Terms of Reference (TOR) for desludging of 75 latrines in Kalkaal, Kaxda district, Mogadishu, Banadir, Somalia

Terms of reference (TOR) for desludging of 75 latrines in Kalkaal, Kaxda district, Mogadishu, Banadir, Somalia

Reference #: WARDI/Desludging/2021/10430

Introduction

WARDI is one of the leading national non-governmental organizations in Somalia with operational presence across six regions in south central. Founded in June 1993 and registered with Federal Government of Somalia, WARDI’s mission is to provide dignified support to people affected by crises to enable them lead a dignified and prosperous life. WARDI has offices in Mogadishu, Beletweyne, Buloburte and Jowhar in South Central as well a liaison office in Nairobi. WARDI specializes in responding to humanitarian emergencies, bridging the gap between crisis and resilience as well as long-term developmental projects with track record in implementing high quality health and nutrition, Food Security and Livelihood, Education, protection and WASH interventions. Our programming has the distinct attributes of applying bottom up approach that puts the communities, local authorities and governments (National and Federal states) we work with at the center of our programmes.

WARDI through funding from GFFO and action medeor has constructed 75 latrines in Kalkaal, Kahda district for the improvement of WASH structures for internally displaced persons. The 75 latrines were built in blocks of five latrines each. With the current support from action medeor, WARDI plans to sludge 75 latrines, each of 3 meters pit deep through a supplier with nature of solid disposal and management.

Objective of the TORs

To desludge 75 latrine pits (barrels) of 3 meters depth each in Kalkaal, Kaxda district, Mogadishu, Somalia

 Scope of the service

• Initial checks before pumping out the septage from the pits
• Visit and Identify the location of pits
• Ensure the cover of the pit is left open for a minimum of one hour each.
• Visually inspect the consistency of sludge and breakdown the solid sludge with water in case it is solid in consistency.
• Pumping out septage from the pits
• Install pipe in the pit connecting with sludge tank
• Ensure health and safety for residents of the area while installing the pipe in the pit for pumping out the sludge
• Check the depth of the pit in meter before pumping out the sludge
• Ensure that deep sludge should be left in the bottom of septic tank as per the industry standard and government norms
• Uninstall the suction pipes from the pit
• Ensure that the pits are properly closed after the desludging using the already provided slab.
• Collect any waste/spillage of the desludging process and ensure the area is left clean.
• Ensure that sludge vehicle is not leaking during the transportation process.

 

Environmental standards

Supplier must comply with all statutory and other legal requirements regarding the environmental impacts of their business and should aim to:

• Safe guard public health against indiscriminate disposal of collected faecal sludge
• Protect the environment during recycle items whenever practicable;
• Adopt effective controls of waste with respect to ground, air and water pollution;
• Adopt emergency plans related to the use and handling of hazardous materials;
• Avoid undue and unnecessary use of materials and use recycled material whenever appropriate;
• Monitor processes and activities as necessary to ensure the conservation of scarce resources;
• Maximize efficient energy usage to minimize harmful emissions.

Content of the offer

• Submission of company profile, registration and Taxes certificates, references of the previous experiences, example of a previous report and financial offer including all relevant costs and taxes. The financial offer has to be based on desludging of 75 pits of latrines, each pit has a volume of 2.10 M³ with a total of 157.5 M³
• Annex I, II, III, IV and V duly completed and signed.
• Annex VI contract template.

Termination clause

WARDI may terminate this agreement without because any time 2 weeks’ notice.

Cost of quotation preparation

The bidder will bear all costs related to the preparation and submission of its application. Under no circumstances will WARDI be responsible for these costs regardless of the progress or outcome of the selection procedure.

Submission of the applications

Interested and eligible supplier with sound capacity and relevant experience in similar services are hereby invited to submit their applications via email to procurement@wardi.org, latest time by 4:00 pm Local Time (EAT) on September 12^th of 2021.

 Modification or withdrawal of offers

Bidder may amend or withdraw their bids by written notification before the deadline for submission of bids indicated in the above, after which date no bids may be amended and any withdrawal of the bid shall result in final non-participation in the bidding process.

Opening of application with the offer

The bids will be opened on September 13^th, 2021, between 10:00-12:00 pm at WARDI Mogadishu Office; the opening of bids shall be carried out by WARDI in the presence of the bidders who wish to attend.

 Acceptance of application

WARDI is not bound to take an immediate decision on the acceptability or unacceptability of the offers at the time of their opening.

Evaluation

1. Preliminary evaluation (mandatory requirements)

The  aim  at  this  stage  is  to  check  that  bids  comply  with  the  requirements of the TOR. Bids that are submitted with missing or incomplete documentation are dismissed before further evaluation.

SN	Requirements	Score	Remarks
1	Company profile	Mandatory
2	Valid permission and licenses required to carry out business activities in Mogadishu	Mandatory
3	Previous work experience not less than 1 year	Mandatory
4	Financial offer including VAT and all other costs that might accrue. The financial offer should be split according to categories of costs.	Mandatory
5	Signed annexes	Mandatory

 Technical Evaluation

The technical proposals will be evaluated against specified criteria below. The total amount of points allocated to the technical proposal is 40 points and only technical proposals which score a minimum of 20 points will be considered further.

Technical and qualitative criteria		Points	Applicants
			A	B	C	D	E
1.	Experience in desludging services	20 (2-4 years= 5 points; 5-7 years = 10 points; 8-10 years = 15 points; more than 10 years= 20 points).
2.	Delivery day	Shortest delivery days/offered delivery number of days (up to 20 points)
Total		40 points

 Financial evaluation;

After the steps above, the remaining valid quotations will be evaluated financially. The offered prices will be weighed in relation to the lowest price and receive the proportional amount of points (lowest price\offered price*60 points).

S/N	Financial criteria	Points	Applicants
			A	B	C	D	E
1.	Financial offer	60
	Total for technical and financial offer	100 points

Notification on awarding of the tenderand signature of the contract

The selected contractor will be informed in writing that it has won the contract. For this purpose, WARDI will send to the company a contract to be signed in two original copies. After 48h, the selected contractor will have to return the contract already signed if it does not find observations. Otherwise, the contractor or company will have to seize WARDI for erratic or omissions or observations. WARDI will not be responsible for an error or omission when the company has already signed the contract. The company will also send WARDI all payment details to facilitate payments.

 Contractual conditions

The format of the contract can be found in Annex VI. It will be personalized and sent to the tenderer with the notification on the award of the contract. The following elements will form part of the contract:

• The complete offer finally accepted.
• The notification on the award of the contract and acceptance by the contracting organization and the tenderer.
• The confirmation of the order by the tenderer.
• The complete TOR.

 Methods of payment

Payments will be made with the initial 10% advance and the contractor shall continue to pre finance for the completion, WARDI shall pay the remaining 50% from the total agreed amount upon the submission progress report with photos and presentation of the invoice; the final 40% will be released upon the work completion and the submission of the final report with photos as well as the invoice. Payments will be made either through bank cheque or bank transfers within 14 days after the presentation of invoices.

 Annexes (see attached herein)

Annex I-Self-declaration statement

Annex II-Contractor’s declaration

Annex III-Ethical standard declaration

Annex IV-Self-declaration for European Union sanction list

Annex V-Anti-corruption declaration

Annex VI: Contract format

Annex-VI-Contract-agreement-format

Annexes-I_II_III_IV_V-of-the-tender-for-desludging-of-75-latrines