CONTRACT NOTICE - PREQUALIFICATION
Kafubu Water & Sewerage Company Ltd (KWSC)
Improvement of Water Supply and Sanitation Project
Danida File No.: 104.O.30.Zambia.3
1.
CLIENT/CONTRACTING AUTHORITY
Kafubu Water & Sewerage Company Ltd (KWSC)
B12 Vitanda Street
P.O.Box 71278
Ndola, Zambia
Tel.: +260 212 622 153-5 and +260 212 622 425
Fax: +260 212 622 177
E-mail: kafubuws@kafubu.co.zm
Web site: www.kafubu.com
The Kafubu Water & Sewerage Company Ltd. is located in the Copperbelt Province of Zambia and serves
the urban parts of the three districts, Ndola, Luanshya and Masaiti. KWSC was incorporated under the
Companies Act Cap 388 under the Laws of Zambia to perform the functions as outlined in the Water and
Sanitation Act No. 28 of 1997 pursuant to the Local Government Act No. 281. KWSC is owned by Ndola
City Council, Luanshya Municipal Council and Masaiti District Council.
2.
PROCUREMENT DETAILS
2.1
The Project and the Purpose of the Contract
The project is: KWSC – Improvement of Water Supply and Sanitation Project.
The purpose of the Contract is the provision of Consulting Engineering Services to the Project
(preliminary design and hydraulic modeling, preparation of procurement documents for the construction
contract, prequalification of contractors, training of KWSC staff, and supervision of construction).
2.2
Financing of the Project and the Services
The Project has been approved by Danida Business Finance for a loan in the magnitude of USD 80 million
to the Government of the Republic of Zambia to cover the cost of a construction contract in accordance
with FIDIC "Conditions of Contract for Plant and Design-Build for Electrical and Mechanical Works and for
Building and Engineering Works designed by the Contractor, 1st Edition 1999". The training, design and
tendering phase will be financed by a grant from Danida, whereas the subsequent supervision services by
the Consulting Engineer will be financed from the loan.
In accordance with the project approval by the Danish Board for International Development Cooperation,
payments to the Consultant are exempted from tax and duties in Zambia. The currency of the Tender is
Euro.
2.3
Eligibility of the Service Provider
The Consulting Engineering Services will be provided by a consulting engineering company selected on
the basis of international competitive bidding limited to Danish eligible bidders and in conformity with
Zambian rules. The criteria for eligibility are those contained in the General Rules and Guidelines for
Procurement under Danish Tied Mixed Credits to Developing Countries (August 2007) and the
Consultants shall have a minimum annual turn-over DKK 200 million.
2.4
Scope of the Contract
The tendering for the Services will be divided into two phases:

Phase I: Preliminary design and preliminary hydraulic modeling, preparation of procurement
documents for the construction contract, prequalification of contractors (limited to Danish
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companies), training of KWSC staff, and part time assistance to KWSC during tender evaluation and
award of construction contract. (Contract with a maximum ceiling amount)

Phase II: Provision of a senior supervising engineer with extensive international experience ("FIDIC
Engineer") and some experienced assistant supervisors (expatriate and/or Zambian) for supervision
of the construction contract. The Contract will be based on man-month rates for key staff. Additional
staff required by the Consulting Engineering Company shall be included in the rates for the specified
supervisory staff. Payment in accordance with actual time spent by the specified supervisory staff.
(Contract with a maximum ceiling amount)
The durations of the services are estimated at:

Phase I: Seven months from award of contract to completion of preliminary design, preliminary
hydraulic modeling, prequalification of contractors, and approval of procurement documents for
construction contract. Some of the training of KWSC staff may be carried out during the construction
tender period in parallel with the part time assistance to KWSC on tender clarification and
evaluation, and award of construction contract.

Phase II: Estimated construction time 30 months, excluding the defects notification period. The
services shall include training, and inspection of the works at completion of the 12 months defects
notification period.
2.5
Limitation on the number of Consultants being Shortlisted and Evaluation Criteria:
The maximum number of consultants to be shortlisted is four. The objective criteria for limiting the
number of consultants in the shortlist is similar services provided in the past three years.
The method of evaluation of the tender is "Quality and Cost-based Selection”.
3.
BRIEF DESCRIPTIN OF THE PROJECT
The immediate objectives of the project are to improve the water and wastewater services in Ndola,
Luanshya and Masaiti urban areas and strengthen the capacity of KWSC to operate the facilities in an
efficient and sustainable way. The three towns have a total population of approximately 550,000 people
of which about 450,000 are receiving water supply services. The existing water and wastewater facilities
are in a progressive state of physical deterioration caused by lack of funds and means of sustaining the
operation of the facilities.
The constraints have resulted in, for instance: (i) Intermittent water supply ranging from 2 to 24 hours of
supply (average 17 hours); (ii) Insufficient water supply and sewerage coverage; (iii) Large quantities of
non-revenue water (both technical and commercial losses); (iv) Insufficient metering for network
management purposes; (v) Insufficient coverage of customer water meters; (vi) Poor functioning of
mechanical and electrical equipment at both water and wastewater treatment plants; and (vii) Financial
operation with cash-flow deficits due to erratic settlements of water tariff invoices by institutional
customers and customers in areas with intermittent services.
The aim of the project is to alleviate the present constraints by:
Water supply:

Rehabilitation of raw water intakes, water treatment plants and pumping stations;

Extension of the coverage of water supply networks;

Rehabilitation of existing water supply networks for reduction of water losses;

Procurement of flow meters and leakage detection equipment; and

Provision of control and monitoring facilities.
Sewerage:

Rehabilitation of existing wastewater treatment plants in Ndola and Luanshya;

Rehabilitation of sewage pumping stations and sewer mains;

Extension of the coverage of sewerage services and rehabilitation of existing sewers; and

Procurement of vacuum tankers and jetting equipment.
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Institutional strengthening and training:

Review the organization of KWSC and propose institutional changes and a capacity development
programme;

Train the PIU staff and other key personnel of KWSC in their role in implementation and contract
management;

Assist KWSC in developing an operation and maintenance plan and prepare training modules across
all levels of staff;

Prepare training modules on operation and use of control and monitoring systems, hydraulic
modeling, GIS, SCADA, leak detection, etc.;

Train staff in customer relations and information campaigns towards the public.
Part of the above training shall be performed by the consultant and other parts by the contractor.
4.
PROCEDURES
4.1
Content of Prequalification Document
The Prequalification Document shall comprise the attached "Application Form for Expression of Interest”.
The Application Form and Annexes shall be submitted in hard copy (original) and electronic version (PDF
file not exceeding 5 Mb) to the Client/Contracting Authority, KWSC, with electronic copy to Ramboll.
4.2
Time Limit and place for Submission of Expression of Interest
The documents shall be submitted to the client:
Kafubu Water and Sewerage Company Ltd
B12 Vitanda Street
P.O.Box 71278
Ndola, Zambia
The deadline for submission of the Prequalification Document is December 28th 2012 at 16:00 hours.
4.3
Publication of this Notice
The Notice is announced in Denmark on the web page of Danida.
4.4
Enquiries
Enquiries in connection with this Contract Notice should be addressed to the Client/Contracting Authority,
KWSC att. Acting Managing Director Mr. Athanasius K. Mwaba with copy to:
Ramboll
Hannemanns Allé 53
DK-2300 Copenhagen S
Denmark
Att. Jean-Pierre Zafiryadis (+45 5161 8861), jpz@ramboll.dk
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Kafubu Water & Sewerage Company Ltd (KWSC)
Improvement of Water Supply and Sanitation Services
Project
Application Form for Expression of Interest for Contract for Consulting Services
Danida File No.: 104.O.30.Zambia.3
1. CANDIDATE
This application is submitted by:
Candidate
Leader1
Members
Other entities
Name(s) of legal entity or entities
Contact person of the Candidate:
Name
Organisation
Address
Telephone
E-mail
2. INSTRUCTIONS TO CANDIDATES
Candidates expressing an interest in the above mentioned contract where the Client / Contracting
Authority is Kafubu Water & Sewerage Company Ltd (KWSC) must use this application form.
The application must include signed declarations using the formats in ANNEX A and ANNEX B from
each legal entity mentioned in clause 1 above. The application and declaration(s) must be submitted
using the cover letter format in ANNEX C. Any other documentation as required in the Contract Notice
and in this application form must be included. Any additional documentation not specifically required
will not be taken into consideration and should not be included with the application. The application
and the declaration(s) as well as the required documentation must be in English.
Please refer to this application form as well as the Contract Notice for the required documentation and
minimum requirements.
An application being submitted by a consortium (i.e., either a permanent, legally established grouping
or a grouping, which has been constituted informally for a specific contract) must follow the
instructions applicable to the consortium leader and its members. Note that a sub-contractor is not
considered to be a consortium member and should not be included in this application.
An application must be sent in paper format in one original and two copies, and emailed in an
electronic version (PDF file not exceeding 5 Mb) to the Client / Contracting Authority at the address as
stated in the Contract Notice before the stated time.
3. CONDITIONS FOR PARTICIPATION
If the Candidate is a consortium, the consortium as a whole should meet the required minimum
capacities (add rows as required).
3.1 Economic and financial standing
Requirements and possible minimum levels to the economic and financial standing of the Candidate
are specified in the Contract Notice.
a) Annual turnover of the Candidate (add rows as required)
DKK mill.
Most recent year
Most recent year -1
Most recent year -2
Annual Turnover
If this application is being submitted by an individual legal entity, the name of that legal entity should be entered as
”Leader”, and all other lines should be deleted.
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3.2
a)
Technical and/or professional ability)
List of the similar services provided in the last three years - Maximum of 5 references
(add forms as required)
Ref. No. 1
Legal entity
Project title
Country
Name of Client
Dates (mm/yy – mm/yy)
Project value Mill. DKK
Share carried out by legal entity %
2
Consortium members
Description of Project
Types of services provided
by legal entity
b)
Measures used for ensuring quality
Name of certified quality assurance system:
c)
Educational and professional qualifications
If required in the Contract Notice, please list the managerial staff of the legal entity and, in particular
those responsible for providing the services. No CVs are required. (Add rows as required):
Legal entity
d)
Name and title
Education
Professional qualifications
Environmental management measures
Not applicable, unless otherwise required in the contract notice
e)
Average annual manpower
Please list the total staff and the number of managerial staff for the last three years.
Average manpower
Most recent year
Most recent year -1
Most recent year -2
Management staff
Other staff
Total staff
f)
Sub-contracting
The major part of the services must be rendered by the Candidate
Please indicate the proportion of the contract intended subcontracted:
Signed on behalf of the Candidate
Date:
Name:
Signature:
____________________________________________________
If the applicant is a consortium only a maximum of the 5 most relevant services among the consortium members are
to be listed.
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ANNEX A:
Format of the Declaration referred to in the Application Form for Expression of Interest
To be submitted on the letterhead of the legal entity(ies) concerned.
(If the Candidate is a Consortium, the declaration must be submitted by the Leader and each
Member of the Consortium)
To be addressed to Kafubu Water & Sewerage Company Ltd (KWSC)
<Date>
Dear Madam/Sir
<Contract title >
In response to your Contract Notice we, <name(s) of legal entity or entities> confirm that we intend to
submit a tender for the contract for the above if we are invited to do so.
We hereby declare that we:
1.
Are making this application [on an individual basis/as a member of the consortium led by <name
of the leader/ourselves; delete as applicable] for this contract.
2.
Attach a signed Solemn Declaration providing sufficient evidence that none of the cases
mentioned applies to any of the legal entities making this application;
3.
Attach documentation for committing to the principles of United Nations Global Compact or attach
our Code of Ethics;
4.
Attach our Business Integrity Management System;
5.
Are not in a conflict of interest or in any other situation, which would exclude us from
participating in the contract;
6.
Will inform you immediately if there is any change in the above circumstances at any stage
during the implementation of the contract.
We recognise that you may exclude us from this contract and future contract procedures if we are guilty
of serious misrepresentation or failing to supply the information that may be required for this qualitative
selection.
Yours sincerely,
<Signature of authorised representative>
<Name and position of authorised representative>
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ANNEX B
Format of the Solemn Declaration
referred to in the Contract Notice and the Application Form for Expression of Interest
(If the Candidate is a Consortium the declaration must be submitted by the Leader and each
Member of the Consortium)
SOLEMN DECLARATION
In accordance with Danish Law’s Act no. 336 of 13 May 1997 on limitation of debtors possibilities to
participate in public procurements and on change of certain other laws (Making effective the collection of
arrears to the authorities), the authorities shall on procurement of construction and plant works as well
as purchases of goods and services demand that any tenderer simultaneously with submitting its tender
make a solemn declaration on the extent of the tenderer’s unpaid, due debts to the authorities in the
form of taxes, duties and social security contributions in accordance to Danish law or the law of the
country of the tenderer’s establishment.
In accordance with the regulations of the abovementioned law the undersigned hereby solemnly and
under liability to punishment give the below mentioned declaration.
Company name, address, telephone number and registration number:
Information on debts to the authorities (make selection):
1

The company has no unpaid, due debts to the authorities.
2

The company has unpaid, due debts to the authorities but these debts do not exceed DKK
100,000 (or an equivalent amount in another currency).
3

The company has unpaid, due debts to the authorities and these debts exceed DKK
100,000 (or an equivalent amount in another currency).
The following points 4 or 5 and 6 shall only be filled, if point 3 has been selected.
Security has been provided to the collection authority for payment of the part of the debts

4
that exceed DKK 100,000 (or an equivalent amount in another currency).

Security will be provided to the collection authority for payment of the part of the debts
that that exceed DKK 100,000 (or an equivalent amount in another currency).
5

6
An arrangement for payments concerning unpaid, due debts has been made with the
collection authority, and this arrangement has been kept.
Date of establishment of security/arrangement:
Collection authority:
Year:
Month:
Name
Address:
Postal code:
Signature:
Date:
City:
Company management signature and company stamp:
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Day:
ANNEX C
Format of the Cover Letter referred to in the Application Form for Expression of Interest
(To be submitted on the letterhead of the Candidate - The “Leader” if the Candidate is a
consortium)
To be addressed to Kafubu Water & Sewerage Company Ltd (KWSC)
<Date>
Dear Madam/Sir
<Contract title and file number>
In response to your Contract Notice we, <name(s) of legal entity or entities>, hereby submits the
following documents:
1. Application Form;
2. Declaration(s) by <name of legal entity(ies)> with required documentation and certification (see
ANNEX A above) ;
I, the undersigned, being the authorised signatory of the above Candidate (including all consortium
members, in the case of a consortium), hereby declare that we have examined the Contract Notice for
the restricted procedure referred to above.
If we are short-listed, we fully intend to submit a tender to provide the services requested in the tender
dossier.
We are fully aware that, in the case of a consortium, the composition of the consortium cannot be
modified in the course of the tender procedure.
We are also aware that the consortium members would have joint and several liability towards the
Contracting Authority concerning participation in both the above tender procedure and any contract
awarded to us as a result of it.
Signed on behalf of the Candidate
Date:
Name:
Signature:
____________________________________
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