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Asia Network For Sustainable Agriculture and Bio resources (ANSAB)

BIDDING DOCUMENT

Bid No: ANSAB/01/21122014

Issued on: 21st December, 2014

For

Supply, Delivery, Installation/Erection, Commissioning, Testing and

Handover of Solar Irrigation Project in Bandhu VDC of Bajura

District

Part A: Terms of Reference & Instruction to Applicants Part B: Eligibility & Related Forms Part C: Technical Proposal & Related Forms Part D: Financial Proposal & Related Forms

Asia Network for Sustainable Agriculture and Bioresources (ANSAB)

This bid document consists of four parts:

Part A: Terms and Reference and Instruction to ApplicantsPart B: Eligibility & Related formsPart C: Technical Proposal & related formsPart D: Financial Proposal & related forms

The first part (part A) consists of Terms of Reference and instruction to the applicants. The interested organizations must prepare application in accordance with instructions provided under part A; and forms and information provided under part B, C and D accordingly.

The application pack should consist of three different envelopes for Part B, C and D separately. Completed parts should be kept in separate envelopes and marked accordingly as: I. Envelope one: (Name of the organization) / Part B: Eligibility – Supply, delivery,

installation/erection, commissioning, testing and handover of solar irrigation project in Bandhu VDC of Bajura district

II. Envelope two: (Name of the organization) / Part C: Technical Proposal – Supply, delivery, installation/erection, commissioning, testing and handover of solar irrigation project in Bandhu VDC of Bajura district

III. Envelope three: (Name of the organization) / Part D: Financial Proposal – Supply, delivery, installation/erection, commissioning, testing and handover of solar irrigation project in Bandhu VDC of Bajura district

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Part A: Terms of Reference and Instructions to Applicants

Part A.1 Terms of Reference for Supply, delivery, installation/erection, commissioning, testing and handover of solar irrigation project in Bandhu VDC of Bajura district

1. Background

Realizing the importance of Ecosystem-based Commercial Agriculture (ECA) in Nepal, ICCO Cooperation and Mission East have joined their hands with ANSAB for the development and piloting of an innovative green agri-business project for sustainable rural development in Bajura. The green business model consists of community-private partnership to produce a balance of most remunerative and locally important products for food, nutrition and income security using climate smart technologies, where Innovative Agro Solution (IAS) will be a project partner from private sector.

Despite its rich natural resources and biodiversity, Bajura is one of the poorest districts of Nepal, i.e. 75th district according to Human Development Index. Due to its remoteness, people are living under extreme poverty. Limited access to market and work opportunities and low productivity of lands and labours drag the population into the vicious spiral of poverty, deforestation, increased vulnerability to disasters and climate change, chronicle food shortage and malnutrition. Local people are depending on government and WFP food distribution and have only access to limited arable lands, mostly rain fed, which can hardly meet their food need for 3 to maximum 6 months across the year. The situation described above for Nepal is also applicable in Bajura with a higher degree of intensity.

2. ObjectivesThe goal of the project is to pilot test an innovative climate-smart agriculture and green business model for food and nutrition security, poverty reduction and resilience in remote western mountains of Nepal. The specific objectives of the project are as follows.

Develop a green and fair agri-business model consisting of community-private partnership for the production, processing and marketing of agricultural products;

Increase farm and labour productivity through capacity building, crop diversification and adoption of improved and climate smart farming practices including inputs and technologies; and

Facilitate processing and marketing of agri. products (vegetable seeds and the food crops) in domestic and international markets.

3. Geographical coverage and target groupTarget groups will be five producer groups in Bandhu VDC, one community led enterprise at local level, and one private sector led company at national level, Nepal Food Corporation, international buyer of vegetable seeds and commercial banks. The final direct beneficiaries with access to inputs, technologies and trainings would be 250 households (HHs), out of which 130 HHs will be involved in vegetable seed production. Additional 150 HHs will be benefitted indirectly from new economic activities resulting

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due to value chain activities and transactions leading due to project activities and the demonstration effects of the project

4. Deliverable A business case where private sector led national company as a lead firm and

producers led local enterprises developed. Agricultural productivity increased by 1.5 to 2 folds through CSA practices. Through harvesting, processing and marketing of cash crops, 150 new jobs created,

and150 HHs benefitted indirectly from new economic activities and 250 HHs participated in vegetable seed production, cash and food crop production.

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Part A.2 Instruction and Information to bidders

1. The service provider is expected to supply, delivery, installation/erection, commissioning, testing and handover of solar irrigation project in Bandhu VDC of Bajura district directly without any sub contracting.

2. The bid document can be downloaded from website: www.ansab.org

3. The bid pack to be submitted should consists of two (2) sets of three different envelopes for Part B, C and D separately. Completed parts should be kept in three separate envelopes and marked accordingly as:

I. Envelope one: (Name of the supplier) / Part B: Eligibility – Supply, delivery, installation/erection, commissioning, testing and handover of solar irrigation project in Bandhu VDC of Bajura district

II. Envelope two: (Name of the supplier) / Part C: Technical Proposal – Supply, delivery, installation/erection, commissioning, testing and handover of solar irrigation project in Bandhu VDC of Bajura district

III. Envelope three: (Name of the supplier) / Part D: Financial Proposal – Supply, delivery, installation/erection, commissioning, testing and handover of solar irrigation project in Bandhu VDC of Bajura district

4. Two (2) sets of three envelopes shall be packed properly in a separate envelop cover, sealed and should be clearly marked with Application for “Supply, delivery, installation/erection, commissioning, testing and handover of solar irrigation project in Bandhu VDC of Bajura district” with clearly stating the name of submitting supplier in each envelopes.

5. The bid pack in an envelope as described under section 4 above together with a covering letter must reach (hand delivery) to address given below by Sunday, 4th

January, 2015, 5:00 pm. The application submitted after the deadline shall not be considered for bidding process.

Asia Network for Sustainable Agriculture and Bioresources (ANSAB)House no: 819/29, Bhimsengolamargh, New BaneshworKathmandu, Nepal Tel.: +977- 1 4497547 / 4478412

6. If an applicant has any questions or queries to bid call (process, forms etc), those shall reach in written to ANSAB until Friday, 26th Dec, 2014. Email can be written to ANSAB at [email protected] with mentioning ‘clarification to call for Supply, delivery, installation/erection, commissioning, testing and handover of solar irrigation project

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mailto:[email protected]

http://www.ansab.org/


in Bandhu VDC of Bajura district’ in subject line. The question will be clarified back in written by Monday, 29th Dec, 2014.

7. The information within application MUST be submitted as per forms provided in this bid document and substantiated with necessary supporting documents as required and should be in English language.

8. The supplier should produce an authorization letter stating the representative and the power of attorney to lead the contract.

9. ANSAB will open bid, in the presence of suppliers’ representative who choose to attend at 12:00 pm on 6th Jan, 2014 at office address (stated above in section 5).ANSAB reserves the right to open the bids at the time indicated above, even at the absence of suppliers’ representatives. In case the bid opening date happens to be an official holiday, ANSAB will open the bids in the following working day at the same time. The suppliers’ representative (only one person) shall present and produce an authorized letter of representation and sign in register evidencing their attendance.

10. ANSAB reserves the right to cancel the bid, without any obligation to inform the suppliers.

11. Bid must be valid for a period of 60 days after the deadline for bid submission date.

12. The warranty period should be 5 years with minimum 2 services per year

13. Lightning arrestor, surge protector and the grounding system are necessary part of the technical proposal

14. Penalty of 10% of contract amount will be imposed to supplier if failed to attend the maintenance and bring back to normal running operation within one month of notice (after testing & commissioning of site) and this clause will be valid up to 2 years

15. The given data are based on site survey, so bidder may request to do site survey for clear view in case of doubt (like pipe distance, wire distance etc). ANSAB will not be responsible for any variation in above provided data & there will be no variations in contract amount once signed

16. Payment procedure:a. First Instalment: 60% payment release after issuing of complete equipment delivery

report/ certificateb. Second Instalment: 30% payment release after issuing of testing & commissioning

report/ certificatec. Final & third Instalment: Remaining 10% payment will be released after 2 years of

After Sales Services (ASS) period with proper ASS report.

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17. Technical proposal and financial proposal has 70% and 30% of weightage respectively during evaluation process.

18. The Contract shall be interpreted in accordance with prevailing laws of Nepal.

19. The Supplier shall pay all the taxes as per the rules of Government of Nepal.

Negotiations:

1. Negotiations may be held before finalizing the award of contract.2. After completing the negotiations, ANSAB shall award the contract to the selected

applicant and notify the other applicants that they were unsuccessful.

Procurement Schedule:

SN Description Deadline1. Call for Bid 21st Dec, 20142. Questions by applicants for clarity Within 26th Dec, 20143. Clarification by ANSAB By 29th Dec, 20144 Dead line for submission of the bid by

suppliers4th Jan, 2015

5. Opening of the Bid 6th Jan, 20156. Assessment of the Bid 12th Jan, 20157. Communication to the selected/ unselected

suppliers13th Jan, 2015

8. Further clarification & negotiation (if required)

16th Jan, 2015

9. Award contract (expected) Last week of Jan, 201510. Commencement of Service (expected) Last week of Jan, 2015

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Part B: Eligibility Criteria (Envelope 1)

The bidder must submit an official Letter of Submission with authorized signature and official seal for following documents along with clear proposal.

1. Copy of registration certificate and renewals where applicable, Copy of PAN/VAT registration and must submit proof of tax submission of recently completed fiscal year. [................]

Proof of eligibility: copies of the certificates, and other relevant documents as applicable

2. The bidder must be a qualified from AEPC for doing works under ISPS projects [................]Proof of eligibility: relevant document as applicable from AEPC

3. The bidder must submit the letter of attorney for signing the contract with specimen signature of authorized person with office seal [................]

Proof of eligibility: Providing the letter of attomey for signing the contract with specimen signature and official seal

4. The letter of commitment for bid validity should be submitted separately [................]Proof of eligibility: Providing the commitment letter for bid validity as per requirement stated above in section 11 of Instruction and information to bidders.

5. The letter for commitment of penalty in case of withdrawal of the Bid after awarding the contract [................]

Proof of eligibility: Providing the commitment letter of penalty as per requirement stated above in section 14 of Instruction and information to bidders.

6. Bidder must submit the manufacturer authorization letter for solar module & pump set [................]Proof for eligibility: Providing letter of manufacturer authorization for both solar module and pump set

7. The working schedule stating the timeline not more than 60 days from the date of contract awarded for project completion [................]

Proof of eligibility: Providing the commitment letter of project completion

Assessment for eligibilityThe above eligibility criteria must be answered with YES with sufficient Proof (in hard copies) in order to let the supplier pass to the next evaluation step (assessment of technical proposal) after a thorough assessment.

List of the forms to be submittedAnnex 1: B1: Submission form for bid proposal

B2: List for the letters/copies/certificates and forms submitted B3: Manufacture’s authorization letter

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Part C: Technical Proposal (Envelope 2)

Detail Technical Specifications for Supply, delivery, installation/erection, commissioning, testing and handover of solar irrigation project in Bandhu VDC of Bajura district

Compliance Statements to Technical Requirement:

In the bid document, the supplier shall include clause by clause statement on ANSAB’s Technical Requirements. In the statement of compliance, the supplier shall state: -

a. “FULLY COMPLIANT (FC) " if goods and functions offered fully meet the requirement.b. "PARTIALLY COMPLIANT (PC)" if the goods and functions offered meet the

requirement partially. The supplier shall state the reason why the offer is partially compliant. c. "NON COMPLIANT (NC)" if the goods and functions cannot meet the requirements. The

supplier shall also state reasons for it.d. Compliance statements such as 'Agreed', 'Noted', ‘OK’, Tick Mark, 'Understood', etc. shall

not be acceptable.

In case of absence or unclear statements of compliance for any specified requirement, ANSAB will interpret that particular requirement as being "NON COMPLIANT".

S/N Description

Bidder shall state as Fully Compliant/

Partially Compliant/

Non-compliant

1. General Information Project Name: Climate Smart Agriculture in the Himalaya – An

Innovative Green Business Model for Food Security and Poverty Reduction of Mountainous Communities of Nepal

Address: Chhepi of BandhuVDC – 5, BajuraRoad Head: Pandusen, BajuraDistance from road head to site :20 Km ( Approx)

2. Design Information Total water demand per day: Minimum 4,00,000 Litres per day (four lakh

litres per day)Pipe line length (Transmission): 53 M (37 +16)Total Head : 25 MAutonomy days: 1.5Electrical cable length: 200 M4 inch GI pipe: 16 M4 inch Steel Thread Hose Pipe : 37 M

3. Water Source Information Name of source: Karnali RiverType of source: Running water (River)

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Source quality: Suitable for Irrigation

4. Civil Structure Bidder will be responsible for entire civil structure for hanging the pump set towards Karnali river from land surface & support pillar for transmission pipe or bed & pump house structure for surface pump.

5. Solar Array (Estimated) Array Solar PV module:As per required water discharge of 4,00,000 litres per dayGround Mounting structure must be galvanized iron as per Nepal StandardCertifications requirement for Solar Array

IEC 61646 & IEC 61730 & UL 1730 for Crystalline module or IEC 61215, IEC 61730 for thin film module

ISO 9001 & 14001 RETS certified

Other conditions for Solar Module Manufacturer Minimum manufacturing experience should be 15 years Product warranty for materials and workmanship for 10 years and

power output warranty for 20 years Power degradation should not be more than 10% for the first 10

years and 20% for next 10 years at Standard Temperature Condition (STC).

6. Pump & Controller Type Submersible pump or surface pump with controller

Certification requirement for Pump ISO 9001 & 14001

Other conditions for pump manufacturers Manufacturing experience of minimum 15 years Number of pump supplied/installed till date --Minimum 500 no’s

(good operation proof required from customers) 5 years warranty for pump set offered

7. Motor Specifications – submersible type Anti-friction bearings for axial/ radial loads Portable and hygienic grade of oil-filled motor facilitates use of

anti-friction bearings (instead of journal bearings) -free operation of pump set

Pressure Balance for Deep Submergence VV/VF driven AC Induction Motor (Rating: 120V/415V, 3Phase,

50Hz ACIM) Stator is easily rewindable Insulation: Class ‘F’

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8. Features for Solar Power Conditioner Certified for IEC 61683:1999 standard requirements Certified for IEC 60068 – 2 (1, 2, 14, 30, 75) standard requirements Solar Power Conditioner Units have minimum 95% of efficiency Sensor less, Electronic Dry Run Protection Maximum Power Point Tracking (MPPT) for Optimum Solar

Performance Automatic start and shut off as per solar intensity Soft start controlling in rush current, Inbuilt VFD Dust Proof and protection from Overload, Overvoltage, Under

voltage, Short Circuit and Phase imbalance Visual LED and LCD based indications Will not restart automatically for faults like dry run, phase

imbalance, output short circuit; unless attended The system can be used to run 1 Phase AC Loads (LEDs, CFLs,

small, Computer) during day time or charge the batteries using separate charger which can be procured separately from market

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Part D: Financial Proposal (Envelope 3):

Price schedule for supply, delivery, installation/erection, commissioning, testing and handover of solar irrigation project in Bandhu VDC of Bajura district

Name of the Supplier: …………………………………………………………………………

Summary of the financial proposalS. No Description

Unit Capacity Qty Unit Price in NRs

Total Price in NRs

1 Solar Modules/Array

2 Pump-set with controller

3 Mounting structures and wiring accessories

4 Pipe and accessories

5 Transportation & installation

6 Testing, commissioning & operators’ training

7 Others (if any-specify)

Total Before VAT

13% VAT (only for applicable)

Total Price

Total Price including VAT, in figures (Nepalese Rupees):___________________

Total Price including VAT, in words (Nepalese Rupees):___________________

Signature of the supplier:Full Name:Designation:

Supplier’s Official Seal:Date:_________________________________________________________________________________________________________________________Note:

1. Please provide the details of cost breakdown in separate sheet and attach with this Financial Proposal (Envelope 3):

2. In case of discrepancy between unit price and the total price, the unit price shall prevail. The supplier shall clearly mention VAT.

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ANNEX 1: PART B: STANDARD FORMS TO BE SUBMITTED FOR BID PROPOSAL

B1: SUBMISSION FORM FOR BID PROPOSAL Date: DD/MM/2014

Bid No. ANSAB/01/21122014 for Supply, delivery, installation/erection, commissioning, testing and handover of solar irrigation project in Bandhu VDC of Bajura district.

Asia Network for Sustainable Agriculture and Bioresources (ANSAB)P.O. Box: 11035Bhimsengola, New BaneshworKathmandu, Nepal.

Dear Madam/Sir,

Having examined the bidding documents including addenda Nos.: ------------(Insert number), the receipt of which is hereby duly acknowledged, we, the undersigned, offer to Supply, delivery, installation/erection, commissioning, testing and handover of solar irrigation project in Bandhu VDC of Bajura district in conformity with the said bidding documents for the sum of -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------(Specify bid price in figure and words) attached herewith and made part of this bid.

We undertake, if our bid is accepted, to complete supply, delivery and installation of all the items specified in the contract within ----- (Specify days) days calculated from the date of signing of the contract.

Our bid is valid up to___________________ (mention date) and it shall remain binding upon us and may be accepted at any time before the expiration of this validity.

Until a formal contract is prepared and executed, this bid, together with your written acceptance thereof in your notification of award shall constitute a binding contract between us.

We understand that you are not bound to accept the lowest or any bid you may receive.

Dated: ---------------- (Specify date)

Signature: __________________Name:Designation: Official Seal:_________________________________________________________________________________________________________________________Note: This Bid Form shall be duly filled, signed, dated and stamped with official seal. Bid Form not duly filled, signed, dated and stamped with official seal will not be considered for evaluation.

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B2: LIST FOR THE LETTERS/ COPIES/ CERTIFICATES SUMBITTED

Bid No. ANSAB/01/21122014 for Supply, delivery, installation/erection, commissioning, testing and handover of solar irrigation project in Bandhu VDC of Bajura district.

1. List of letters/ copies/ certificates submitted in part of Envelope one: Part B: Eligibility & Related Forms

SN. Description/ type of Hard copies submitted1.2.3.4.5.6.7.

2. List of letters/ copies/ certificates submitted in part of Envelope two: Part C: Techinical Proposal

SN. Description/ type of Hard copies submitted1.2.3.4.5.6.7.8.

3. List of letters/ copies/ certificates submitted in part of Envelope three: Part D: Financial Proposal

SN. Description/ type of Hard copies submitted1.2.3.4.5.6.7.

_________________________________________________________________________________________________________________________Note: This list of documents should attach with Bid Form.

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B3: MANUFACTURER’S AUTHORIZATION LETTER

TO: Asia Network for Sustainable Agriculture and Bioresources (ANSAB)P.O. Box: 11035Bhimsengola, New BaneshworKathmandu, Nepal.

WHEREAS ------------------------------------------- (Specify name of the Manufacturer) who are established and reputable manufacturers of ------------------------------------------------------------------ (Specify name and/or description of goods) having factories at ------- (Specify Address of Factory)

Do hereby authorize ------------------------------- (Specify Name and Address of Bidder) to submit a Bid, and subsequently negotiate and sign the Contract with you against Invitation for Tender: Bid No. ANSAB/01/21122014 for Supply, delivery, installation/erection, commissioning, testing and handover of solar irrigation project in Bandhu VDC of Bajura district for the above goods manufactured by us.

We hereby extend our full guarantee and warranty for the Goods offered for supply by the above firm against this Invitation for Bids.

______________________________________[Signature for and on behalf of Manufacturer]

[Name] ----------------------

[Designation] ------------------

Date :

_______________________________________________________________________________Note:The Manufacturer’s Authorization Letter shall be on the letterhead of the manufacturing concern and shall be signed by a person competent and having the power of attorney to bind the manufacturer.

It is mandatory to submit Manufacturer’s Authorization Letter for the Supply, delivery, installation/erection, commissioning, testing and handover of solar irrigation project in Bandhu VDC of Bajura district.

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