Invitation to Tender announcements for Food and Beverages services at the Independent Election Commission cafeteria 2021
June 21, 2021
Procurement Committee:
Tender Name:
(Providing Food and Beverages services in the Independent Election Commission's cafeteria)
Tender/Request No.: (03/2021)
It includes:
First: Introduction
Second: Terms of Reference and Special Conditions
● Bid entry Guarantee Form
● Good execution Guarantee Form
● Bid schedule template
● Personal pledge model
● Required Works and Specifications Annex No. (1)
First: Introduction
The Independent Election Commission seeks to purchase Food and Beverages catering services for the Independent Election Commission's employees following the attached special and general specifications and conditions Annex No. (1).
Given your experience in this field and the fact that the Committee uses the method of announcing biddings in the daily newspapers to solicit bids from companies specialized in this field to compete for the implementation of works, the Commission invites you, and if you wish to carry out the required work specified in the attached terms of reference, to kindly submit your Technical and Financial Bid no later than two o’clock in the afternoon on Thursday, 28/06/2021.
Second: Special Conditions
In addition to complying with the general requirements set out in the Supply and Works Regulations of the Independent Election Commission No. (41) of 2012 in force, and its amendments and the instructions issued under the Supplies Regulations No. (32) of 1993 and No. (1) of 2008, the following are required to submit the invitation to tender/Request for Proposal:
1. The company must be registered with the Ministry of Industry and Trade, and have a valid trade license that authorizes it to work in the required field.
Required Documents
2. The submitted Bid must include the following documents:
a. A brief description showing information on the company/office, including the year of establishment, number of employees, fields of work, the range of services it provides, and experience.
b. A list of the parties with whom similar works have previously been conducted.
c. Submission of (certificates of experience in the same field) in the required materials following the specifications set out in the Invitation to Tender
d. Financial Bid
3. Any Bid that does not include all the documents specified in clause (2) above will not be considered
Bid Submission:
4. The required documents shall be placed in a sealed envelope marked by writing the name of the invitation to tender and its number.
5. Bids shall be submitted in two copies (original and copy). Bids shall be submitted according to the options presented in the attached table of specifications and quantities - Annex No. (1)
6. Shall enclose a security deposit for entry into Bid in the form of a bond or a certified check in the name of the Secretary-General of the Independent Election Commission, issued by a local bank, at a value of (300) dinars.
7. The envelope shall be submitted and placed in the tender box located in the Procurement and Supply department of the Commission no later than 2 p.m. on Thursday, 28/06/2021, at the following address:
Independent Election Commission
Tla' Al-Ali area / Ismail Hijazi Street
Next to the Court of Audit
P.O. Box (375) / (11953) Amman
Jordan
Phone: (962 6 553 1111) - Extension Number (4935) Head of the Procurement and Supply Department or at the extrusion number (4934)
www.iec.jo
● Bids will be opened at 2:30 pm on Thursday, 28/06/2021.
● Deadline for buying in at 2:00 p.m. on Sunday (27/06/2021).
Bid Evaluation (Bids will be evaluated to carry out the required work)
8. Bids submitted for works implementation shall be evaluated based on a technical equation, and following the weighting criteria set out in clause (7) (technical and financial), being that the nature of the works required depends primarily on the efficiency and effectiveness in the field of required supplies...
9. Weights adopted for the basic evaluation criteria are:
● Evaluation of Technical Bids (Technical) (60%)
● Evaluation of Financial Bids (Financial) (40%)
10. The Tender Committee will open the applicants’ bids after the expiration of the deadline for submission and signing of Bids.
11. Technical proposals are evaluated using the following differentiation criteria and weights:
(A) The professional reputation of the company or institution: (20%)
The professional reputation is judged by submitting a list of the companies that the company has worked for, supported by certificates of appreciation for the service provided by the institutions or companies for whom the Bidder has worked.
(B) Diversity of items offered by the company (20%)
To be judged by the committee in charge of studying the bid.
(C) Previous experience (20%):
To be judged according to the number of years of experience provided by the company in institutions, departments, and companies.
Financial study (40%)
Marks are to be calculated by studying the financial value of the items offered by the competent committee charged with studying the bid.
12. The results of the technical evaluation will be given. Bids with a result less than the approved minimum pass (40/60) will be rejected.
13. The financial proposals will be evaluated using the following formula:
{Evaluation of the financial offer = 40 * (value of the lowest eligible price / the offer price to be evaluated}
14. The submitted offers will be sorted based on the overall evaluation results resulting from combining the technical evaluation results with the financial evaluation for each bid.
Cancellation or Disqualification:
15. The Commission shall have the right to cancel, defer or reintroduce the entire works or any part thereof without giving reasons or explaining or interpreting the decision. The applicant shall waive the right to claim compensation for any loss, material, or moral damage caused to them as a result.
16. The Commission shall have the right to disqualify any Bid without the right of Bidders to revert with any material or moral losses or any damage resulting from the submission or exclusion of the Bid, and that for the following cases:
● The Bid’s failure to include all the documents required under Clause (2) of the Special Conditions.
● The Bidder’s failure to comply with the Bid Submission process specified in clauses (4,5) of the Special Conditions.
Prices and Payment Methods:
17. Prices shall be presented in Jordanian Dinars, inclusive of all taxes, fees, government returns, general sales tax, and any other additional fees.
18. Prices shall be presented based on the individual price for each item of the bid, and according to the attached Bill of Quantities (BoQ).
19. Prices shall be valid for the duration of the bid, in addition to any possible extension period, so that the Commission’s needs for the products requested in the Bid are met first-hand, and according to the Commission’s request, and for the same prices, specifications and conditions received and approved in the submitted Bid.
20. The Bids shall be accompanied by a security deposit for entry into Bid in the form of a bond or a certified check in the name of the Secretary-General of the Independent Election Commission issued by a local bank for five hundred and fifty dinars (550), and any bid that is not supported by the required security will not be considered.
21. The bidder contractor shall be obliged to pay all government taxes, fees, and revenues arising from each invoice before its submission, including the general sales tax.
22. The contractor is obligated to provide a performance guarantee of (10%) of the value of the total works assigned to him, to be valid throughout the contract period.
23. The amounts due shall be paid according to invoices after the contractor has completed any work assigned to him under a purchase order approved and certified by the Commission.
24. The company should not have had performance guarantees for prior contracts assigned to them confiscated or ceased by any government agency, and the company should not be on the list of companies blacklisted from dealing with government agencies. The applicant should disclose any previous issues of the sort, under the strictest of terms.
25. The bidder shall visit the Commission building and review the terms of the Bid and any inquiries, if any, to be able to submit the bid.
26. The Bidder is obligated to submit, within his offer, the required experience certificates duly certified by the parties he worked for, and clearance from social security and income tax, as well as a registration certificate for the general sales tax.
27. The Bidder must submit certificates of good execution from the departments he worked for showing how the performance was to be attached to the experience certificates and contracts he obtained, if possible.
28. The company must indicate its permanent address (website/mailbox, telephone, fax, and e-mail if any) and the name of the person authorized to manage.
29. The company must enclose in the offer all documents and authenticity certificates mentioned in the above items, and this is considered an integral part of the offer.
30. Penalties shall apply to the Bidder to whom the works have been assigned in the event of his failure to implement them, and the penalties shall be according to the regulations and instructions of the Independent Election Commission in force.
31. Quantities and delivery time:
32. Products required Annex No. (1) and as per the Commission’s need.
33. Technical Specifications for Bid No. (3/2021):
34. Important Notes:
35. The contractor is obligated to maintain the confidentiality of information, be it the Bid documents or the quantity transferred as it becomes solely the Commission’s right, and the contractor must not leak any of that information under the threat of legal accountability.
Annex No. (1):
1- The company should be registered in the same field (providing Food and Beverages) and logistics.
2- When submitting, it should be taken into account to attach the Technical Bid (products and items), the Financial Bid, and the company’s experience in the same field.
3- Provide a list of snacks (sandwiches/snacks/pastries) to be offered to employees, including the price of each meal.
4- The Bidder must secure at least 3 people to meet the needs of the employees.
5- The Bidder shall submit a list of the prices of hot beverages, provided that the Commission pays the employees’ drinks allowance (presented in the form of a monthly bill) and within the Commission’s instructions.
6- The term of the agreement is one calendar year from the date of receipt of the purchase order.
7- The first three months are considered a trial period, during which the Commission has the right to terminate the company's services at any time without giving reasons.
8- The assigned Bidder is subject to the Commission’s employee evaluation concerning the offered services, provided that he is committed to amending the notes in a way that does not conflict with the concluded agreement.
9- The estimated number of employees of the Independent Commission is 130 employees.
10- The Commission will provide the assigned bidder with water and electricity.
11- If the Commission considers that there is a difference in prices in the local market compared to the prices offered by the Bidder, the Commission shall have the right, in agreement with the Bidder, to raise or lower prices in proportion to the prices of the local market.
12- Delivering beverages requests to the employees' offices within the Commission.
13- The contractor is obligated to provide service in case the Commission works outside official working hours and on holidays
