Procurement Policy Office
(Established under section 4 of the Public Procurement Act 2006)
Ref: W/RFQ9/10-20
Request for Sealed Quotations
(for works up to Rs 5,000,000.00)
Procurement Policy Office
Ministry of Finance, Economic Planning and Development
Port Louis
15 October 2020
AMENDMENTS TO DOCUMENT DATED 15 OCTOBER 2020
Section A: Request for Sealed Quotations (Works) (Amended)
Section C: Instructions to Bidders (Amended)
Section D: Conditions of Contract (Amended)
AMENDMENTS TO DOCUMENTS DATED 09 MAY 2017
Section A: Request for Sealed Quotations (Works) (Amended)
Section C: Instructions to Bidders
Clause 2.1 (Amended)
Clause 4 (Amended)
AMENDMENTS TO DOCUMENTS DATED 03 AUGUST 2016
Section A: Request for Sealed Quotations (Works) (Amended)
AMENDMENTS TO DOCUMENTS DATED 30 APRIL 2015
Section C: Instructions to Bidders
Clause 2 (Amended)
AMENDMENTS TO DOCUMENT DATED 11 March 2015
Section C: Instructions to Bidders (Amended)
INSTRUCTIONS TO PUBLIC BODIES
1. This standard form (RFQ) is to be used for procurement of works up to Rs 5,000,000.00 where
the determining factor is price subject to acceptance of the Scope of works and the General
Terms and Conditions of Contract.
2. This RFQ shall apply for procurement of the following:
(a) Minor refurbishment works
(b) Building repairs and maintenance
(c) Landscaping and fencing works
(d) Mechanical and Electrical works
(e) Erection of small structures
(f) Minor tarmacking, brick laying and drain works
(g) Demolition and carting away
(h) Minor construction works
For works not listed above but which fit in the definition given in paragraph 1 above, public
bodies shall seek guidance from the Procurement Policy Office.
3. Public bodies may use the standard form only to list the subject matter of the works required,
supported with the Schedule of Requirements defining the scope of the works, location,
construction period, specifications and quality standards.
4. Request for Quotations (RFQ) should be invited from a minimum of three qualified contractors
- two of which should be SMEs, as far as possible.
5. Procurement of works through RFQ shall be at fixed price in Mauritian Rupees.
6. For procurement of works up to Rs 5,000,000.00, based on more detailed Terms and Conditions
of Contract, Public bodies shall have recourse to the document for Restricted Bidding.
7. As shortlisted potential contractors should be qualified and known for good performance, the
requests for submission of Bid security and Performance security have been deliberately
excluded. The recourse to disqualification of contractors for such works in case of non-
performance shall still apply as a deterrent.
8. Bids shall be opened immediately after the closing time on the set date. Where anyone of the
quotations received exceeds Rs 1,000,000.00, the Public body shall affix the list of all bidders
and quoted prices for the said procurement on its notice board on the following working day.
[Public Body’s Letter Head with address]
A. REQUEST FOR SEALED QUOTATIONS (WORKS)
PROCUREMENT OF................................
Reference Number:……………………
To [insert name and address of bidder in bold]…………………………………………………………
…………………………………………………………………………………………………………
You are hereby invited to submit your best quotation for the works listed hereunder and more fully
described in the Schedule of Requirements. Your offer should be made on this form stating other
relevant data, with any annex you may wish to attach thereto. Works should preferably/mandatorily
[Public body to delete as appropriate] be completed in [………] days from issue of Works Order.
We commit ourselves to maintain the highest standard of integrity and ethical principles during all
stages of the procurement cycle.
Name of Officer: …………………… Status: ………………………………
Date: …………………….. Signature …………………………..
Item Sub-Total from Priced VAT Amount
Brief Description of Works
No Activity Schedule (Rs) (Rs)
1
2
Total
Quotation Validity period: …… [Public body to insert]days after the closing date for bid submission.
Works completion: …………………….[bidder to insert] days after issue of Works Order.
Closing date and time for submission: ………………………………………………………..
Modes of Submission: Hand/Mail/Fax Fax No.: ……….
[Public body to delete which is not [if applicable]
applicable]
Tender box located at: [Public body to delete if not applicable]
I/We declare that I/We “qualify/do not qualify” for Margin of Preference and shall, upon
request, submit documentary evidence in this respect.
I/We hereby certify that we have taken steps to ensure that no person acting for us or on our
behalf will engage in any type of fraud and corruption during our participation in the bidding process
and we commit ourselves to observe the same principles if the contract is awarded to me/us and during
its execution. We understand that transgression of the above is a serious offence and appropriate actions
will be taken against me/us.
I/We are authorized as per the Construction Industry Development Board Act to undertake the
work mentioned above and agree to execute same as more fully described hereunder at price(s) quoted
by me/us in accordance with the Public Body’s Conditions of Contract.
Date………………………. Bidder’s signature / seal …………………………..
B. SCHEDULE OF REQUIREMENTS
1. SCOPE OF WORKS, SPECIFICATIONS AND PERFORMANCE REQUIREMENTS
[TO BE COMPLETED BY PUBLIC BODY WITH DRAWINGS IN ANNEX.]
2. PRICED ACTIVITY SCHEDULE
[Complete the unit and total prices for each item listed below. Authorize the prices quoted in the signature block
below.]
The quantities shown below are approximate and not subject to re-measurement for payment purposes.
Item Brief Description of Works Quantity Unit of Unit Price Total Price
No Measure
(Rs) (Rs)
Subtotal
VAT @ %
Total
Priced Activity Schedule Authorised By:
Name: Signature:
Position: Date:
C. INSTRUCTIONS TO BIDDERS
1. Submission of Quotations
1.1 Quotations comprising of Section A and the Priced Activity Schedule in Section B must be
submitted as stated in the RFQ: by hand in sealed envelopes marked in the lower left hand corner of
the envelope “SEALED QUOTATION FOR (Name and Number of RFQ)” to the contact person
stated in the RFQ; or in the same manner, deposited in a Tender Box at the location stated in the
RFQ; or by fax at the confidential number for submission stated in the RFQ.
1.2 All sections of a RFQ shall be filled; where a section is not applicable, the letters N/A shall mean
NOT Applicable and the letters N/Q shall mean NO Quote.
2. Eligibility Criteria
2.1 In accordance with CIDB Act 2008, Contractors have the statutory obligation to be duly registered
with the Construction Industry Development Board (CIDB) to undertake works accordingly.
Note: Bidders may consult the website of the CIDB cidb.govmu.org for further details concerning
registration of contractors
3. Selection and Decision
3.1 Selection shall be based on the lowest price offered, subject to compliance with scope of works,
specifications, quality standards, acceptable completion period in accordance with the General
Terms and Conditions
4. Margin of Preference
Margin of Preference has been suspended until further notice.
5. Rights of the Public Body
The Public Body shall have the right to (a) ask for clarifications at time of evaluating quotations, (b)
split the contract on an item basis or (c) reject all quotations. The Public Body shall not be bound to
accept the lowest or any quotation.
6. Notification of Award and Debriefing
6.1 The Public Body shall after award of contract, exceeding Rs 1 million, promptly inform all
unsuccessful bidders in writing of the name and address of the successful bidder and the contract
amount.
6.2 Furthermore, the Public Body shall attend to all requests for debriefing, for contract exceeding
Rs 1 million, made in writing, within 30 days the unsuccessful bidders are informed of the award.
D. CONDITIONS OF CONTRACT (to be customised by the Public Body)
Any resulting contract shall be placed by means of a Works Order and shall be subject to the
General Conditions of Contract (GCC), Ref: W/RFQ-GCC10/........, for the Procurement of Works
(available on website ppo.govmu.org) except where modified by the Particular Conditions of
Contract specified hereunder.
1. Site: The site is located at ………. and is defined in drawing No. ………….
2. Start Date: The start date shall be …………………………………
3. Works: The Works consist of …………………………………………
…………………………………………………………………..
4. Insurances: Except for the cover mentioned in 4 (a) hereunder, the other insurance covers
shall be in the joint names of the Contractor and the Employer and the minimum insurance
amounts shall be:
(a) for the Works, Plant and Materials: Rs ……………………………..
(b) for loss or damage to Equipment: Rs ………………………………..
(c) for loss or damage to property (except the Works, Plant, Materials, and
Equipment) in connection with the Contract: Rs ………………….
(d) for personal injury or death: Rs ……………………………………...
(i) of the Contractor’s employees;
(ii)of other people;
5. Intended Completion Date: …………………………………………………..
6. Possession of Site: The site possession date shall be …………………………
7. Defects Liability Period: The defects liability period is ……………………..
8. Liquidated Damages: The liquidated damages for the whole of the Works are [insert rate] per
day. The maximum amount of liquidated damages for the whole of the Works is [amount based
on a maximum number of days].
9. Prices: Prices quoted shall be firm and fixed during validity period of quotation and for
execution of contract. The prices quoted shall include all costs, where applicable, such as
transportation to the location for delivery stated in the RFQ, insurance, or any other associated
costs.
10. Advance Payment: No advance payment shall be applicable for this contract.
11. Payment: The Public Body undertakes to effect payment within 28 days after completion of
works to the satisfaction of the Public Body and subject to the Contractor submitting all
required documents. Final payment shall be adjusted to reflect any noncompliance in the
execution of the contract.
12. Health and Safety: The Contractor shall execute the works in compliance with the provisions
of the Occupational Health and Safety Act 2005 pursuant to his obligation to ensure the safety
of its employees and third parties.
13. Variation: Variation, if any, in the works shall be mutually agreed upon after a review of the
work plan prior to start of works. Any variation in the works execution shall be governed as per
the provision in the Public Procurement Act.
14. Compensation event: There shall be no compensation event justifying extension of time except
for Force Majeure, delays in handing over of site and such other causes attributable to the Public
Body that has a direct incidence on work start or progress.
15. Retention money: The Public Body shall withhold 5 % of the contract amount as retention
money which shall be released after 6 months from Date of Completion subject to rectification
of any defect(s) to the satisfaction of the Public Body. In case the contractor fails to correct any
further defect(s) appearing up to the end of the Defect Liability Period, the Project Manager
shall assess the cost of having such defect(s) corrected and recover the money from the
Contractor.
16. Correction of defects: The Public Body shall give notice to the Contractor of any defects in the
works. Every time notice of a defect is given, the Contractor shall correct the notified defect
within the length of time specified by the Public Body’s notice. If the Contractor has not
corrected a defect within the time specified in the Public Body’s notice, the Public Body will
assess the cost of having the defect corrected and deduct same amount from money due to the
Contractor.
17. Labour Clause
The remuneration and other conditions of work of the employees of the Contractor shall not be
less favourable than those established for services of the same character in the trade concerned-
(i) by collective agreement applying to a substantial proportion of the employees and employers
in the trade concerned; (ii) by arbitration awards; or (iii) by Remuneration Orders.
18. Termination: The Public Body may terminate the contract, by not less than thirty (30) days’
written notice of termination to the Contractor, if the Contractor does not remedy a failure in the
performance of its obligations under the Contract, the Contractor becomes insolvent or bankrupt
or the Contractor is unable to perform a material portion of the works for a period of 60 days as
the result of Force Majeure or if the Public Body wishes to do so for its convenience.
19. Assignment: The Contractor shall not assign, transfer, pledge or make other disposition of this
Contract or any part thereof, or any of the Contractor's rights, claims or obligations under this
Contract except with the prior written consent of the Public body.
20. Removal and replacement of personnel: The Contractor shall at the request of the Public
Body and at no additional cost remove and replace any personnel reported for misconduct or
poor performance by another person of similar qualification and experience.
21. Settlement of Disputes: The Parties shall endeavor to settle amicably any dispute, controversy or
claim arising out of, or relating to this Works Order or the breach, termination or invalidity thereof.
Unless, any such dispute, controversy or claim between the Parties is settled amicably within thirty
(30) days after receipt by one Party of the other Party's request for such amicable settlement, such
dispute, controversy or claim shall be referred to the competent court of Mauritius.
