Tender and Application Documents – Goods and Services
Location: MERCY CORPS UGANDA, KITGUM OFFICE
Name of Tender: RURAL ROAD CONSTRUCTION, UGANDA, DRAINAGE
Tender No.: KIT/3029/RAIN/2014
Date: 3/20/2014
ELEMENT – VENTED DRIFT
Acct. Code: 8400
Sub Code: UG03
Cost Center: 32045
Contents - Tender and Application Package
Part I, Tender
1. Summary of Tender
2. Terms, General Information, and Instructions to Applicants
3. Project-Specific Documents and Details
3.1a Materials and Equipment
Specifications, Specific Conditions, and Delivery Schedule
3.1b Services
Statement of Work
3.2 General Terms of Payment, Cost and Supply of Materials, Equipment,
Accessories, and/or Services
3.3 Specific Payment Terms and Penalties
3.4 Warranties
3.5 Termination of Contract
Part II, Application
4. Applicant Submission Forms and Declarations
4.1 Notes to Applicants Concerning Submission Forms and Formats
4.2 Applicant Qualifications Summary
4.3 Declaration of Eligibility
4.4 Application Form and Quotation
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Part I, Tender
1. Summary of Tender and General Information
1.1 Name of Tender
Rural Road Construction, Uganda, Drainage Element (Vented Drifts), with 100M road
section on both side of the vented drift.
1.2 Location/Field Office
Mercy Corps Uganda – Kitgum Office
1.3 Subject/Description
Mercy Corps is soliciting bids for:
Eligible companies to construct a Vented drift with 100M Road sections on both sides of
the drift.
Detailed Drawings, and Bill of Quantity as attached in Annexes I and II
1.4 Submission of Application
The email address for submission of applications is:
ltender@ug.mercycorps.org
Tender documents with details on the condition of works and specifications should be
picked on Mercy Corps Website link below
(www.mercycorps.org/tenders)
From: 25 March 2014 to 9th April 2014 between the hours of 09.00 to 16:30hrs.
Any submission after this dates and time will not be considered.
NOTE: Deadline has been extended to April 22, 2014.
Submission: Bid Offers should be completed and submitted sent by email to
ltender@ug.mercycorps.org by 22 April 2014
1.5 Summary Text of Announcement (for posting on Mercy Corps Website)
Tender Requested by:
Mercy Corps Uganda – Kitgum Office
Mercy Corps invites eligible applicants to submit sealed bids for the below project.
Tender Reference: KIT/3029/RAIN/2014
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Project: Rural Road Construction, Uganda, Drainage Element (Vented Drifts)
Subject of Tender:
Construction of a vented drift, with 100 m road sections on both sides of the drift. This
work will take place in Palabek Kal subcounty -Lamwo district.
Precondition of award:
Contractors are expected to carry out a site visit, and to familiarize themselves with the
area before tendering. A Site Visit form is posted, as Annex III of this document, and
should be submitted, along with Applicant’s tender.
1.6 Funding Source
USDA
1.7 Language
The language for this Tender, application instructions, and associated responses, is:
English
1.8 Questions
Specific questions about this tender may be submitted to Mercy Corps at:
ltender@ug,mercycorps.org
Questions submitted to Mercy Corps, and their answers, will be posted on the Mercy
Corps Website (www.mercycorps.org/tenders).
1.9 Application Deadlines
Applications must be submitted on or before: April 22 2014 -Note extension of date
at (time): 16:30 Hrs
Applications received after this time will not be considered.
1.10 Application Review
Applications will be opened and inspected by Mercy Corps.
at: Mercy Corps Kampala Office
on: 23 April 2014 at 10:30 Hrs
1.11 Decision and Selection
Mercy Corps will select and notify the winning applicant within seven (7) days of the
close of the application period. Notification will be made by email and/or by post.
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Mercy Corps will also notify those vendors who submitted applications but were not
selected. Notification will be made by email and/or by post within seven (7) days of the
close of the application period.
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2. Terms, General Information, and Instructions to Applicants
2.1 Scope
Mercy Corps invites tenders for the equipment, materials, and/or services described and
summarized in these documents, and in accordance with procedures, conditions, and
contract terms presented herein. Mercy Corps reserves the right to vary the quantity of
work/materials specified in these documents without any changes in unit price or other
terms and conditions and to accept or reject any, all, or part of submitted offers.
2.2 Minimum Qualifying Criteria
Minimum criteria for applicants to the Tender include, but are not limited to, all the
following:
 Certificate of (business) Registration,
 Adequate equipment and workshops,
 Sufficient trained managers and workers,
 Good track-record and references from previous clients,
 Legal bank account (for payments made in bank checks or through bank transfers)
Proof of all the above must be provided to Mercy Corps on request.
2.3 Additional Criteria
 All applications shall be made in accordance with these instructions, and all
documents requested should be furnished, including technical specifications,
drawings, bill of quantities, and/or delivery schedule, and payment terms. If any
requested document is not furnished, a reason should be given for its omission,
 All Applicants will receive identical documents. No applicant should add, omit, or
change any item, term or condition on original papers,
 If Applicants have any additional requests and conditions, these shall be stipulated
in a separate letter accompanying their application,
 Each applicant may make one application only,
 Each application shall be valid for the period of sixty (60) days for its date of
submission,
 Applications shall be made in writing, with prices in Ugandan Shillings only,
 All prices must include all taxes, compulsory payments, levies and duties,
including VAT, if applicable,
 Applicants shall attach a detailed schedule for supply and delivery of materials.
2.4 Performance Standards and Payment Controls
All material, and/or equipment must be produced and supplied in accordance with all
relevant and applicable rules, regulations, and statutes.
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Payments will be made only if the contracted material and/or services meet these
standards, and are delivered and completed properly and on time, as approved by Mercy
Corps. Specific payment terms are described, below.
2.5 Currency
Payments will be made in: Uganda Shilling.
2.6 Tender and Application Documents
All application-related forms and documents are included in Part II of this document. (see
Pages 12-16).
2.7 Eligibility of Applicants
Applicants may not apply, and will be rejected as ineligible, if they:
 Are not registered companies,
 Are bankrupt or in the process of going bankrupt,
 Were convicted of illegal/corrupt activities, and/or unprofessional conduct,
 Have been guilty of grave professional misconduct (proven by any means which
the contracting authorities can justify),
 Have not fulfilled obligations related to payment of social security and taxes.
 Are guilty of serious misinterpretation in supplying information,
 Are in situations of conflict or potential conflict of interest with Mercy Corps,
 Were declared at serious fault of implementation owing to a breach of their
contractual obligations,
 Are on any list of sanctioned parties issued by the United States Government.
2.8 Application Delivery
 All applications will be delivered in the specified format to Mercy Corps, as
attachments to email, and to the address and by the date stated herein,
 All documents will be clearly marked with the name of the Tender to which it
corresponds,
 The documents will be marked with the name of the applicant, and the correct
return address, and will be signed where indicated,
 Applications delivered after the specified time will not be accepted.
2.9 Application Opening
Applications will be opened only by Mercy Corps, at the address and on the date
specified herein. The applicant’s name, the total amount of the application, and any
discounts and such other information that Mercy Corps may consider appropriate will be
announced and registered in the procedural minutes.
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2.10 Application Evaluation
Mercy Corps will examine all applications to ensure that they contain no amendment to
the terms or any other irregularities and/or errors. To assist in the examination and
selection process, Mercy Corps may, at its discretion, assemble and establish a Review
Committee, which may include representatives of other entities.
2.10.a Technical Evaluation: The applications will first be evaluated on technical
merits. The technical evaluation assesses the capacity of the application, based on its
submitted technical documents, specifications, performance history, and references
submitted. For this purpose, certificates and additional references may be requested and
subsequently examined.
2.10.b Financial/Cost Evaluation: The financial/cost evaluation is based on the cost
of products and services presented in the application. The evaluation is intended to
assess and confirm that vendors provide good value to Mercy Corps for the cost of all
goods and/or services offered.
2.10.c Other Evaluations: After ranking applicants according to technical and
financial criteria, Mercy Corps may take into account other variables, including, but not
limited to record of past performance, integrity, and social responsibility.
2.11 Selection of Applicant
Selection of the successful applicant will be based on the ranking of applicants
responding to the Tender, according to technical and financial/cost criteria, as well as any
other criteria established by Mercy Corps.
2.12 Acceptance of Successful Application
After submitted documentation from the selected Applicant has been verified, the
applicant will then be obliged to sign a Contract for the stated amount. Any amendment
to the original Contract will be determined by Mercy Corps, and will be documented as
an “Annex “or “Amendment” to the original Contract.
2.13 Certification Regarding Terrorism, Acts of Corruption, and Potential Bribery
It is Mercy Corps’ policy to comply with the laws and regulations of the United States
Government, the European Union, and the United Nations concerning the ineligibility of
vendors, contractors, and suppliers of services for reasons of fraud, corruption or terrorist
activity. These laws and regulations prohibit Mercy Corps from doing business with or
providing support to any persons or entities that have been found to be engaged in, or
provide support for, any such activities.
It is also absolutely forbidden for any Applicant and/or Contractor of Mercy Corps to
make payments of any kind, either monetary or material, to any employee of Mercy
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Corps. This rule prohibits like payments to any relatives, partners, or associates of Mercy
Corps employees.
All applicants must agree to abide by this policy.
2.14 Environmental Standards
Applicants should, at minimum, comply with all statutory and other legal requirements
relating to the environmental impacts of their business. Areas which should be considered
are, Waste Management (including packaging and paper use), Conservation, Energy
Consumption, and overall environmental and social Sustainability.
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3. Project-Specific Documents and Details
3.1.a Materials and Equipment
Specifications, Specific Conditions, and Delivery Schedule
3.1.a.1 Quantities
NA, see Section 3.1.b, below
3.1.a.2 Minimum Specifications
NA, see Section 3.1.b, below
3.1.a.3 Delivery Date
NA, see Section 3.1.b, below
3.1.a.4 Delivery Conditions (including Shipping, Import and Export Documentation,
Inspection Fees, Import and Export Taxes, and Storage Fees)
NA, see Section 3.1.b, below
3.1.a.5 Delivery Location
NA, see Section 3.1.b, below
3.1.a.6 Other Provisions
NA, see Section 3.1.b, below
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3.1.b Services
Statement of Work
1. SCOPE OF WORKS
Comprises of Construction works as described below and specified in the Bills of
Quantities:
1.1 Construction of a Vented Drift
1.2 Construction of 100m road sections on both sides of the drift
2. TECHNICAL SPECIFICATIONS
PART 1: SETTING OUT
The contractor shall carryout detailed setting out during the implementation stage of
the road project. This is not done arbitrarily but has to be guided by the preliminary
survey.
The detailed setting out involves the setting out of the entire centerline (horizontal and
vertical alignment), chainage reference pegs, cutoff walls, approaches, aprons, cross
sections, and the setting out for all the activities within the contract coverage.
PART 2: SITE CLEARENCE
Site clearance is the first operation in the construction sequence (after the alignment
has been set out) and it is the removal from within the proposed construction width of
all bush, trees, boulders and organic matter including topsoil. This operation is
undertaken to provide an obstacle-free construction area on which subsequent
operations can be easily undertaken. This is to enables one to see clearly what work
needs to be done to carry out the construction to the established design standards. It
has to be done as per the details given in the bills of quantities.
1. BUSH CLEARING
Contractor should cut and remove off all bushes, shrubs (maximum girth of 0.3m) and
tall grass within the specified width (13m) and dispose off outside the cleared area.
2. STRIPPING AND GRUBBING
This activity has to follow immediately after bush clearing. It involves the complete
removal from within the formation width of all remaining vegetation (other than trees
and stumps) and unsuitable top soil. The top soil need to be removed if it contains too
much organic material or if it is unsuitable for road construction. The depth of the soil
layer that must be removed can be estimated by examining how far down into the
ground roots of grass, shrubs and small plants grow (as directed by the supervisor).
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The stripping and grubbing should be done over the entire width that earthworks will
take place (11m).
Stripping and grubbing is done in order to:
I. Remove organic materials and unsuitable soils from the construction area
II. Expose stumps and boulders properly so that they are not overlooked in the next
activities.
3. TREE AND STUMP REMOVAL
A tree is a plant having a girth greater than 0.3m. The girth of a tree is measured as the
circumference of the tree at a height of 1 m above the ground level. The activity
includes felling the tree, uprooting its stump, cutting it up and disposing of the debris
at an appropriate location. All trees are to be removed completely (including the entire
root system) from within the bush cleared width (11m).
4. BOULDER REMOVAL
Boulder removal activity involves the removal of large stones or boulders from within
the cleared width of the road and their disposal at suitable and approved locations.
5. REMOVAL OF ANTHILLS AND TERMITE WORKINGS
This activity involves the complete removal of all anthills and termite workings which
occur within the formation width by excavation to full depth of the anthill.
PART 3: EXCAVATION & EARTH WORKS
3.1 Codes of Practice
The Contractor shall comply with the following codes of practice:
Site investigations CP 2001
Earthworks CP 2003
Foundations CP 2004
3.2 Inspection of site
The Contractor is deemed to have visited the site and to have ascertained the nature of
the soil and subsoil to be excavated; availability of local and imported materials before
filling in or pricing of bills of quantities. No claim will be allowed on account of these
being of a different nature from that for which he has allowed in his prices.
3.3 Procedure
The excavations and fillings shall be carried out in such a manner and order as the
Engineer may direct.
3.4 Excavation
The contractor shall execute excavation to the width shown on the Drawings and to the
depths below existing ground levels as directed by the Mercy Corps representative in
order to obtain satisfactory base. If the Contractor excavates to any widths or depths
less than those shown on the Drawings or as instructed by the Mercy Corps
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representative he shall at his own expense removed the piece of works done and reexcavate to the satisfaction of the supervisor.
The Contractor shall report to the Mercy Corps representative /Architect when secure
bottoms to the excavations have been obtained.
Any concrete or other work executed before the excavations have been inspected and
approved shall, if so directed, be removed and new work substituted after the
excavations have been approved all at the contractor’s expense.
3.5 Rock
Rock is defined as any material met within the excavation which is of such size or
position that it can only be removed by means of wedges compressed air plant or other
special plant and the Mercy Corps representative /Architects opinion shall be final.
Excavation in any material such as compacted murram, soft tuff, stiff clay or similar
materials which in the opinion of the Architect can reasonably be removed by pick
traxcavator or similar means will be deemed to be included in the prices for normal
excavation.
3.6 Blasting
No blasting will be permitted without the prior approval of the Mercy Corps
representative /Architect and Local Authority.
3.7 Borrow Pits
Borrow pits will only be opened upon the site on receipt of permission from the Mercy
Corps representative /Architect.
3.8 Hardcore Filling
Hardcore for fillings shall be good hard stone ballast or quarry waste to the approval of
the Mercy Corps representative broken to pass not greater than a 150mm or to be 75%
of the finished thickness of the layers being compacted whichever is the lesser and
graded to contain sufficient smaller pieces to fill all roads so that it can be thoroughly
compacted. The filling is to be laid in layers each of consolidated thickness not
exceeding 225mm and well watered and compacted by hand or mechanical tampers.
The top surface of the hardcore shall be levelled or graded to falls as required and
blinded with a 75mm layer of similar material finely crushed and well rolled and
watered immediately before concrete is laid.
3.9 Filling obtained from the excavations
Filling obtained from surplus excavated materials is to be free from all weeds,
vegetable or other unsuitable materials and is to be filled in layers each of not more
than 150mm finished thickness. Each layer to be well watered and consolidated before
the subsequent layer is filled in.
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3.10 Materials found in the excavations
No sand, aggregate or other materials found in the excavations is to be used in the
works without the written permission of the Mercy Corps representative /Architect.
3.11 Rates for Excavations
The rates for excavation including excavation in rock, must include for trimming,
levelling and preparing bottoms and all faces to receive concrete etc. and for any extra
excavation required for planking and strutting.
Prices shall include for excavating in any material encountered unless specifically
otherwise described, handling, etc. of extra bulk after excavating before consolidating
any extra excavation require for formwork or planking and strutting circular work,
grubbing up any old drains, roots, etc. that may be encountered, for trimming sides and
levelling and ramming bottoms, forming stepping and trimming excavation or filling
of embankments and batters as required.
In the price for the item, “Keep excavations free from all water”, the Contractor shall
allow and make provision for keeping the whole of the work thoroughly drained and
clear of water below the lowest level or any part of them so long as may be required
and if considered necessary by the Engineer, continuously day and night by petrol or
hand pumps or other mechanical appliances, pipes, chutes, dams, manholes, sumps
diversions or any other means necessary for the purpose. Water pumped from the
trenches shall not be allowed to run down the road channels but shall be conveyed to
the nearest surface water sewer ditch or river through roughs, chutes or pipes.
3.12 Rates for Disposal
Rates for disposal of excavated material includes for the selection of soil as it arises
and for all double handling and re-excavation from spoil heaps not specifically ordered
by the Architect.
PART 4: CONCRETE WORK
4.1 Generally
All workmanship, materials, tests and performance in connection with the reinforced
concrete work are to be in conformity with the British Standard Code of Practice (BS
8110; 1985, incorporating the latest amendments thereto), for “the Structural use of
Reinforced Concrete in Constructions” and in accordance with local by-laws.
QUALITY, SAMPLES, TESTING AND APPROVAL
4.2 Materials
Materials, commodities, components and equipment are to be new and unused unless
otherwise specified. Handle, store, fix and protect all commodities with care to ensure
that they are in perfect condition when incorporated into the work and handed over on
completion.
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4.3 Manufacturers Recommendations
Handle, store and fix every commodity strictly in accordance with the printed or
written recommendations of the manufacturer and/or supplier. Supply the Architect
with copies of manufacturer recommendations.
Inform the Architect if the manufacturer recommendations conflict with any other
specified requirements and obtain his instructions before proceeding.
4.4 Standards
Where commodities or workmanship are specified by reference to British Standard
(BS) or Codes of
Practice (CP) or international (ISO) or other standards, such standards are deemed to
be the latest published at the time of tendering.
The Contractor will be deemed to have read and understood the standards specified,
and no claim for want of knowledge will be allowed. The substitution of commodities
or standards of workmanship complying with other standards may be allowed at the
discretion of the Mercy Corps representative but application for permission for such
substitution must be made in writing in sufficient time to allow adequate investigation.
Obtain certificates of
Compliance with standards and submit them to the Mercy Corps representative on
request.
4.5 Local Conditions
All materials, commodities, components, and equipment must be suitable for use in
tropical climates.
4.6 Single Sources
Where a choice of manufacturer is allowed for any particular commodity, obtain the
quantity required to complete the work from a single manufacturer, or obtain the
approval of the Mercy Corps representative to any change in the source of supply.
Produce written evidence of the source of supply when requested by the Mercy Corps
representative.
4.7 Samples
Where samples of commodities or specimens of finished work are specified, submit
samples or specimens to the Architect and obtain his approval before confirming
orders or carrying out the work. Retain approved samples and specimens on site for
comparison with the finished work. Finished work must conform in all respects with
the samples or specimens approved. Remove samples and specimens when no longer
required. The cost of supplying samples and specimens must be borne by the
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Contractor, but specimens may form part of the finished work where approved by the
Mercy Corps representative.
4.8 Code of Practice
All workmanship, materials, tests and performances in connection with the reinforced
concrete work are to be in conformity with the latest edition of the British Standard
Code of Practice (BS 8110 for the Structural Use of Reinforced Concrete) where not
consistent with these Preambles.
4.9 Supervision
A competent person approved by the Mercy Corps representative shall be employed
by the Contractor whose duty shall be to supervise all stages in the preparation and
placing of the concrete. All cubes shall be made and Site tests carried out under his
direct supervision in consultation with the Mercy Corps representative.
4.10 Contractors Plant, Equipment and Construction Procedures
Not less than 7 days prior to the installation of the Contractor’s Plant and equipment
for processing, handling, transporting string and proportioning ingredients, and for
mixing transporting and placing concrete, the Contractor shall submit drawings for
approval by the Mercy Corps representative showing proposed general plant
arrangements together with a general description of the equipment he proposes to use.
After completion of installation, the operation of the plant and equipment shall be
subject to the approval of the Mercy Corps representative.
Where these preambles, the Bills of Quantities of the Drawings require specific
procedures to be followed, such requirements are not to be construed as prohibiting
use by the Contractor of alternative procedures if it can be demonstrated to the
satisfaction of the Mercy Corps representative, that equal results will be obtained by
the use of such alternatives. Approval of plant and equipment, or their operation, or of
any construction procedure, shall not operate to waive or modify any provision or
requirements contained in these preambles governing the quality of the materials or of
the finished work.
4.11 Tolerances
On all setting out dimensions of 5m and over a maximum non-accumulative tolerance
of plus or minus 5m will be allowed on all setting out dimensions under 5m a
maximum non-accumulative tolerance of plus or minus 3mm will be allowed. On the
cross-sectional dimensions of structural members, unless otherwise required by the
Drawings, a maximum tolerance of plus or minus 3mm will be permitted.
The top surface of concrete slabs shall be within 6mm of the normal level and line
shown on the Drawings. The structural settings shall be as specified in the drawing
with non-accumulative tolerance of not more than 3mm is permitted.
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The Contractor shall be responsible for the cost of all corrective measures required by
the Mercy Corps representative to rectify work that is not constructed within the
tolerances set out above.
4.12 Materials in General
All materials which have been damaged, contaminated or have deteriorated or do not
comply in any way with the requirements of these preambles shall be rejected and
shall be removed immediately from the site at the Contractors expense. No materials
shall be stored or stacked on floors without prior approval from the Mercy Corps
representative.
The sources of supply for all materials used for concrete work shall be approved by the
Mercy Corps representative before these materials are delivered on the site. All
materials shall comply with the requirements of the latest appropriate British Standard
unless otherwise agreed with the Mercy Corps representative, whose approval shall be
obtained in writing.
The suppliers of materials shall give the Mercy Corps representative access to their
premises when directed for the purpose of obtaining samples of the materials for
testing.
4.13 samples
Samples of materials shall be submitted as soon as possible after the contract is let. No
deliveries in bulk shall be made until the samples are approved by the Mercy Corps
representative. All condemned materials shall be removed from the site within 24
hours.
Every facility shall be provided to enable the Mercy Corps representative to obtain
samples and carry out tests on the materials and construction. If these tests show that
any of the materials of construction do not comply with the specifications Contractor
will be responsible for the costs of the tests and the replacement of defective materials
and/or construction.
4.14 Cement
Cement unless otherwise specified, shall be ordinary Portland cement of a brand
approved by the Mercy Corps representative and shall comply with the requirements
of US 310-2001 & US 310-2:2001.
Cement may be delivered to the site either in bags or in bulk.
If delivered in bags, each bag shall be properly sealed and marked with the
manufacturers name and on the site shall be stored in a weather proof shed of adequate
dimensions with a raised floor. Each consignment shall be kept separate and marked
so that it may be used in the sequence in which it is received. Any bag found to
contain cement which has set or partly set shall be completely discarded and not used
in the works. Bags shall not be stored more than 1500mm in height. If delivered in
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bulk, cement shall be stored in a weather-proof silo either provided by the cement
supplier or by the contractor, and in either case the silo shall be subject to the approval
of the Mercy Corps representative.
4.15 Aggregates
Aggregates shall conform to the requirements of BS 582 and the sources and types of
all aggregates are to be approved in all respects by the Mercy Corps representative
before work commences.
The grading of aggregates shall be within the limits set out in BS 582 and as later
specified and the grading once approved shall be adhered to throughout the works.
Fine aggregate shall be clean, course siliceous sand of good sharp hard quality and
shall be free from lumps of stone earth, loam, dust, salt organic matter and any other
deleterious substances. It shall be graded within the limits of Zone 1 or 2 of Table 2 of
BS 882.
Coarse aggregate shall be good, hard, clean approved black-trap or similar stone, free
from dust decomposed stone, clay earthy matter, foreign substances or friable thin
elongated or lamented pieces. It shall be graded with the limits of Table 1 of BS 882
for its respective nominal size.
If in the opinion of the Mercy Corps representative the aggregate meets the above
requirements but is dirty or adulterated in any manner it shall be screened and/or
washed with clean water as directed at the Contractors expense.
Aggregate shall be delivered to the site in their prescribed sizes or grading and shall be
stockpiled on paved areas or boarding platforms in separate units to avoid intermixing.
In no account shall aggregate be stockpiled on the ground.
4.16 Water
The water used for mixing concrete shall be from an approved source, clean, fresh and
free from harmful matter, and comply with the requirements of BS 3148.
4.17 Ready-mixed Concrete
Ready-mixed concrete may only be used with the permission of the Mercy Corps
representative.
4.18 Measured Proportions of Concrete
•
Cement
The quantity of cement shall be measured by weight. Where delivered in bags, each
batch of concrete is to use one or more whole bags of cement.
•
Aggregates
For Class 40 to 25 concrete, aggregates shall be measured by weight in a weigh
batching machine as described hereafter.
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For class 15 concrete, aggregates may be measured by weight or by volume. Where
volume approved gauge boxes of such a size as will give the correct proportions shall
be used.
4.19 Weigh Batching Machine
Weigh batching machines shall be of an approved type and shall be properly
maintained and checked for accuracy at regular intervals.
4.20 Concrete Classes 40 to 25
The weights of fine and coarse aggregate to be used in concrete Classes 40 to 25 shall
be limited as required. The proportions of fine to coarse aggregate and cement which
the Contractor proposes to use for each of the mixes specified shall first be approved
by the Mercy Corps representative. The Contractor will then be required to prepare
Preliminary Test Cubes and have these cubes tested as described for Work Cube Tests.
The test results should be submitted to the Mercy Corps representative in sufficient
time for further tests to be carried out should they prove unsatisfactory. Cube strengths
in the preliminary tests must show crushing strengths at least 25% higher than the
strengths specified for Work Cube Tests. If the Contractor is unable to produce
specified cube strengths; he will be required at his own cost to increase the cement
content of the mix.
Until satisfactory results are produced the Mercy Corps representative may require at
any time during the Contract the proportions of fine to coarse aggregate to be altered
in order to produce a mix of greater strength or improved workability and providing
that the total proportions of aggregate to cement remain unchanged no claim for
additional cost will be considered.
Concrete Class Ratios of minimum Cement Content by weight to combined total
weight of aggregate
Class 25 1:1.5:3
Class 20 1:2:4
Class 15 1:3:6
4.21 Water proof Concrete
Where waterproof concrete is specified Sealopruf Integral Waterproofing Compound
and Sealoplaz Concrete Plasticizer as manufactured by sealocrete group sales Ltd.,
Atlantic Works, Hythe road London NW10 6RD, England, are to be added to the
mixing water strictly in accordance with the manufacturer’s instructions and at the rate
of 0.50 litres and 0.25 litres respectively to each 50kg bag of cement to which the
aggregates have already been added and mixed. Not more than 25 litres of water per
50kg bag of cement are to be used unless otherwise approved by the Mercy Corps
representative.
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4.22 Mixing and Placing of Concrete
The concrete shall be mixed only in approved power-driven mixers of a type and
capacity suitable for the work, and in any event not smaller 0.400 28 cubic metre
capacity.
The mixer shall be equipped with an accurate water measuring device. All materials
shall be thoroughly mixed dry before the water is added and the mixing of each batch
shall continue until there is a uniform distribution of the materials and the mass is
uniform in colour.
The entire contents of the mixed materials shall not exceed the rated capacity of the
mixer. Whenever the mixer is started, 10% extra cement shall be added to the first
batch and no extra payment will be made on this account. As a check on concrete
consistency slump tests may be carried out and shall be in accordance with BS 1881.
The Contractor shall provide the necessary apparatus and carry out such tests as are
required. The slump of the concrete made with the specified water content, using dry
materials, shall be determined and the water to be added under wet conditions shall be
reduced as to give approximately the same slump.
The concrete shall be mixed as near to the place where it is required as is practicable
and only as much as is required for a specified section of the work shall be mixed at
one time, such section being commenced and finished in one operation without delay.
All concrete must be efficiently handled and used in the Works within twenty (20)
minutes of mixing. It shall be discharged from the mixer direct either into receptacles
or barrows and shall be distributed by approved means which do not cause separation
or otherwise impair the quality of the concrete. Approved mechanical means of
handling will be encouraged, but the use of chutes for placing concrete is subject to the
prior approval of the Mercy Corps representative.
Concrete shall be placed from a height not exceeding 1500mm directly into its
permanent position and shall not be worked along the shutters to that position. Unless
otherwise approved, concrete shall be placed in a single operation to the full thickness
of slabs, beams and similar members, and shall be placed in horizontal layers not
exceeding 1500mm deep in walls and similar members.
Concrete shall be placed continuously until completion of the part of the work between
construction joints as a specified hereinafter or of a part of approved extent. At the
completion of a specified or approved part a construction joint shall be made where
the works is stopped. A record of all such joints must be made by the Contractor and a
copy supplied to the Mercy Corps representative. Any accumulation of set concrete in
the reinforcement shall be removed by wire brushing before further concrete is placed.
The Contractor shall provide runways which are not disturbed or subjected to
vibrations and shocks during the setting period.
Mixing machines, platforms and barrows shall be clean before commencing mixing
and be cleaned on every cessation of work. Where concrete is laid on hardcore or other
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absorbent materials, the base shall be suitable and sufficiently wetted before the
concrete is deposited.
4.23 Compaction
At all times during which concrete is being placed the Contractor shall provide
adequate trained and experienced labour to ensure that the concrete is compacted in
the forms to the satisfaction of the Mercy Corps representative. Concrete shall not be
placed at a rate greater than will permit satisfactory compaction nor, to a depth greater
than 400mm before it is compacted.
During and immediately after placing, the concrete shall be thoroughly compacted by
means of continuous tamping, spacing, slicing and vibration. Vibration is required for
all concrete of classes 40, 35, 30 and 25. Concrete shall be taken to fill every part of
the forms, to work the concrete under and around the reinforcement without displacing
and to avoid disturbing recently placed concrete which has begun to set. Any water
accumulating on the surface of newly placed concrete shall be removed and no further
concrete shall be placed thereon until such water is removed.
Internal vibrators shall be of a frequency of not less than 7,000 cycles per minute and
shall have rotating eccentric weight of at least 0.50kg, with an eccentricity of not more
than 12mm. Such vibrators shall visibly affect the concrete within a radius of 250mm
from the vibrator.
Internal vibrators shall not be inserted between layers of reinforcement less than one
and one half times the diameter of the vibrators apart. Contact between vibrators and
reinforcement and vibrators and formwork shall be avoided.
Internal vibrators shall be inserted vertically into the concrete wherever possible at not
more than 500mm and shall constantly be moved from place to place. No internal
vibrator shall be permitted to remain in any one position for more than ten seconds and
it shall be withdrawn very slowly from the concrete.
In consolidating each layer of concrete the vibrating head shall be allowed to penetrate
and re-vibrate the concrete in the upper portion of the underlying layer. In the area
where newly placed concrete in each layer joins previously placed concrete more than
usual vibration shall be performed, the vibrator penetrating deeply at close intervals
along these contracts. Layers of concrete shall not be placed until layers previously
placed have been vibrated thoroughly as specified. Vibrators shall not be used to move
concrete from one place to another in the formwork. At least one internal vibrator shall
be operated for every 1.5 cubic metres of concrete placed per hour and at least one
spare vibrator shall be maintained on site in case of breakdown during concreting
operations.
External formwork vibrators shall be of the high frequency and low amplitude type
applied with the principal direction of vibration in the horizontal plane. They shall be
attached directly to the forms at not more than 1200mm centres.
4.24 Curing and Protection
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Care must be taken that no concrete is allowed to become prematurely dry, and the
fresh concrete must be carefully protected within two hours of placing from rain, sun
and wind by means of Hessian sacking, polythene sheeting, or other approved means.
This protective layer and the concrete itself must be kept continuously wet for at least
seven days after the concrete has been placed. The Contractor will be required to
provide complete coverage of all fresh concrete for a period of 7 days. Hessian or
polythene sheeting shall be in the maximum widths obtainable and shall be secured
against wind. The Contractor will not be permitted to use old cement bags, Hessian or
other material in small pieces.
Concrete in foundations and other underground work shall be protected from
admixture with falling earth during and after placing.
Traffic or loading must not be allowed on the concrete until the concrete is sufficiently
matured, and in no case shall traffic or loading be of such magnitude as to cause
deflection or other movement in the formwork or damage to the concrete members.
Where directed by the Engineer, props may be required to be left in position under
slabs and other members for greater periods than those specified.
4.25 Faulty Concrete
Any concrete which fails to comply with these Preambles, or which shows signs of
setting before it is placed shall be taken out and removed from the site. Where
concrete is found to be defective after it has set, the concrete shall be cut out and
replaced in accordance with the Engineer’s instructions. On no account shall any
faulty honeycombed or otherwise defective concrete be repaired or patched until the
Engineer has made an inspection and issued instructions for the repair. The whole of
the cost whatsoever, which may be occasioned by the need to remove faulty concrete,
shall be borne by the Contractor.
The contractor will be required to submit a test certificate of the rolling.
Reinforcement shall be stored on racks above ground level. All reinforcement shall be
free from loose mill scale or rust, grease paint or other substances likely to reduce the
bond between the steel and concrete.
4.26 Fabric Reinforcement
To be electrically cross-welded steel wire mesh reinforcement to BS 4483(1969) and
of the size and weight specified.
4.27 Position and Correctness of Reinforcement
Irrespective of whether any inspection and/or approval of the fixing of the
reinforcement has been carried out as above, it shall be the Contractor’s sole
responsibility to ensure that the reinforcement complies with the details on the
drawings or Schedules and is fixed exactly in the positions shown therein and in the
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positions to give the prescribed cover. The Contractor will be held entirely responsible
for any failure or defect in any portion of the reinforced concrete structure and
including any consequent delay, claims, third party claims etc, where it is shown that
the reinforcement has been incorrectly positioned or is incorrect in size or quantity
with respect to the detailed Drawings or Schedules.
4.28 CONCRETE
i. Cement. Cement shall be Ordinary Portland to BS 12: 1978, of normal setting
quality, delivered in the manufacturers sealed bags and stored in dry conditions to
prevent deterioration.
ii. Aggregates. Course aggregate for concrete work shall consist of natural gravel,
crushed gravel or stone free from all deleterious matter, and fine aggregate shall
consist of well graded, clean, sharp pit or river sand to pass a 4.76 mm sieve, all
complying with BS 882, pt2: 1963, and of the nominal sizes stated.
iii. Concrete. Concrete shall be as follows:
Mix A – one part cement to seven parts all-in aggregate to pass a 19 mm sieve
Mix B – one part cement to two parts fine aggregate to four parts coarse aggregate to
pass a 19 mm sieve
Mix C - one part cement to twelve parts all-in aggregate to pass 19 mm sieve
iv. The concrete shall be prepared in an approved mixer, /Gauge box batching not
wheel barrow batching on a well prepared platform or delivered to site ready mixed to
BS 5328: 1981, with only enough clean water added to give a good workable mix of
uniform colour and consistency and a slump not exceeding
50mm.
v. All concrete shall be placed in position as rapidly as possible by means to prevent
segregation and no dropping will be allowed. No concreting shall be carried out when
the temperature is less than 2◦C and in frosty weather all new concrete shall be
properly protected.
vi. Reinforcement. All mild steel reinforcement (when applicable) shall be free from
oil, dirt, loose rust or other deleterious matter. Hot rolled steel bars shall conform to
BS 4449: 1978 and mesh to BS 4483: 1969. All reinforcement shall be properly fixed
in position before the concrete placed all bars to have hooked ends and intersections
secured with galvanized steel wire. Reinforcement is to be provided with approved
spacers to ensure correct concrete cover.
vii. Formwork/shuttering. All formwork/shuttering is to be solidly and rigidly
constructed to safely carry/support the weight of wet concrete without deflection or
leakage. Where a fair face is to be provided the formwork shall be lined with approved
hardboard or plywood. Formwork shall not be struck until written authority has been
obtained from the Engineer.
viii. Form lean concrete mix A in between and over the culvert rings as shown on the
drawings, well consolidated and the top leveled to steel leveling pins.
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ix. Concrete Base. Provide and lay on top of hard cores a reinforced concrete base mix
B 200mm thick, well tamped, consolidated and with welded mesh ready to receive
concrete rings.
x. Concrete Slab. Provide and cast concrete slab mix B to the thickness as specified in
the drawing, well consolidated, leveled/at gradient not more than 1:8 to form the top
layer of the drift
PART 5: GRAVELLING AND COMPLETION WORKS
• The Engineer shall approve quarries and their extent of exploitation. The quarries
shall be allocated to the Contractor prior to commencement of the Works. The
Contractor shall carry out respective negotiations with landowners and communities.
• Before gravel can be excavated, quarry areas and the adjacent areas where topsoil
will be stockpiled have to be cleared from all vegetation, fences and structures.
Topsoil has to be removed and deposited in order to use it again to reinstate the quarry
at the end of construction work.
• The Item consists of removing all vegetation, crops, trees, roots, stumps, boulders,
fences and structures from the gravel excavation area and top soil (overburden)
deposited in areas as shown in the Drawings and as directed by the Engineer. Waste
material shall be dumped at places approved by the Engineer. The Engineer may allow
burning of waste material upon approval.
• The Item also consists of excavation of topsoil (overburden) including loading,
hauling and stockpiling at the approved locations.
• Final restoration of the quarry site(s) is covered in Item 5.3.
• The Item also includes all operations required to win gravel and to lay the gravel
road surface layer. In particular the Item consists of excavation, stockpiling, loading,
hauling, off loading, spreading, watering and compacting.
• The gravel shall be excavated from quarries approved by the Engineer. It is the
Contractors obligation to inform the Engineer in the case that the quality / availability
of the gravel changes during the course of excavation.
• Excavation and stocking of gravel shall be carried out as specified in Volume 4,
Manual B, Section F 2.5
• Reshaping of the formation surface may be required before the gravel can be placed.
Where required,
• Where there remains a residual gravel layer from previous gravelling operations, this
residual layer shall be scarified to a depth of not less than 10cm in order to provide a
bond between the old and new gravel materials. Scarification, where required, with be
included in the unit rate for this Item.
• Oversize stones and boulders shall be removed from the excavated gravel and
deposited outside the quarry at locations approved by the Engineer. Such stones and
boulders may be reused for structural works.
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• Off loading shall be done by tipping or throwing the material uniformly into
spreading boxes set out with pegs and strings as specified in Volume 4, Manual B,
Sections F 2.6 and F 2.7. The compacted thickness of the layer will be not be less than
100mm and as directed by the Mercy Corps representative.
• Spreading of the gravel shall be carried using labour method to ensure uniform
thickness of the layer and camber cross-fall as specified in Volume 4, Manual B,
Section F 2.7. Spreading also includes either removing or crushing of all oversize
material using sledge hammers.
• Compaction shall be carried out with a self propelled or towed roller with approved
total weight and dimension. A minimum six (6) passes of compaction shall be applied
or until no roller imprint on the surface can be recognized. The gravel layers to be
compacted shall not exceed 20cm loose and the gravel shall be watered before
compaction takes place in order to achieve the required moisture content.
• The camber of the compacted formation shall have a cross fall of not less than 8%.
WORK METHOD:
• The Contractor may chose Labour, Equipment or a combination of both to carry out
this Item depending on the degree of difficulty of the Works. Excluded are: spreading
of the gravel layer which shall be done using labour only, and compaction which shall
be done using equipment.
The Work for this Item may be carried out consisting of the following activities:
•
excavate gravel and stockpile ready for loading,
•
remove oversize stones and boulders, haul to locations allocated for depositing,
•
load gravel and haul to the Site,
•
reshape earth road formation by filling ruts and potholes, re-establish camber and
shoulder line if defective; refer Item 3.1,
•
scarify, to a minimum depth of 10cm, where any residual gravel exists,
•
set out spreading boxes in accordance with required thickness of the gravel layer,
•
off-load and spread material uniformly in boxes using labour. Crush oversize
stones with sledgehammer. Form camber and check with camber board,
•
water gravel to achieve approximate optimum moisture content,
•
compact with towed or self propelled roller or compactor,
•
check uniformity of layer thickness (15cm loose) and achieved 8% cross-fall Æ
correct immediately where necessary.
The Contractor may chose Labour, Equipment or a combination of both to carry out
this Item depending on the degree of difficulty of the Work.
• The Work for this Item may be carried out consisting of the following activities:
level quarry or borrow pit,
loosen deposited top soil,
load and haul,
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spread uniformly,
plant grass and trees as directed by the Mercy Corps representative,
carry out erosion control measures as directed by the Mercy Corps representative,
provide adequate provision for drainage of the area,
The entire area of the Work Site(s) restored to its/their original condition.
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3.2 General Terms of Payment, Cost and Supply of Materials, Equipment,
Accessories, and/or Services
The Applicant agrees to submit a final and total fixed price for all materials, equipment
and/or services required, and to purchase/produce/provide the total quantity of materials,
equipment, and/or services required, after the signing of the purchase Contract, regardless
of the evolution of market prices in the weeks and months following the signing of the
purchase Contract.
After signing of the Contract, Mercy Corps will not be responsible in any way for any
increased costs to purchase/produce and/or supply materials, equipment, and/or services
corresponding to this Tender.
The Applicant agrees to store the total amount of materials and/or equipment, and cover
all costs associated with storage, in order to deliver the quantities required by Mercy
Corps as demanded, and in agreement with the delivery schedule detailed herein.
If it appears that the quality and technical specifications do not conform to the Contract,
part of or all materials, equipment, and/or services may be rejected. The Applicant will be
fully responsible to replace, at its own expense, and in the most timely manner, the
requisite substitute materials, equipment, and/or services in question, and in equivalent
quantities, technical characteristics, and qualities.
Mercy Corps has no obligation, under any circumstances, to accept materials, equipment,
and/or services that do not meet the minimum quality standards as required by Mercy
Corps and the Donor.
Mercy Corps reserves the right to engage an independent agency for external control,
and/or to perform additional quality assessments and controls. This may occur during
production, upon delivery, and/or within a specified period after delivery, as specified in
the Contract.
3.3 Specific Payment Terms, Invoicing Requirements, and Potential Penalties
a)
40 (Forty) % if the total contract sum shall be provide after Culvert installation
b)
50 (Fifty) % upon completion of all works and handing over;
c)
10 (Ten) % of the total value of the awarded contract will be retained for 90
(ninety) day guarantee period, except in specific situations.
The contractor will not be advanced any payment towards the start of the work.
Payments will be made only if the contracted works are completed properly and on time,
as approved by the Mercy Corps Engineer. Any offer or contract, before or after
performance of work, shown to have resulted in the payment of unusual commercial costs
will be rejected or cancelled with immediate effect
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3.4 Warranties and Guarantees
10% of Total contract sum shall be held for a period of 90 days as retention period
against defect liabilities.
3.5 Termination of Contract
Mercy Corps reserves the right to alter or terminate the Contract for goods and/or
services at any time if any one of the following conditions applies:
3.5.1 The Supplier defaults in its obligation to fulfill the conditions set forth in this
Contract,
3.5.2 Due to circumstances outside of the contractual parties’ control, such as force
majeure, war activity in project area, or unforeseen governmental interference,
3.5.3 If, for any reason, it is determined by Mercy Corps or a duly authorized
representative of Mercy Corps that the material does not match specifications, or the
quality standards specified in the Contract and the Tender and Application
Documents,
In the case of termination under clauses 3.5.1 or 3.5.3, above, the Supplier shall be liable
for all costs associated with the default, and to repay any advance paid, and to cover any
costs incurred by Mercy Corps as a result of the termination of the Contract.
In case of termination under Clause 3.5.3, above, Mercy Corps will not be responsible for
any material or transportation costs involved.
In the case of termination under Clause 3.5.2, above, payment will be made only for the
delivered goods, vehicles, equipment, and/or accessories.
Additional Contract termination clauses:
None
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Part II, Application
4. Applicant Submission Forms and Declarations
4.1 Notes to Applicants Concerning Submission Forms and Formats
4.1.a Please answer all questions,
4.1.b All forms should be completed,
4.1.c Supplementary pages may be photocopied and inserted if required,
4.1.d Please retain a copy of your complete submission,
4.1.e If a joint venture is proposed, all companies are to respond to all questions,
4.1.f All costs are to be presented in Ugandan Shillings,
4.1.g Documents delivered late will not be considered,
4.1.h. Please complete Annex 3, BOQ, and submit with your application,
4.1.i. Please complete Annex 2. Site Inspection Report, and submit with your application.
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4.2 Applicant Qualifications Summary
1.
Name of Tender
2.
Name of Applicant
3.
Address
4.
City – Town, Country
5.
Telephone No. and Email
6.
Fax No.
7.
Legal Status
Type here to enter Name of Tender.
Type here to enter Applicant Name.
Type here to enter Address.
8.
9.
10.
11.
Type here to enter City, Town, Country.
Type here to enter Telephone No. and Email Address
Type here to enter Fax No.
Type here to enter Legal Status.
Ownership (state, public,
private)
Number, Year and Place of
Registration (enclose copy)
Executive Management /
Board Members
Type here to enter Ownership Information.
Basic Business Activities
1. Type here to enter Activity 1.
Type here to enter Registration Information.
Type here to enter Management and Board Members.
2. Type here to enter Activity 2.
3. Type here to enter Activity 3.
12.
Banking Information
Bank Name: Type here to enter Bank Name.
Bank Address:
Type here to enter Bank Address.
Account and Routing Nos.:
Type here to enter Acct. and Rounting Nos.
Agreed to be paid by wire transfer: (Yes ☐ or No ☐)
Type here to enter No. of Employees.
13.
Total Number of Employees
14.
Client References (Client, contact, address, email, phone number)
1. Type here to enter Reference 1.
2. Type here to enter Reference 2.
3. Type here to enter Reference 3.
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4.3 Declaration of Eligibility
Name of Tender: Type here to enter Name of Tender.
Applicant: Type here to enter Applicant Name.
I, the undersigned (Name and address of representative):
Type here to enter Company Representative Name.
Representing (Name and address of company):
Type here to enter Company Name.
Declare that the following conditions are applicable to us;











We are a registered company or companies,
We are not bankrupt or in the process of going bankrupt,
We have not been convicted for an offense concerning professional conduct,
We have not been guilty of grave professional misconduct (proven by any means
which the contracting authorities can justify),
We have fulfilled obligations related to payment of social security and taxes,
We are not guilty of serious misinterpretation in supplying information,
We are not in situation of conflict or potential conflict of interest with Mercy
Corps,
We were not declared as serious fault of implementation owing to a breach of
their contractual obligations,
We do not employ personnel below the legal working age,
We provide basic social rights and fair working conditions to our employees,
We are not on any list of sanctioned parties issued by the United States
Government, United Nations and European Union.
Declared by:
Name: Type here to enter Name
Position: Type here to enter Position
Date:
Click here to enter Date
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4.4 Application Form and Quotation
Name of Tender: Type here to enter Name of Tender.
Applicant: Type here to enter Applicant Name.
Dear Mercy Corps,
Having examined the required application documents for the above-mentioned Tender,
we offer to supply material, equipment, and/or services as described, for the amount, in
USD of:
Type here to enter Amount in Ugandan Shillings, in Numbers
Type here to enter Amount in Ugandan Shillings, in Words
(in words)
Ugandan Shillings.
To offer our above-mentioned price, we acknowledge that we have taken into
consideration all the documents and instructions provided by Mercy Corps.
The following payment terms apply to this offer:
Type here to enter Payment Terms.
We undertake, if our application is accepted, to deliver the material, equipment, and/or
services described in the Tender and Application Documents within Type here to enter
No. of Days days from the date of signing the Agreement.
We understand and accept that Mercy Corps is not bound to choose the lowest price on
any application that may be received, and that any or all responses may be rejected
without assigning any reason for such rejection.
Submitted by:
Name: Type here to enter Name
Position: Type here to enter Position
Date:
Click here to enter Date
Page 31 of 31