Goods’ country of originThe Supplier shall be entitled to disclaim responsibility for any design, data, drawing, specification or other document, or any modification thereof provided or designed by or on behalf of the Purchaser, by giving a notice of such disclaimer to the PurchaserWherever references are made in the Contract to codes and standards in accordance with which it shall be executed, the edition or the revised version of such codes and standards shall be those specified in the Technical Specifications. During contract execution, any changes in any such codes and standards shall be applied only after approval by the Purchaser and shall be treated in accordance with GCC Clause 33. |
| 23. Packing and Documents | 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. During transit, the packing shall be sufficient to withstand, without limitation, rough handling and exposure to extreme temperatures, salt and precipitation, 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. |
| 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 the SCC, and in any other instructions ordered by the Purchaser. | |
| 24. Insurance | Unless otherwise specified in the SCC, the Goods supplied under the Contract shall be fully insured—in a freely convertible currency from an eligible country—against loss or damage incidental to manufacture or acquisition, transportation, storage, and delivery, in accordance with the applicable Incoterms or in the manner specified in the SCC. |
| 25. Transportation and Incidental Services | Unless otherwise specified in the SCC, responsibility for arranging transportation of the Goods shall be in accordance with the specified INCOTERMS. |
| The Supplier may be required to provide any or all of the following services, including additional services, if any, specified in SCC:performance or supervision of on-site assembly and/or start‑up of the supplied Goods;furnishing of tools required for assembly and/or maintenance of the supplied Goods;furnishing of a detailed operations and maintenance manual for each appropriate unit of the supplied Goods;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; andtraining 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 | |
| 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 | |
| 26. Inspections and Tests | The Supplier shall at its own expense and at no cost to the Purchaser carry out all such tests and/or inspections of the Goods and Related Services as are specified in the SCC |
| The inspections and tests may be conducted on the premises of the Supplier or its Subcontractor, at point of delivery, and/or at the Goods’ final destination, or in another place in the Purchaser’s Country as specified in the SCC. Subject to GCC Sub-Clause 26.3, if conducted on the premises of the Supplier or its Subcontractor, all reasonable facilities and assistance, including access to drawings and production data, shall be furnished to the inspectors at no charge to the Purchaser. | |
| The Purchaser or its designated representative shall be entitled to attend the tests and/or inspections referred to in GCC Sub-Clause 26.2, provided that the Purchaser bear all its own costs and expenses incurred in connection with such attendance including, but not limited to, all traveling and board and lodging expenses. | |
| Whenever the Supplier is ready to carry out any such test and inspection, it shall give a reasonable advance notice, including the place and time, to the Purchaser. The Supplier shall obtain from any relevant third party or manufacturer any necessary permission or consent to enable the Purchaser or its designated representative to attend the test and/or inspection | |
| The Purchaser may require the Supplier to carry out any test and/or inspection not required by the Contract but deemed necessary to verify that the characteristics and performance of the Goods comply with the technical specifications codes and standards under the Contract, provided that the Supplier’s reasonable costs and expenses incurred in the carrying out of such test and/or inspection shall be added to the Contract Price. Further, if such test and/or inspection impedes the progress of manufacturing and/or the Supplier’s performance of its other obligations under the Contract, due allowance will be made in respect of the Delivery Dates and Completion Dates and the other obligations so affected | |
| The Supplier shall provide the Purchaser with a report of the results of any such test and/or inspection | |
| The Purchaser may reject any Goods or any part thereof that fail to pass any test and/or inspection or do not conform to the specifications. The Supplier shall either rectify or replace such rejected Goods or parts thereof or make alterations necessary to meet the specifications at no cost to the Purchaser, and shall repeat the test and/or inspection, at no cost to the Purchaser, upon giving a notice pursuant to GCC Sub-Clause 26.4 | |
| The Supplier agrees that neither the execution of a test and/or inspection of the Goods or any part thereof, nor the attendance by the Purchaser or its representative, nor the issue of any report pursuant to GCC Sub-Clause 26.6, shall release the Supplier from any warranties or other obligations under the Contract. | |
| 27. Liquidated Damages | Except as provided under GCC Clause 32, if the Supplier fails to deliver any or all of the Goods by the Date(s) of delivery or perform the Related Services within the period specified in the Contract, the Purchaser may without prejudice to all its other remedies under the Contract, deduct from the Contract Price, as liquidated damages, a sum equivalent to the percentage specified in the 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 those SCC. Once the maximum is reached, the Purchaser may terminate the Contract pursuant to GCC Clause 35. |
| 28. Warranty | The Supplier warrants that all the Goods are new, unused, and of the most recent or current models, and that they incorporate all recent improvements in design and materials, unless provided otherwise in the Contract |
| Subject to GCC Sub-Clause 22.1(b), the Supplier further warrants that the Goods shall be free from defects arising from any act or omission of the Supplier or arising from design, materials, and workmanship, under normal use in the conditions prevailing in the country of final destination | |
| Unless otherwise specified in the SCC the 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 SCC, or for eighteen (18) months after the date of shipment from the port or place of loading in the country of origin, whichever period concludes earlier | |
| The Purchaser shall give notice to the Supplier stating the nature of any such defects together with all available evidence thereof, promptly following the discovery thereof. The Purchaser shall afford all reasonable opportunity for the Supplier to inspect such defects | |
| Upon receipt of such notice, the Supplier shall, within the period specified in the purchaser’s feedback, expeditiously repair or replace the defective goods or parts thereof, at no cost to the Purchaser | |
| If having been notified, the Supplier fails to remedy the defect within the period specified in the feedback, the Purchaser may proceed to take within a reasonable period 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. | |
| 29. Patent Indemnity | The Supplier shall, subject to the Purchaser’s compliance with GCC Sub-Clause 29.2, indemnify and hold harmless the Purchaser and its employees and officers from and against any and all suits, actions or administrative proceedings, claims, demands, losses, damages, costs, and expenses of any nature, including attorney’s fees and expenses, which the Purchaser may suffer as a result of any infringement or alleged infringement of any patent, utility model, registered design, trademark, copyright, or other intellectual property right registered or otherwise existing at the date of the Contract by reason of:the installation of the Goods by the Supplier or the use of the Goods in the country where the Site is located; andthe sale in any country of the products produced by the Goods Such indemnity shall not cover any use of the Goods or any part thereof other than for the purpose indicated by or to be reasonably inferred from the Contract, neither any infringement resulting from the use of the Goods or any part thereof, or any products produced thereby in association or combination with any other equipment, plant, or materials not supplied by the Supplier, pursuant to the Contract |
| If any proceedings are brought or any claim is made against the Purchaser arising out of the matters referred to in GCC Sub-Clause 29.1, the Purchaser shall promptly give the Supplier a notice thereof, and the Supplier may at its own expense and in the Purchaser’s, name conduct such proceedings or claim and any negotiations for the settlement of any such proceedings or claim. | |
| If the Supplier fails to notify the Purchaser within twenty-eight (28) days after receipt of such notice that it intends to conduct any such proceedings or claim, then the Purchaser shall be free to conduct the same on its own behalf | |
| The Purchaser shall, at the Supplier’s request, afford all available assistance to the Supplier in conducting such proceedings or claim, and shall be reimbursed by the Supplier for all reasonable expenses incurred in so doing | |
| The Purchaser shall indemnify and hold harmless the Supplier and its employees, officers, and Sub-contractors from and against any and all suits, actions or administrative proceedings, claims, demands, losses, damages, costs, and expenses of any nature, including attorney’s fees and expenses, which the Supplier may suffer as a result of any infringement or alleged infringement of any patent, utility model, registered design, trademark, copyright, or other intellectual property right registered or otherwise existing at the date of the Contract arising out of or in connection with any design, data, drawing, specification, or other documents or materials provided or designed by or on behalf of the Purchaser. | |
| 30. Limitation of Liability | Except in cases of criminal negligence or wilful misconduct: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 andthe 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, or to any obligation of the supplier to indemnify the Purchaser with respect to patent infringement |
| 31. Change in Laws and Regulations | Unless otherwise specified in the Contract, if after the date of 28 days prior to date of Bid submission, any law, regulation, ordinance, order or by-law having the force of law is enacted, promulgated, abrogated, or changed in the place of the Purchaser’s Country where the Site is located (which shall be deemed to include any change in interpretation or application by the competent authorities) that subsequently affects the Delivery Date and/or the Contract Price, then such Delivery Date and/or Contract Price shall be correspondingly increased or decreased, to the extent that the Supplier has thereby been affected in the performance of any of its obligations under the Contract. Notwithstanding the foregoing, such additional or reduced cost shall not be separately paid or credited if the same has already been accounted for in the price adjustment provisions where applicable, in accordance with GCC Clause 15. |
| 32. Force Majeure | The Supplier shall not be liable for forfeiture of its Performance Security, liquidated damages, or termination for default if and to the extent that delay in performance or other failure to perform its obligations under the Contract is the result of an event of Force Majeure |
| For purposes of this Clause, “Force Majeure” means an event or situation beyond the control of the Supplier that is not foreseeable, is unavoidable, and its origin is not due to negligence or lack of care on the part of the Supplier. Such events may include, but not be limited to, acts of the Purchaser in its sovereign capacity, wars or revolutions, fires, floods, epidemics, quarantine restrictions, and freight embargoes | |
| 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. | |
| 33. Change Orders and Contract Amendments | The Purchaser may at any time order the Supplier through notice in accordance GCC Clause 8, to make changes within the general scope of the Contract in any one or more of the following:drawings, designs, or specifications, where goods to be furnished under the Contract are to be specifically manufactured for the Purchaser;the method of shipment or packing;the place of delivery; andthe Related Services to be provided by the Supplier |
| 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 in the Delivery/Completion Schedule, or both, and the Contract shall accordingly be amended. Any claims by the Supplier for adjustment under this Clause must be asserted within twenty-eight (28) days from the date of the Supplier’s receipt of the Purchaser’s change order. | |
| Prices to be charged by the Supplier for any Related Services that might be needed but which were not included in the Contract 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 | |
| Subject to the above, no variation in or modification of the terms of the Contract shall be made except by written amendment signed by the parties. | |
| 34. Extensions of Time | If at any time during performance of the Contract, the Supplier or its subcontractors should encounter conditions impeding timely delivery of the Goods or completion of Related Services pursuant to GCC Clause 13, the Supplier shall promptly notify the Purchaser in writing of the delay, its likely duration, and its cause. 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, in which case the extension shall be ratified by the parties by amendment of the Contract |
| Except in case of Force Majeure, as provided under GCC Clause 32, a delay by the Supplier in the performance of its Delivery and Completion obligations shall render the Supplier liable to the imposition of liquidated damages pursuant to GCC Clause 26, unless an extension of time is agreed upon, pursuant to GCC Sub-Clause 34.1 | |
| 35. Termination | Termination for defaultThe Purchaser, without prejudice to any other remedy for breach of Contract, by written notice of default sent to the Supplier, may terminate the Contract in whole or in part:if the Supplier fails to deliver any or all of the Goods within the period specified in the Contract, or within any extension thereof granted by the Purchaser pursuant to GCC Clause 34;if the Supplier fails to perform any other obligation under the Contract; orif the Supplier, in the judgment of the Purchaser has engaged in Fraud and Corruption, as defined in GCC, in competing for or in executing the ContractIn the event the Purchaser terminates the Contract in whole or in part, pursuant to GCC Clause 35.1(a), the Purchaser may procure, upon such terms and in such manner as it deems appropriate, Goods or Related Services similar to those undelivered or not performed, and the Supplier shall be liable to the Purchaser for any additional costs for such similar Goods or Related Services. However, the Supplier shall continue performance of the Contract to the extent not terminated |
| Termination for Insolvency The Purchaser may at any time terminate the Contract by giving notice to the Supplier if the Supplier becomes bankrupt or otherwise insolvent. In such event, termination will be without compensation to the Supplier, provided that such termination will not prejudice or affect any right of action or remedy that has accrued or will accrue thereafter to the Purchaser | |
| Termination for ConvenienceThe Purchaser, by 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 effectiveThe Goods that are complete and ready for shipment within twenty-eight (28) 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:to have any portion completed and delivered at the Contract terms and prices; and/orto cancel the remainder and pay to the Supplier an agreed amount for partially completed Goods and Related Services and for materials and parts previously procured by the Supplier. | |
| 36. Assignment | Neither the Purchaser nor the Supplier shall assign, in whole or in part, their obligations under this Contract, except with prior written consent of the other party. |
| Notwithstanding any obligation under the Contract to complete all export formalities, any export restrictions attributable to the Purchaser, to the country of the Purchaser, or to the use of the products/goods, systems or services to be supplied, which arise from trade regulations from a country supplying those products/goods, systems or services, and which substantially impede the Supplier from meeting its obligations under the Contract, shall release the Supplier from the obligation to provide deliveries or services, always provided however, that the Supplier can demonstrate to the satisfaction of the Purchaser and of the funding agency that it has completed all formalities in a timely manner, including applying for permits, authorizations and licenses necessary for the export of the products/goods, systems or services under the terms of the Contract. Termination of the Contract on this basis shall be for the Purchaser’s convenience pursuant to Sub-Clause 35.3. |
Special Conditions of Contract (SCC):
| GCC Clause | Specification |
| The purchaser’s country is: Nigeria | |
| The procuring entity is: the Institute of Human Virology Nigeria (IHVN) | |
| The delivery location is: TBLCP Zaye Zaria. | |
| The applicable INCOTERM is: DPP according to INCOTERMS version 2020 | |
| The language is: English | |
| The address for the Supplier is: Company Name: Contact person: Contact person position: Full address: E-mail address: The address for the Purchaser is: Company Name: Institute of Human Virology Nigeria Contact person: Opute Ifeoma Contact person position: Deputy Director SCM/Procurement Full address: IHVN Campus, 6th Floor, Cadastral Zone COO Plot 62, after BAZE University, Off CITEC Road, Abuja-NIGERIA. E-mail address: bids@ihvnigeria.org | |
| Arbitration will be done by two independent experts. Each party will appoint one expert. If the two arbitrators do not come to an agreement, they will appoint a third expert, whose decision will be binding. | |
| Shipping and other documents: Shipping: Detailed list of items, including manufacturer, country of origin and serial numbers when applicableQuality certificate(s) of the manufacturer when applicable (reagents and consumables)Air Waybill/Bill of ladingProof of insurancePacking list | |
| No price adjustments are allowed. | |
| Payments will be as follows: Any contractor that is willing to apply for advance payment shall produce a banker’s guarantee, bank certified cheque or insurance bond prior to request for 50% advance payment from the sum of N2.5m and above. 50 % of the contract price after delivery.100% payment after delivery will be applicable to vendor without advance payment. | |
| Payment will be done within 10 working days after receipt and acceptance of the invoice accompanied by the required documents (delivery notes, letter of request for payment stating account details and TIN number & Invoice). | |
| Subcontracting is not allowed. | |
| Packing, marking and documentation: Packing in line with manufacturer’s packaging standard. Marking: Shipment to be marked as “consigned to: Institute of Human Virology-Nigeria” and any other related information. | |
| Insurance will cover 100 % of the value of the goods. | |
| The applicable INCOTERM is “DDP place of destination (NTBLTC Zaye Zaria)” | |
| Required services are delivery of the goods according to specifications | |
| Required tests: There will be two levels of tests, the first test will check the minimum requirements as stated on the purchase order for the approval of the warehouse team and the second will be the advanced testing procedures by the end users; which shall be done after receipt of commodities by the warehouse team to assess the quality of delivery. This simply means that, any commodity that fails quality test of the end users would be rejected and the vendor would not be paid until a replacement is done. | |
| The warranty period may be different for each of the items depending on the manufacturer. |
| Funding Agency | GF PPM Grant |
| Bid Start Date/ Time | 10/08/2023 8:00 am |
| Bid Deadline Date/ Time | 23/08/2023 10:00 am |
| Communications during the BID Period | A prospective bidder requiring any clarification on technical, contractual or commercial matters may notify IHVN via email at the following address no later than 5working days prior to the closing date for the submission of offers: Email for submissions of all queries: bids@ihvnigeria.org (Use subject: RE-SUPPLY OF DIESEL (AGO) UNDER GF PPM GRANT. The Procurement Team at IHVN will respond in writing (via email only) to any request for clarification of the BID that it receives by the deadline indicated above. A consolidated document of IHVN’s response to all questions (including an explanation of the query but without identifying the source of enquiry) will be sent to all prospective bidders who have acknowledged the BID. There shall be no individual presentation by or meeting with bidders until after the closing date. From the date of issue of this bid to the final selection, contact with IHVN officials concerning the bidding process shall not be permitted, other than through the submission of queries and/or through a possible presentation or meeting called for by IHVN, in accordance with the terms of this bid. |
Annex 1
Detailed Specification/Quantity Required:
| Nos | Description of item | Specification | Location of Dilivery | QTY |
| 1 | Supply of Diesel (AGO) | Density of 850kg/m3 at temperature of 20 degree Celsius and the diesel must be pure, free from impurities, and dark/black colour not acceptable. | NTBLTC Saye Zaria, Kaduna State. | 10,000 LTRs |