Microsoft word - volume 4 finoffer - 21 05 2010.doc

FINANCIAL BID
EuropeAid/126354/D/WKS/KE (re-tendering) SECTION 1: BILL OF QUANTITIES
EuropeAid/126354/D/WKS/KE (re-tendering) PREAMBLE
Tenderers must price each item in the bill of quantities separately and follow the instructions regarding the transfer of various totals in the summary. The bill of quantities must be read with all the other contract documents and the Contractor shall be deemed to have thoroughly acquainted himself with the detailed descriptions of the works to be done and the way in which they are to be carried out. All the works must be executed to the satisfaction of the Supervisor. 1.1 Quantity of items
The quantities set forth against the items in the bill of quantities are an estimate of the quantity of each kind of the work likely to be carried out under the contract and are given to provide a common basis for bids. There is no guarantee to the Contractor that he will be required to carry out the quantities of work indicated under any one particular item in the bill of quantities or that the quantities will not differ in magnitude from those stated. When pricing items, reference should be made to the conditions of contract, the specifications and relevant drawings for directions and descriptions of work and materials involved. The quantities given in the bill of quantities are provisional and reflect the estimates made at the time of approval to provide a basis for this dossier and tenders. Tenderers must consider every aspect of the dossier carefully. Any comments concerning the quantities must be made in the form of an attachment, following the system of itemisation, quoting the codes and brief descriptions, as in the present documents, including the rates and prices. Save where the technical specifications or the bill of quantities specifically and expressly state otherwise, only permanent works are to be measured. Works will be measured net to the dimensions shown on the drawings or ordered in writing by the Supervisor, save where described or prescribed elsewhere in the contract. In adjusting extras or variations on the contract, works will be measured on the same basis as that on which the quantities were prepared. All works not specifically mentioned in the bill of quantities will be taken as included in the prices of various items. Where, in the opinion of the Supervisor, extra works cannot be properly measured or valued, the Contractor may, if so directed by the Supervisor, carry out the work at the daywork rates shown in the schedule of daywork. All completed daywork sheets must be signed by the Supervisor on or before the end of the week in which the works are executed. No allowance will be made for loss of materials or volume thereof during transport or compaction. 1.2 Units of measurement
The units of measurement used in the annexed technical documentation are those of the International System of Units (SI). No other units may be used for measurements, pricing, detail drawings etc. (Any units not mentioned in the technical documentation must also be expressed in terms of the SI.) Abbreviations used in the bill of quantities are to be interpreted as follows: Page 1 of 3
TERMS RELATING TO PAYMENTS
The method for measuring completed works for payment must be in accordance with Clause 47.1 (v) of the General Conditions (net measurement), save where Section II, "Description of the items of the bill of quantities" provides otherwise. The provisional sums in the bill of quantities must be used in whole or in part at the discretion of the Supervisor. Each item in the bill of quantities for which payment is to be made in a lump sum, and for which no payment schedule is provided, must be paid after the work covered by the lump sum has been completed to the satisfaction of the Supervisor. The prices and rates inserted in the bill of quantities are to be the full inclusive values of the works described under the items, including all costs and expenses which may be required in and for the construction of the works described together with any temporary works and installations which may be necessary and all general risks, liabilities and obligations set forth or implied in the documents on which the tender is based. It will be assumed that establishment charges, profit and allowances for all obligations are spread evenly over all the unit rates. The rates and prices tendered in the priced bill of quantities will be quoted at the rates current prior to the date of submission. Rates and prices must be entered against each item in the bill of quantities. The rates will cover all applicable taxes, duty and other liabilities. Bids must be submitted in accordance with the tax and customs arrangements for EDF funded programmes (Article 31 of Annex IV to the Cotonou Agreement), and those under Section 138(1) and (2) (g) of the Customs Act and sections 23 (i) and (3) (e) of the VAT Act, and Legal Notices 138 and 145 of 1992 and legal notice No. 67 of 2003. Extract of the Tax and Customs Arrangements of the Cotonou Agreement The following is an extract of the Tax and Customs Arrangements of the Cotonou Agreement. In the case of any discrepancy between the following extract and the Agreement, the original text of the Agreement is applicable. Article 31
Tax and customs arrangements
The ACP States shall apply to contracts financed by the Community tax and customs arrangements no less favourable than those applied by them to the most favoured States or international development organisations with which they have relations. For the purpose of determining the most-favoured-nation (MFN) treatment, account shall not be taken of arrangements applied by the ACP State concerned to other ACP States, or to other developing countries. Subject to the above provisions the following shall apply to contracts financed by the Community: Page 2 of 3
(a) the contract shall not be subject in the beneficiary ACP State to stamp or registration duties or to fiscal charges having equivalent effect, whether such charges already exist or are to be instituted in the future; however, such contracts shall be registered in accordance with the laws in force in the ACP State and a fee corresponding to the service rendered may be charged for it; (b) profits and/or income arising from the performance of contracts shall be taxable according to the internal fiscal arrangements of the ACP State concerned, provided that the natural or legal persons who realise such profit and/or income have a permanent place of business in that State, or that the performance of the contract takes longer than six months; (c) enterprises which must import professional equipment in order to carry out works contracts shall, if they so request, benefit from the system of temporary admission as laid down by the national legislation of the beneficiary ACP State in respect of the said equipment; (d) professional equipment necessary for carrying out tasks defined in a service contract shall be temporarily admitted into the beneficiary ACP State or States in accordance with its national legislation free of fiscal, import and customs duties and of other charges having equivalent effect where these duties and charges do not constitute remuneration for services rendered; (e) imports under supply contracts shall be admitted into the beneficiary ACP State without customs duties, import duties, taxes or fiscal charges having equivalent effect. The contract for supplies originating in the ACP State concerned shall be concluded on the basis of the ex-works price of the supplies to which may be added such internal fiscal charges as may be applicable to those supplies in the ACP State; (f) fuels, lubricants and hydrocarbon binders and, in general, all materials used in the performance of works contracts shall be deemed to have been purchased on the local market and shall be subject to fiscal rules applicable under the national legislation in force in the beneficiary ACP State; and (g) personal and household effects imported for use by natural persons, other than those recruited locally, engaged in carrying out tasks defined in a service contract and members of their families, shall be exempt from customs or import duties, taxes and other fiscal charges having equivalent effect, within the limit of the national legislation in force in the beneficiary ACP State. Any matter not covered by the above provisions on tax and customs arrangements shall remain subject to the national legislation of the ACP State concerned. COMPLETING THE BILL OF QUANTITIES
In the bill of quantities, rates and prices will be entered in the appropriate columns in national currency. where there is a discrepancy between amounts in figures and in words, the amount in words will prevail; and where there is a discrepancy between the unit rate and the total amount derived from the multiplication of the unit price and the quantity, the unit rate as quoted will prevail. DESCRIPTION OF UNIT RATES (BILL OF QUANTITIES)
The Bill of Quantities that follow provide the description of the rates (or unit prices) of the work items in accordance with relevant clauses of Volume 3 (Technical Specifications), to be filled in by the tenderer. Page 3 of 3
SECTION 2: PRICE ADJUSTMENT COEFFICIENTS AND BASE INDICES
SECTION 2: PRICE ADJUSTMENT COEFFICIENTS AND BASE INDICES
SCHEDULE A: CONTRACT INDICES

Tenderers shall provide the information required below.
The tenderer shall enter in a table with identical structure to the one that follows, his proposed weightings
for the coefficients that will be applied uniformly to applicable payments following the provisions of Article
48 of the Special Conditions of Contract (Price Revision).
The coefficients a, b, c, d etc. included in the price revision formula have the following meaning: « a » is the percentage of total cost of other components non revised on the total amount of contract « b » is the percentage of total cost of labour on the total amount of contract « c » is the percentage of total cost of equipment maintenance on the total amount of contract « d » is the percentage of total cost of fuel on the total amount of contract. a + b + c + d = 1

These coefficients must be calculated by the tenderer on the basis of a detailed price breakdown and
submitted in the tender together with methodology used and clear arithmetical calculations. There is no
single way to obtain them, as it will depend on factors like if a certain contractor relies more on mechanical
equipment or of labour force to carry out some particular work.

Tenderer’s proposed weighting

Article 48 Description
Coefficient
Tenderer’s
of Coefficient
Coefficient Weighting
Column Total (must be 1.00)
The source of indices shall be stated by the tenderers and the procedure for application is described in Article 48.2 of the Special Conditions of Contract. On the pages that follow (additional pages may be added), the tender must indicate in broad detail for
each applicable index, how the proposed weighting figure entered in the table has been derived.
Tenderers may be required to provide additional substantiation if the Contracting Authority
considers the information to be inadequate or that the weighting values derived are in any way
unusual.
Page 1 of 2
SCHEDULE B: BASE INDICES AND PRICES
The tenderer shall provide in the following pages the base indices and prices, as well as details of the sources of the indices and prices, in accordance with the provisions of Article 48 of the Special Conditions of Contract. Page 2 of 2
SECTION 3:
DETAILED BREAKDOWN OF PRICES
EuropeAid/126354/D/WKS/KE (re-tendering) A): Breakdown of the basic prices for labour
(local currency/hour)
Qualification
Monthly pay
Hourly pay
Overtime
Soc. security
Travel time
Hourly total
contributions
The above list is given by way of example and is not exhaustive. 1. Salary if the employee is paid monthly. 2. Hourly pay if the employee is paid hourly, otherwise monthly salary divided by the legal working hours (. hours/month) 3. Average cost of overtime, i.e: hourly pay times the overtime coefficient. Average coefficient to be applied to the salary to take account of overtime,. (= total gross salary/gross salary without overtime). 4. Percentage of the social security contributions (including social welfare, leave, etc.) times the gross salary (this percentage may vary according to the category of 5. Average monthly or daily travel time divided by the number of daily or monthly legal working hours. Page 1 of 6
B): Breakdown of basic supply prices for materials and consumables
(in local currency/unit)
Description
Unit price
Transport
Tax, duties and
other charges
Geographical location of the supplier or quarry. Supply or cost price at the quarry or on delivery in the country. Cost price of transport from the quarry or delivery in the country to the site. Any losses or breakages to be determined by the tenderer. Basic Prices for supply of materials: (6) = (2)+(3)+(4)+(5). Page 2 of 6
C): Breakdown of basic hourly prices for equipment
(in local currency/hour)
Description
Purchase
Replacement
Depreci-
Lubricant
Lubricant
Total/ day
value (RV)
ation/ day
cos t/day
cost/day
equipment
taxes/day
cost/day
Estimated purchase price (excl. tax) of a piece of equipment of same kind, but new, purchased in the country's capital at the end of machine life span. Duties and taxes charged to the contractor at the purchase date. Number of depreciation years by number of days worked per year. Average daily fuel consumption; the cost of the fuel is given with tax. Duties and faxes charged to the contractor an lubricants and spare parts Daily basic prices of piece of equipment= (5)+(6)+(7)+(8)~(9)+(10). Hourly operational price of piece of equipment = (11)/(12) Page 3 of 6
D): B reak d own of uni t p ri ces in th e p ri ce s ch edu l e (in l oca l cu r rency)
Designation of the unit price: Quantities foreseen: Components of
Quantity
EQUIPMENT
The Price
Equipment,
Supplies And
Subcontracted
DESIGNATION
Depreciation Maintenance
Unit Price
lubricants
Qx(1+2+3)
Net cost /m3
Page 4 of 6
E):- Detailed breakdown of site costs (Fc)
(in local currency)
Means Deployed
Basic Price
Total net cost
(3)=(1)+(2)
Equipment
Materials
GENERAL TOTAL
Done at…………………………. The Tenderer (signature) Page 5 of 6
F): Detailed breakdown of the general costs (Fg)
(general overheads and -profits)
% of the bid
GENERAL TOTAL
Financial charges are expenses incurred outside the production process as such (project start-up, overdrafts, etc.). Insurance is the insurance described in Article 16 of the General Conditions for works contracts. Guarantee casts are the bank charges for issuing the guarantee (advance, performance, retention guarantee, etc.). The firm may or may not make provision under this heading, depending on it; judgment concerning the quality of the price revision formula. This involves VAT in the country of works, customs duties on the imported materials, etc. If the firm thinks there may be a delay in the works, it will be able take out cover against it. Contingencies here are related to uncertainties concerning tender documents, lack of knowledge of the country, etc. General and administrative expenses are made up of the firm's fixed overheads such as accounts and quality control, management, various departments and office buildings and are common to all the firm's works contracts. Agency expenses are expenses common to a11 the works in the agency's area of responsibility. 11 These are taxes paid in the country of the works or in the country where the firm has its place of business (in Page 6 of 6

Source: http://www.kenha.co.ke/downloads/notices/tenderers/volume_4.pdf