ACF Tender Dossier Borehole

(LB-CO-00030)
ACF Call for Tender for Drilling BOREHOLE in TAMNINE and in SAREEN, Bekaa Area 1 / 30
2014

ACF
Mission Lebanon

Coordination Office;
Saadnayel Office- Bekaa;
5/08/2014

Our reference: LB-CO-00030

SUBJECT: INVITATION TO TENDER FOR ESTABLISHING TWO SERVICE
CONTRACTS FOR DRILLING A BOREHOLE in TAMNINE and in SAREEN in Bekaa
Area. For Action Contra La Faim (ACF) as Humanitarian Assistance to the Populations
Affected by Syrian Conflict in Syria and the Neighboring Countries.

Dear Mr. /Ms.

Following your enquiry regarding the publication of the above-mentioned invitation to tender,
please find enclosed the following documents, which constitute the tender dossier.

Any request for clarification must be received by ACF in writing at least 11 days before the
deadline for submission of tenders. ACF will reply to bidders' questions at least 7 days before the
deadline for submission of tenders.

Costs incurred by the bidder in preparing and submitting the tender proposals will not be
reimbursed.

We look forward to receiving your tender at the address specified in the Instructions to Bidders
before 26/08/2014, as stated in the procurement notice.

If you decide not to submit a tender, we would be grateful if you could inform us in writing,
stating the reasons for your decision.

Yours sincerely,

Sokaina Sadek

(LB-CO-00030)

2014

ACF Call for tender for Drilling Borehole in
TAMNINE and in SAREEN, Bekaa Area,
as Humanitarian Assistance to the Populations
Affected by Syrian Conflict in Syria and the
Neighboring Countries.

Publication reference:

LB-CO-00030

5/08/2014

(LB-CO-00030)

2014

TABLE OF CONTENTS

A - INSTRUCTIONS TO BIDDERS ....................................................................................................... 4
1. Preamble ........................................................................................................................................ 4
2. Purpose of the Call for Tenders ................................................................................................. 4
3. Call for Tenders Schedule: .......................................................................................................... 5
4. Questions and Clarifications ....................................................................................................... 5
5. Clarification meeting / site visit ................................................................................................. 6
6. Eligibility ........................................................................................................................................ 6
7. Instructions to submit an Offer ................................................................................................. 6
8. Call for Tender Process ............................................................................................................... 8
9. Period of validity .......................................................................................................................... 8
10. Currency of tenders ................................................................................................................. 8
11. Language of offers and procedure ........................................................................................ 8
12. Alteration or withdrawal of tenders ...................................................................................... 8
13. Costs of preparing tenders ..................................................................................................... 9
14. Opening, evaluation of tenders and selection criteria ........................................................ 9
15. Notification award and contract signature ........................................................................... 9
16. Ownership of tenders............................................................................................................ 10
17. Contract ................................................................................................................................... 10
18. Cancellation of the tender procedure ................................................................................. 10
19. Ethics ....................................................................................................................................... 10
B TECHNICAL and COMMERCIAL SPECIFICATIONS ............................................................ 12
20. Technical description of the Services ................................................................................. 12
20.1 Detailed responsiblities ......................................................................................................... 18
21. Delivery conditions ................................................................................................................ 18
21.1 Disposal / Delivery date (or delivery plan) ........................................................................ 18
21.2 Documentation ...................................................................................................................... 19
22. Quality of the service ............................................................................................................ 19
23. Non conformity of service ................................................................................................... 19
24. Invoicing & Payment ............................................................................................................ 19
Appendix A: .................................................................................................................................................. 22
TECHNICAL SPECIFICATIONS and TECHNICAL OFFER ........................................................ 22
Appendix B: ................................................................................................................................................... 23
Supplier Questionnaire ................................................................................................................................ 23
Appendix C: .................................................................................................................................................. 25
DETAILED PRICING MATRIX ............................................................................................................ 25
Appendix D : BANK CERTIFICATE ..................................................................................................... 26
Appendix E: .................................................................................................................................................. 27
ACFs GOOD BUSINESS REGULATIONS ........................................................................................ 27
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A - INSTRUCTIONS TO BIDDERS

In submitting a tender, the bidder accepts in full and without restriction the special and general
conditions governing this tender as the sole basis of this tendering procedure.
The bidder accepts ACF General Terms and Conditions of Purchase by default, or will include its
own Sales conditions in its offer.
If the bidder wishes to point out restrictions to ACF Purchase Terms and Conditions, such
reservations should be clearly explained in a letter included in the offer.

Failure to submit a tender containing all the required information and documentation within the
deadline specified may lead to the rejection of the tender.

1. Preamble

ACF (ACF) is a non-governmental organization. Private, non-political, non-denominational and
non-profit-making, it was set up in France in 1979 to intervene in countries throughout the world.
ACFs vocation is to save lives by combating hunger, disease, and those crises threatening the lives
of helpless men, women and children.

ACF intervenes in the following situations:

- In natural or man-made crises which threaten food security or result in famine,
- In situations of social / economic breakdown, linked to internal or external
circumstances which place particular groups of people in an extremely vulnerable
position,
- In situations where survival depends on humanitarian aid.

- Action Contre la Faim Liban is an International NGO registered in Lebanon since
2009 in virtue of the Decree of the council of Ministers on 13/05/2009.

- The purpose of the organization is to alleviate the suffering of the most vulnerable by
providing assistance in areas such as Water and Sanitation, Nutrition, Health and
Livelihood. Our activities cover all vulnerable people no matter their origin including
Syrian refugees as well as Lebanese population.

2. Purpose of the Call for Tenders

The purpose of this Call for Tenders is to solicit competitive offers for the following:
1- Drilling and execution of the boreholes In TAMNINE
2- Drilling and execution of the boreholes In SAREEN

The Purpose of this Call for Tender is to sign two service contracts for drilling and execution two
boreholes one in TAMNINE Area, and another One in SAREEN Area.
The Call for tenders aims at selecting reliable suppliers.
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Total requirements mentioned in this Call for Tenders are estimates of ACFs immediate needs
and may vary by more or less ten percent (10%): this estimation can in no case be considered as a
firm order from ACF
The service is divided in two lots. A detailed description of the services required by ACF
International is contained in the technical specifications (see APPENDIX A Technical
specifications).

Lot
#
Lot Name
Unit of
Measure
Required
Quantities
1
Drilling and execution of the boreholes IN TAMNINE

LUMPSUM 1
2
Drilling and execution of the boreholes IN SAREEN

LUMPSUM 1

3. Call for Tenders Schedule:

DATE TIME*
Deadline for request for any clarifications
from ACF
15/08/2014 17:00
Last date on which clarifications are
issued by ACF
19/08/2014 17:00
Deadline for submission of tenders
(receiving date, not sending date)
26/08/2014 17:00
Tender opening session by ACF 26/08/2014 12:00
Notification of award to the successful
tenderer
28/08/2014 17:00
Signature of the contract 29/08/2014 11:00

* All times are in the local time of LEBANON
Please note all dates are provisional dates and ACF reserves the right to modify this schedule.

Please note ACF reserves the right to pre-select some of the received offers, based upon the
criteria listed in article 14 of the present document, to enter into a competitive dialogue with the
shortlisted companies.

4. Questions and Clarifications

If ACF, either on its own initiative or in response to a request from a prospective bidder, provides
additional information on the tender dossier, such information will be communicated
simultaneously in writing to all the bidders.
Bidders may submit questions in writing to the following address, ideally by email, or by post mail,
up to seven (7) calendar days before the deadline for submission of tenders, specifying the
publication reference and the Tender title:

Contact name
Address
E-mail
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Any prospective tenderer seeking to arrange individual meetings with ACF during the tender
period may be excluded from the tender procedure.

5. Clarification meeting / site visit

Site visit will be held on 8
TH
August at 10:00 am in TAMNINE, and 12:00 am in SAREEN Bekaa,
to answer any questions on the tender dossier which have been forwarded in writing or raised
during the field visit. Minutes will be taken during the field visit and these will be communicated -
together with any clarifications in response to written requests which are not addressed during the
field visit - in writing to all the bidders at the latest 7 calendar days before the deadline for
submission of tenders. No further clarification will be provided after this date. All the costs of
attending this meeting will be borne by the bidders.

Visits by individual prospective bidders, other than this field visit, cannot be permitted during the
tender period.

6. Eligibility

Participation in tendering is open on equal terms to any natural and legal persons or company
However, to comply with some of ACFs donors rules, participants must clearly indicate their
companys nationality.

7. Instructions to submit an Offer

7.1 Response Format

The tender shall consist of one original paper copy placed in a sealed non-identifiable envelope,
with the words not to be opened before the tender opening session written in English.

This sealed non-identifiable envelope shall be titled:
Tender Title:
Call for tender for Drilling BOREHOLE in TAMNINE and in SAREEN -Bekaa Area, as
Humanitarian Assistance to the Populations Affected by Syrian Conflict in Syria and the
Neighboring Countries.

Tender Reference: LB-CO-00030.

The tenders shall be sent by registered mail, by private courier service or personal delivery against
receipt to the following address:
Sokaina Sadek
Logistic Manager - ACF Lebanon
Choubassi Build- Near Hamada Shop -Saadnayel main Road Orca-Zahle-Bekaa - Lebanon
E-mail : ssadek@lb.acfspain.org
Mobile: (+961) 70208917

So that it is received no later than 26/08/2014

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An electronic version of the offer (either on a CD / DVD or on a USB key) will be much
appreciated.

Offers should be sent to ssadek@lb.acfspain.org
Within the same deadline as offers submitted in hard (paper) copies.

Whichever format is chosen, offers must be received by ACF no later than the 26/08/2014.
NB: Late proposals will not be accepted, and will be returned to the Proponent or
discarded. Also, all proposals will be irrevocable after the Call for Tenders closing date

7.2 Content of Tenders

The Tenderer must provide sufficient information in the proposal to demonstrate compliance with
the requirements set out in each section of this request for proposal. The proposal shall include, as
a minimum.

Supplier Questionnaire duly completed. This questionnaire should be completed with all
required information such as:

1. Technical Offer completed in details with services that the participant offers to answer
to ACF needs. Maps, Bill of Quantities, and full detail of the methodology and support
documents required to undertake this service. CHECK APPENDIX A.

2. Supplier Questionnaire filled and signed by duly authorized person. CHECK APPENDIX B.

3. Pricing Matrix or detailed Price offer with explanatory notes if necessary,. Note that only
budgets in US Dollar will be accepted. CHECK APPENDIX C.

4. Bank letter Guarantee the Solvency of the supplier. CHECK APPENDIX D

5. The Declaration of compliance and commitment to respect ACF Good Business
Regulations filled and signed by the duly authorized person. CHECK APPENDIX E

6. A detailed activity schedule (timeline) for the proposed works.

7. Two copies: Arabic copy and English copy for Technical Documents.

8. Proof of Company Registration in Lebanon.

9. Provide The VAT number in ministry of finance.

10. An organizational (human resources) chart and CVs of key personnel to be involved in
implementation of the Contract.

11. A brief description of previous same activities conduct by the applicant.

12. A copy of financial statements for last two years (balance sheet and income statement).
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2014

13. The details of the names, address and contact telephone of three (3) clients for whom the
same type of services were provided in various and disperse geographic locations. ACF
reserves the right to contact these references, without notifying the Tenderer.

Failure to provide all of the above and in the formats stipulated may result in
disqualification of the Tenderers proposal.

8. Call for Tender Process

ACF reserves the right to negotiate, accept or reject any or all proposals and quotations at its sole
discretion and to pursue or act further on any responses it considers advantageous. ACF does not
bind itself to accept the lowest prices or any proposal. All proposals will be irrevocable after the
Call for Tenders closing date.
ACF reserves the right to select a shortlist of pre-selected suppliers, based on the criteria
announced in paragraph 14 of the present document. Further discussions and competitive
dialogue may then be conducted with the pre-selected suppliers.

9. Period of validity

Suppliers shall be bound by their tenders for a period of thirty (30) days minimum from the
deadline for submission of tenders.
However, the Prices and conditions defined in the contract signed with the selected supplier will
be valid for six (6) months after contract signature.

10. Currency of tenders

Tenders must be presented in USD, VAT included.

11. Language of offers and procedure

The offers, all correspondence and documents related to the tender exchanged by the bidder and
ACF must be written in two copy English/ Arabic.

Supporting documents and printed literature that the bidder provides may be in another language,
provided they are accompanied by an accurate translation into English

For the purposes of interpretation of the tender, the version English will prevail.

12. Alteration or withdrawal of tenders

Bidders may alter or withdraw their tenders by written notification prior to the deadline for
submission of tenders referred to in Article 3. No tender may be altered after this deadline.
Withdrawals must be unconditional and will end all participation in the tender procedure.

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13. Costs of preparing tenders

All costs incurred by the bidder in preparing and submitting the tender are not reimbursable. All
such costs will be borne by the bidder.

14. Opening, evaluation of tenders and selection criteria

The opening and examination of tenders is for the purpose of checking whether the tenders are
complete and whether the tenders are generally in order.

The subsequent evaluation of the tenders shall be carried out in Saadnayel ACF Office by an
Evaluation Committee made up of representatives of ACF.

The contract will be awarded to the technically and administratively compliant tender that is the
most economically advantageous, taking into account the quality of the services offered and the
price of the tender.

Tenders will be evaluated on the criteria listed below:
Ability to meet the requirements of the Call for tenders
Compliance with ACF terms and conditions
Total price/cost submission
Demonstrable ability to perform all functions related to the scope within the time
specified
Bidders references
Bidders service offering
Bidders ability to provide pro-active logistics solutions
Value added servicesetc]

In the interests of transparency and equal treatment and without being able to modify their
tenders, bidders may be required, at the sole written request of the evaluation committee, to
provide clarifications within 48 hours. Any such request for clarification must not seek the
correction of formal errors or of major restrictions affecting performance of the contract or
distorting competition.

Any attempt by a bidder to influence the evaluation committee in the process of examination,
clarification, evaluation and comparison of tenders, to obtain information on how the procedure is
progressing or to influence ACF in its decision concerning the award of the contract will result in
the immediate rejection of his tender. No liability can be accepted for late delivery of tenders. Late
tenders will be rejected and will not be evaluated.

15. Notification award and contract signature

The successful bidder will be informed in writing that its tender has been accepted (notification of
award). ACF will send the signed purchase documents in two original copies to the successful
bidder.

Within one week following the reception, the successful tenderer will sign, date and send back the
contract. The successful tenderer will have to communicate the number and exact references of
the bank account where the payments will be executed.
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If the successful tenderer fails to sign and send back the contract within one week, ACF can
consider after notification the award as null and void.

The unsuccessful tenderer will be informed by Phone call shortly after the award.

16. Ownership of tenders

ACF retains ownership of all tenders received under this tender procedure. Consequently, bidders
have no right to have their tenders returned to them.

17. Contract

The contract that will be concluded between the successful tenderer and ACF is done according to
ACF standard service contract

The contract will be based by order of preference on the following elements:
- Terms and requirements as defined in the present Tender dossier
- ACF Terms and Conditions attached in Appendix E for additional elements not
covered in the Tender Dossier
- The selected suppliers offer
- Specific conditions that differ from the above, offered by the supplier and explicitly
accepted by ACF

18. Cancellation of the tender procedure

In the event of a tender procedure's cancellation, bidders will be notified by ACF.
If the tender procedure is cancelled before the outer envelope of any tender has been opened, the
sealed envelopes will be returned, unopened, to the tenderers.

Cancellation may occur where:

1. The tender procedure has been unsuccessful, namely where no qualitatively or financially
worthwhile tender has been received or there has been no response at all;
2. The economic or technical parameters of the project have been fundamentally altered;
3. Exceptional circumstances or force majeure render normal performance of the project
impossible;
4. All technically compliant tenders exceed the financial resources available;
5. There have been irregularities in the procedure, in particular where these have prevented
fair competition.

Under no circumstances will ACF be liable for damages, whatever their nature (in
particular damages for loss of profits) or relation with the cancellation of a tender, even if
ACF has been warned of the possibility of damages.

The publication of a procurement notice does not commit ACF to implement the
announced programme or project.

19. Ethics

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ACF pays very careful attention to working with companies that commit to respect basic Ethics
Rules.
The tenderers have to read and understand the Good Business Regulations as defined by ACF and
introduced in the Appendix E of this tender dossier. The tenderers will have to fill and sign the
Appendix E Declaration of compliance & commitment to respect ACF Good Business Regulations.

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B TECHNICAL and COMMERCIAL
SPECIFICATIONS

20. Technical description of the Services

The subject of the call for tender is for drilling and execution of the boreholes IN Tamnin Al
Tahta, and drilling and execution of the boreholes in SAREEN through the provision of materials and
associated construction works.
The works are specified in the required documents of the present tender dossier. (APPENDIX
A,B,C,D,E).

The estimated description of the work in details as following:

ACF Estimation Bill of Quantities TAMNINE (Phase 1)

Code Specifications Unit
Quantit
y
Unit
Price
(US$)
Total
Price
(US $)
1
General overview of the Well: A proposal of drilling
a new Well for the Bekaa town of Temnine in Plot No.
__________ with a depth of 350 meters, in two
phases, the first with the depth of 250 meters and the
second with the remaining depth. It is expected to
obtain a quantity of water amounting to around 70
cubic meters per hour and the Supervisor must,
during the work process, be informed of all phases,
particularly, the process of excavation.

1.1
Study of the Well site - the submittal of the study with
the submittal of a final report
Set 1

1.2
Preparation and readiness of the Site for the
installation of the equipment necessary for work
Set 1

1.3
The supply of the necessary water for excavation and
its requirements.
Set 1

1.4
The transportation of the required tools and
equipment necessary for the excavation
Set 1

1.5
Drilling a rotary head, with a diameter of 17.5 inches
from the Well surface up the depth of 250 meters
Meter 250

1.6
Drilling with a rotary head, with a diameter of 14.75
inches from 250 meter depth to 350 meter depth
Meter 100

1.7
Supply and coverage of the Well with liners, with a
diameter of 15 inches of black iron, with a thickness
of 5 mm to be well welded with each other, with all
accessories and their requirements for the
completion of the work
Meter 250

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1.8
The equipment and coverage of the Well with liners
with a diameter of 12.5 inches of metal iron, with a
thickness of 5 mm, to be well welded with each other,
with a narrow opening, at a percentage of 4% to the
last 50 meters, with all accessories and their needs
for the completion of the work
Meter 350

1.9
The operation of the Well for a period of 72 hours
and the pumping of water in the tank with the control
of water and verification of its quantity, with the
preparation and submittal of a written report whereby
the quantity of water is clearly determined, being
distributed to the counters with taking the
measurement of the high and low levels of water
inside the Well during the test, with the supply of all
what is necessary from electricity, sensors, etc. to
turn on the pump and protect it during the period of
operation
Set 1

1.10
Maintenance and Warranty of Works:
The Well should be maintained and warranted for a
period of two years, free of charge, as from the date
of takeover of the Well, including:

a) Warranty and maintenance of the liners from
wearing out or damage, with their change
b) Warranty of the Well against the falling down of its
walls, with its drilling again
1.11
The carrying out of bacterial, chemical and physical
tests
Set 1

Total works of the first phase

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ACF Bill of Quantities ESTIMATION TEMNINE (Phase 2)

Code Specifications Unit Quantity
Unit
Price
(US$)
Total
Price
(US $)
2.1
Supply and installation of pipes: The supply and
installation of rotary pipes of black iron with a diameter
of 4 inches with all accessories and their needs for the
completion of work
Meter 340

2.2
Supply and installation of the pump: The supply and
installation of a submerged pump with all its equipment
and supplies for pumping water from the Well to the
main tank on the average of 70 cubic meters per hour,
with vertical water pressure of 384 meters and cast iron
pump impellers of jet type, with 125 horse power.
Set 1

2.3
Set of valves: The supply and installation of a set of
valves and accessories at the Well outlet composed of
a valve, counter, drain valve, filling valve, buffering,
pressure meters and the like for the best completion of
work.
Set 1

2.4
Supply and installation of electrical cables with the
control:

2.4.1
The installation of a three wire electrical cable
(PVC/XLPESINGLE), single core and unarmored,
fastened with synthetic ties to every pipe when brought
down the Well, with all accessories and what is
necessary for the completion of work. (Their supply
depends on the specifications of the pump)
Meter 365

2.4.2
Supply and installation of an electrode cable with four
sensors with all their needs
Set 1

2.5
Supply & installation of operational board and the
control cables of the pump: The supply and
installation of an automatic electrical board to control
the operation of the pump inside the Well automatically,
with the installation of protectors in case the Well runs
dry or the tank was full. The installation includes the
mounting of the main board in addition to the complete
control cables for the floats to make sure there is water
in the Well and that the tank is filled up with water, in
addition to all accessories and necessary equipment
and what is necessary for the good completion of the
work.
Set 1

2.6
The Maintenance and Warranty of Works:
The works should be maintained and warranted for a
period of two years, free of charge, as from the date of
takeover of the Well including what follows:

a) Verification and warranty of the first phase with what
it includes as items
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b) Warranty and maintenance of the pipes from wearing
out or damage, with their change
Total of Phase 2

Total Phase 1 & 2

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ACF Bill of Quantities ESTIMATION SAREEN (Phase 1)

Unit
Price
(US $)
Total
Price
(US$)
1
General overview of the well: A proposal of drilling a
new Well for the Bekaa town of Sareen in Plot No.
___1882_______ with a depth of 350 meters, in two
phases, the first with the depth of 250 meters and the
second with the remaining depth. It is expected to obtain
a quantity of water amounting to around 25 cubic meters
per hour and the Supervisor must, during the work
process, be informed of all phases, particularly, the
process of excavation.

1.1
Study of the Well site - the submittal of the study with
the submittal of a final report
Set 1
1.2
Preparation and readiness of the Site for the installation
of the equipment necessary for work
Set 1
1.3
The supply of the necessary water for excavation and its
requirements.
Set 1
1.4
The transportation of the required tools and equipment
necessary for the excavation
Set 1
1.5
Drilling a rotary head, with a diameter of 17.5 inches
from the Well surface up the depth of 25 meters
Meter 25
1.6
Drilling with a rotary head, with a diameter of 12.5
inches from 25 meter depth to 350 meter depth
Meter 325
1.7
Supply and coverage of the Well with liners, with a
diameter of 15 inches of black iron, with a thickness of 5
mm to be well welded with each other, with all
accessories and their requirements for the completion of
the work
Meter 25
1.8
The equipment and coverage of the Well with liners with
a diameter of 10 inches of metal iron, with a thickness of
5 mm, to be well welded with each other, with a narrow
opening, at a percentage of 4% to the last 50 meters,
with all accessories and their needs for the completion
of the work
Meter 350
1.9
The operation of the Well for a period of 72 hours and
the pumping of water in the tank with the control of water
and verification of its quantity, with the preparation and
submittal of a written report whereby the quantity of
water is clearly determined, being distributed to the
counters with taking the measurement of the high and
low levels of water inside the Well during the test, with
the supply of all what is necessary from electricity,
sensors, etc. to turn on the pump and protect it during
the period of operation
Set 1

1.10
Maintenance and Warranty of Works:
The Well should be maintained and warranted for a
period of two years, free of charge, as from the date of
takeover of the Well, including what follows:
a) Warranty and maintenance of the liners from wearing
out or damage, with their change
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b) Warranty of the Well against the falling down of its
walls, with its drilling again
1.11
The carrying out of bacterial, chemical and physical
tests
Set 1
Total works of the first phase

ACF Bill of Quantities ESTIMATION SAREEN (Phase 2)

Unit
Price
(US$)
Total
Price
(US $)
2.1
Supply and installation of the pipes: The
supply and installation of rotary pipes of black
iron with a diameter of 3 inches with all
accessories and their needs for the completion
of work
Meter 340

2.2
Supply and installation of the pump: The
supply and installation of a submerged pump
with all its equipment and supplies for pumping
water from the Well to the main tank on the
average of 25 cubic meters per hour, with
vertical water pressure of 384 meters and cast
iron pump impellers of jet type, with 100 horse
power.
Set 1

2.3
Set of Valves: The supply and installation of a
set of valves and accessories at the Well outlet
composed of a valve, counter, drain valve, filling
valve, buffering, pressure meters and the like for
the best completion of work.
Set 1

2.4
Supply and installation of electrical cables
with the control:

2.4.1
The installation of a three wire electrical cable
(PVC/XLPESINGLE), single core and
unarmored, fastened with synthetic ties to every
pipe when brought down the Well, with all
accessories and what is necessary for the
completion of work. (Their supply depends on
the specifications of the pump)
Meter 365

2.4.2
Supply and installation of an electrode cable
with four sensors with all their needs
Set 1

2.5
Supply and installation of the operational
board and control cables of the pump: The
supply and installation of an automatic electrical
board to control the operation of the pump inside
the Well automatically, with the installation of
protectors in case the Well runs dry or the tank
was full. The installation includes the mounting
of the main board in addition to the complete
control cables for the floats to make sure there is
water in the Well and that the tank is filled up
with water, in addition to all accessories and
necessary equipment and what is necessary for
the good completion of the work.
Set 1

2.6 The Maintenance and Warranty of Works:
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The works should be maintained and warranted
for a period of two years, free of charge, as from
the date of takeover of the Well including what
follows:

Verification and warranty of the first phase with
what it includes as items
Warranty and maintenance of the pipes from
wearing out or damage, with their change
Total of Phase 2

Total

20.1 Detailed responsibilities

- ACF has the right to have field visit to monitor the progress of the work.
- ACF has the right to terminate the contract with supplier, in case the work of the supplier
doesn't respect any point of the Agreement.

21. Delivery conditions

21.1 Disposal / Delivery date (or delivery plan)
The Time for Completion of the Works shall be after Two MONTHS from 29/08/2014 until
29/10/2014.

The construction work shall be implemented during ACF-L working hours meaning from
8.30am to 5 pm, from Monday to Friday, unless other time-schedule is previously agreed by
ACF-L.

The Contractor shall complete the whole of the Works within the Time of Duration of the
Works including:

a) Achieving the passing of the tests on completion , and
b) Completing all work which is stated in the contract as being required for the Works.

If the Contractor fails to comply with the Time for Completion of the Works, the Contractor
shall be subject to pay delay damages to ACF-L for this default. These delay damages shall
be the sum 0.2% of the total amount of the contract, which shall be paid every day which shall
elapse between the relevant Time of Completion and the date stated in the Taking-Over
Certificate.

The Contractor shall be entitled to an Extension of the Time of Completion if the work needs
to be delayed by any of the following causes:

a) A variation or any substantial change in the quantity of an item of Work included in the
contract.
b) Exceptionally adverse climatic conditions
(LB-CO-00030)

2014

c) Unforeseeable shortage in the availability of personnel or goods caused by epidemic or
government actions
d) Any delay, impediment or prevention attributable to ACF-L.

If the Contractor considers himself to be entitled to an extension of the time of Completion,
the Contractor shall give notice to ACF-L Head of Project who, after careful revision, may or
may not provide the requested extension of time.

21.2 Documentation

Upon completion of the works, the Contractor has to handover the following documents to
Action Contre la Faim:
- 3 original invoices upon submission of the completion certificate
- Completion certificate signed by the client (Action Contre la Faim) and the contractor
and the community/Water Point Committee upon completion of the drilling works
- Geophysical reports Upon completion of the surveys of each district
- Logging Sheets, Capacity Testing & Drilling Reports upon completion of each site
- Regular Report each two weeks.
- Final Drilling Report for each district Upon completion of all the drilling works in
each district

22. Quality of the service

22.1 Work Guarantee

Retention money: ACF-L will deduct a 10% of each payment certificate as a guarantee of
good execution of the Works until the Performance Certificate has been issued.

23. Non conformity of service

In case of deficiency of Contractor to abide with the specifications and measurements
mentioned in the Bill of Quantities, the Works Supervisor assigned by ACF-L will submit a
report indicating the dissimilarities in specification and work will be stopped by ACF-L to
enforce the Contractor to revise his work.

24. Invoicing & Payment

24.1 Invoicing

(LB-CO-00030)

2014

Payments will occur after acceptance of the service by ACF representative and upon the receiving
of two original invoices issued by the supplier.

Invoices will be issued by the selected supplier upon advance agreement:

1. 30% of the total order amount invoiced at order for down payment.

2. 30% of the total order amount invoiced when,
ACF receive & accept the first & second regular reports.

3. 40% of the total order amount invoiced when,
ACF receive and accept the final report.

24.2 Payment

All payments will be exclusively made by bank wire transfer on behalf of the supplier, on his/her
bank account No:

Bank (name, address, and country):

And IBAN reference.

The currency of payment is USD.

Partial payments will occur after the agreed partial deliveries, according to the delivery plan Article
see 24.1

In order to claim payments, the supplier must provide ACF with the following documents for
each payment
- Receive 3 original invoices upon submission of the completion certificate
- Completion certificate signed by the client (Action Contre la Faim) and the contractor
and the community/Water Point Committee upon completion of the drilling works
- Geophysical reports Upon completion of the surveys of each district
- Logging Sheets, Capacity Testing & Drilling Reports upon completion of each site
- Regular Report each two weeks.
- Final Drilling Report for each district Upon completion of all the drilling works in
each district

(LB-CO-00030)

2014

Appendixes

Appendix A: Technical Specifications

Appendix B: Supplier Questionnaire

Appendix C: Detailed Pricing Matrix

Appendix D: Bank Certificate

Appendix E: ACFs Good Business Regulations

(LB-CO-00030)

2014

Appendi x A:
TECHNICAL SPECIFICATIONS and
TECHNICAL OFFER

Drilling and execution of the boreholes in Tamnine Al Tahta
(Including the following items):

FIND IN ATTACHED Geological and Geo-Hydrological studies of the borehole
as well as the specifications needed.
+Gantt Chart Tamnine

Drilling and execution of the boreholes in SAREEN
(Including the following items):

FIND IN ATTACHED Geological and Geo-Hydrological studies of the borehole
as well as the specifications needed in SAREEN.
+Gantt Chart SAREEN.

(LB-CO-00030)

2014

Appendi x B:
Suppl i er Quest i onnai r e

Company Name:
Publication reference: LB-CO-0030

Company Name:
Company Address:
Contact Name:
Contact Position / title:
Contact Details (Phone / Email):

Company Information:
1
Is your company registered in LEBANON ?
Please provide a copy of Registration.

2 When was it registered ?
3 Is your company part of an international company?
4 Do you have other offices / plants in the country ? Where ?
5 How many employees work for your company in-country ?
Financial Information:
6 What is your yearly income in Pushover the last 3 years:
Last Year (2013):
Previous Year (2012):
Previous Year (2011):
7 Can you provide audited Financial accounts upon request ?
8
Please provide a certificate of solvency issued by your Bank on
the bank Letterhead (see template in Appendix)

Customer References:
9
Have you worked in the past with ACF (detail year and activity)
?

10
Please provide names and contacts of 3 customers
(Humanitarian NGOs) to whom you have recently provided
the same kind of products / services

11
Please provide names and contacts of 3 customers (public or
private companies) to whom you have recently provided the
same kind of products / services

Technical Capacity:
12 What is your core activity ?
13 What other products / services do you offer ?
14 How many machines / equipment do you own ?
15 Briefly present a similar service that you have recently provided
(LB-CO-00030)

2014

to another customer
16 How many specialist ENGINEES do you have in your team?
17 How long does it take in average to perform BOREHOLE?
18
Can you commit on a deadline for delivery (with penalties in
case of delay) ?

Warranty & Maintenance:
19 What warranty can you offer on your services?
Documentation:
27 Can you provide a detailed Bill of delivery for each delivery?
28 Can you provide a certificate of origin for each delivery?
29 Can you provide a certificate of conformity / of Quality?
Financial Conditions:
30 What is the validity of your offer? (minimum 60 days):
31
If you get awarded the Contract, will you offer fixed prices
for 6 months?

32
If not, what is the maximum price variation you can commit
on (no more than 5% price increase, for instance) ?

33 In which currency do you invoice your customers?
34 When do you issue the invoice?
35 When do you expect payment?

(LB-CO-00030)

2014

Appendi x C:
DETAILED PRICING MATRIX

Example:

Lot # 1 TAMNINE:

Description of
article
Quantity Unit of Measure Currency Unit Price Total Price

Total price for Lot # 1:

Validity of this offer (minimum 60 days):

Commitment to offer fixed prices for 6 months if
contract is awarded to your company?

Payment Conditions:

Is VAT Included?

Lot # 2 SAREEN:

Description of
article
Quantity Unit of Measure Currency Unit Price Total Price

Total price for Lot # 2:

Validity of this offer (minimum 60 days):

Commitment to offer fixed prices for 6 months if
contract is awarded to your company ?

Payment Conditions:

Is VAT Included?

(LB-CO-00030)

2014

Appendi x D : BANK CERTIFICATE

Document to be copied by the BANK on its own Letterhead paper.

SOLVENCY CERTIFICATE

I undersigned (name).

Acting in my quality of (position in bank)..

On behalf of Bank (bank Name)..

Having its registered address (bank address)

And fully authorized to represent it,

Hereby certify that (Company name)

Having its registered office in (Company address)

And legally represented by (Company rep).

Owns a company bank account in our bank agency.

I also certify that this company is solvent, that the company has not filed for
bankruptcy and is not in a process of receivership or liquidation.
(LB-CO-00030)

Page 27 / 30
Appendi x E:
ACF s GOOD BUSINESS REGULATIONS

These Good Business Regulations are the ground for a professional working relationship
between ACF and the suppliers.

They are general regulations valid unless others particular conditions are mentioned in
the contract. In case of conflicting terms within documents, the conditions of the
contract or tender dossier will prevail on these Good Business Regulations.

I. Principles of the procurement procedures

ACF has transparent procedures to award markets. Essential principles are
Transparency in the procurement process
Proportionality between the procedures followed for awarding contracts and the value of the
markets
Equal treatment of potential suppliers

Usual criteria to select a supplier are:
- Authorization to perform the market
- Financial and economic capacities
- Technical expertise
- Professional capacities

Usual criteria to award markets are:
- Automatic award (the cheapest offer complying with all requirements)
- Best value for money (price/quality ratio)

II. Misbehavior, ineligibility and exclusion

ACF considers the following misbehavior as a valid ground for a systematic exclusion of
an awarding market procedure and for the termination of all working relationship and
contracts:

- Fraud defined as any intentional act or omission relating to:
The use or presentation of false, incorrect or incomplete statements or documents,
which has as its effect the misappropriation or wrongful retention of ACF or
institutional donors funds
Non-disclosure of information, with the same effect
The misapplication of such funds for purposes other than those for which they were
originally granted
- Active corruption: to deliberately promise or give an advantage to an official for him/her to
act or refrain from acting in accordance with his duty in a way which damages or is likely to
damage ACF or institutional donors financial interests
- Collusion: the co-ordination of firms competitive behavior, with the likely result that prices
rise, output is restricted and the profits of the colluding companies are higher than they
would otherwise be. Collusive behavior does not always rely on the existence of explicit
agreements between firms, but can also be tacit.
(LB-CO-00030)

Page 28 / 30
- Coercive practice: 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.
- Bribery: to offer ACF employees monetary or in kind gifts in order to gain additional
markets or to continue a contract
- Involvement in a criminal organization or any other illegal activity established by a
judgment, by the US Government, the European Union, the United Nations or any other
donor funding ACF.
- Immoral Human Resources practices: exploitation of child labor and the non-respect of
basic social rights and working conditions of employees or subcontractors

ACF will exclude from a procurement procedure any candidate or tenderer falling into
one of the following cases:

- To be bankrupt or to be wound up, to have affairs administered by the courts, to have enter
into an arrangement with creditors, to have suspended business activities, to be the subject of
proceedings concerning those matters, or are in any analogous situation arising from a similar
procedure provided for in national legislation or regulations
- To have been convicted of an offence concerning professional conduct by a judgment that
has the force of res judicata
- To have been guilty of grave professional misconduct proven by any means that ACF can
justify
- To have not fulfilled obligations relating to the payment of social security contributions or
the payment of taxes in accordance with the legal provisions of the country in which they
are established or with those of the country where ACF mission is operating or those of the
country where the contract is to be performed
- They have been the subject of a judgment that has the force of res judicata for fraud,
corruption, involvement in a criminal organization or any other illegal activity detrimental to
the Communities' financial interests
- To have been declared to be in serious breach of contract for failure to comply with their
contractual obligations in another previous procurement procedure

ACF will not award contracts to candidates or tenderers who, during the procurement
procedure:
- Are subject to a conflict of interest
- Are guilty of misrepresentation in supplying the information required ACF as a
condition of participation in the contract procedure or fail to supply this information

III. Administrative and financial sanctions

In the event a supplier, candidate or tenderer is engaged in corrupt, fraudulent, collusive or
coercive practices ACF will impose:

- Administrative sanctions:
Administrative sanctions are the official notification of the misconduct to the relevant civil or
commercial authorities and the immediate termination of all existing working relationships.

- Financial sanctions:
ACF will request the reimbursement of the cost linked directly and directly to the conduct of a
new tendering process or market award. If any, the tender or performance guarantee will be kept
by ACF.

(LB-CO-00030)

Page 29 / 30
IV. Information of and access for the Donors

ACF will inform immediately the Institutional Donors and will provide all the relevant
information in the event a supplier, candidate or tenderer is engaged in corrupt, fraudulent,
collusive or coercive practices.
Furthermore, the contractors agree to guarantee a right of access to their financial and accounting
documents to the representatives of ACFs institutional donors for the purposes of checks and
audits.

V. Documents to be a supplier

Hereafter is the minimal documentation a contractor working with ACF will have to provide:
- Personnel national ID document of the supplier/company representative
- Status and registration of the company
- Mission order or power of attorney authorizing the representative to contact
Important note: Additional documentation may be required for a particular market.

In addition the contractor must have the capacity to issue invoices, receipts and waybills (or
delivery notes), to provide a tax clearance certificate and certify documents with an official stamp.

VI. Anti-Corruption Policy

If you believe that the action of anyone (or a group of people) working or volunteering for ACF
programs is responsible for violating the above rules, you should file a report through the
Whistle-blower Email Hotline.
In order to enable the treatment, reports should give as precise information as possible; your
name and contact are optional but encouraged. All reports are treated confidentially to the extent
permissible by law. ACF will use all reasonable efforts to preserve the confidentiality of the
whistle-blower and to protect whistle-blowers against any possible retaliation.
Reports are to be sent as follows: cd@lb.acfspain.org

TO BE FILLED OUT BY THE BIDDER:
I, undersigned representative name. representative of company name
certified that I have read and understood these regulations.
(LB-CO-00030)

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