Trinidad And Tobago Electricity Commission
Tenders

TERMS AND CONDITIONS FOR SUBMISSION OF TENDERS

1.0 TENDER DOCUMENTS

Tender documents and all other related correspondence must be in ENGLISH.

Tenderers shall submit two (2) copies, an original and a duplicate, of all tender documents.

The tender shall be signed by the tenderer or by his duly authorised agent.

ALL tender documents should be placed in a PROPERLY, SEALED ENVELOPEWITH THETENDER NUMBERBOLDLY MARKED ON THE FACE OF THE ENVELOPE AND ADDRESSED TO:

THE SECRETARY TENDERS & CONTRACTS COMMITTEE
TRINIDAD AND TOBAGO ELECTRICITY COMMISSION
L.P. #846 SOUTHERN MAIN ROAD
KING VILLAGE
CALIFORNIA
Trinidad and Tobago

There should be no erasures or no “white off” used on the tender document. All changes shall be “crossed off”, corrected and initialled by the tenderer.

Only one (1) tender submission shall be permitted for each paid package . A photocopy of the receipt of payment must accompany the bid. Each tender proposal MUST be submitted in separate envelopes. FAILURE TO COMPLY MAY RESULT IN DISQUALIFICATION.

1.1 Your tender must also be accompanied by:

(a) Certificates from the Board of Inland Revenue , the VAT Administration and the National Insurance Board to the effect that your firm has fulfilled the obligations under the Income Tax Act , the Value Added Tax Act and the National Insurance Act to the satisfaction of the Board of Inland Revenue , the VAT Administration and the National Insurance Board respectively.

(b)TENDERERS WHOSE BIDS DO NOT INCLUDE THE ABOVE WILL NOT BE CONSIDERED.

2.0 PLACING OF TENDERS

Tenders MUST be placed in the Tender Box located in:

- The Reception Area of the Supplies Department
L.P. #846 Southern Main Road
King Village
CALIFORNIA

on any working day, Monday thru Friday, BUT NOT LATER THAN 11:45 AM ON THE CLOSING DATE: .

ANY TENDER RECEIVED BY T&TEC AFTER THE DEADLINE FOR RECEIPT OF TENDERS SHALL BE REJECTED AND RETURNED TO THE TENDERER AFTER THE OPENING SESSION.

3.0 TELEFAXES/TELEXES

Tenders submitted through these channels will not be accepted.

4.0 CONTENTS OF TENDERS

The tender documents shall comprise:

(a) The completed Form Of Tender

(b) The Unit Price Schedule and Bill Of Quantities

AND WHERE APPLICABLE:

(d) Schedule Of Supplementary Information

(e) Any other information which will assist in the evaluation

(f) If after sales service is stipulated in the tender document, confirmation of the method by which the tenderer shall meet his obligations to provide such a service shall be included

(g) The list of spare parts with unit prices

(h) Additional guarantees proposed by the tenderer concerning the period of performance or anticipated life span

5.0 VALIDITY PERIOD

5.1 All bids shall be valid for at least ninety (90) days from the closing date. In exceptional circumstances T&TEC may request an extension of the period of validity.

5.2 In the event of an extension, tenderers who extend their validity will not be permitted to alter their bid.

6.0 PAYMENT TERMS

6.1 Foreign firms will be allowed to request for Letter of Credit and Sight Draft payments in addition to Bank Transfers and Remittance Draft. Local firms should be willing to extend at least thirty (30) days credit which should be clearly stated. Payment will be made either by Bank Transfers or Remittance Draft/Cheque payments.

7.0 QUOTATIONS

7.1 Tender prices shall be quoted in Trinidad and Tobago Dollars (TT $) or United States Dollars (US $) only. No other currency shall be acceptable.

Where quotations are provided in United States Dollars (US$) all prices will be converted to TT currency at the commercial banks weighted average selling rate as published by the Central Bank of Trinidad and Tobago on the day prior to the opening date for the tender.

7.2 All quotations for goods and services to be supplied through foreign suppliers MUST STATE THE UNIT PRICE and F.O.B. PORT AND C&F VALUES. IN THIS REGARD,THE COMMISSION WOULD PREFER THAT SEAFREIGHT SHIPMENTS BE SHIPPED AS MUCH AS POSSIBLE TO THE POINT LISAS PORT INSTEAD OF THE PORT-OF-SPAIN PORT IN TRINIDAD.

7.3 If a quotation includes any charges associated with the establishment of the Performance Bond/Guarantee, these charges MUST be disclosed separately on the quotation. If T&TEC’s management should decide to waive the requirement for the performance bond as per section 11.1 of these instructions, then the tender would be awarded exclusive of these charges.

7.4 IT IS IMPERATIVE THAT A SIGNED PROFORMA INVOICE ACCOMPANY ALL QUOTATIONS, FOR WHICH THE METHOD OF PAYMENT IS LETTER OF CREDIT.

7.5 THE COUNTRY OF MANUFACTURE MUST BE STATED.

8.0 DELIVERY PERIOD

The delivery period is most essential and MUST BE STATED as this has a material bearing on the award of the tender.

9.0 UNSOLICITED INFLUENCE

9.1 Any attempt by a tenderer to influence T&TEC in the process of evaluation will result in disqualification of the tender.

10.0 COMMUNICATION/NOTIFICATION OF AWARD

10.1 Communication between T&TEC and tenderers shall be sent by post, cable, telephone, facsimile transmission, courier service or personal delivery, to the appropriate addresses designated by these parties for the purpose.

10.2 Unless otherwise specified, within fifteen (15) days of the notification of award the successful tenderer shall sign and return to T&TEC the letter of acceptance together with the performance bond/guarantee.

11.0 PERFORMANCE BOND/GUARANTEE

11.1 FOR TENDERS INVOLVING THE SUPPLY OF MATERIALS, A PERFORMANCE BOND MAY BE REQUIRED AT THE DISCRETION OF T&TEC’S MANAGEMENT FOR WINNING BIDS OVER US $50,000.00. A PERFORMANCE BOND MAY ALSO BE REQUIRED AT THE DISCRETION OF T&TEC’S MANAGEMENT FOR THE WINNING BIDS ON ALL TENDERS INVOLVING THE SUPPLY OF SERVICES. IF A PERFORMANCE BOND/GUARANTEE is required, it must be furnished to T&TEC by the successful tenderer within fifteen (15) calendar days of the notification of the award to his/her firm and BE VALID FOR THE PERIOD OF THE CONTRACT. The bond may also take the form of a certified cheque.

Tenderers are specifically requested to note that certified cheques will be deposited into the Commission’s bank account. Upon discharge of the tender a T&TEC cheque in the same currency and amount will be repaid to the tenderer.

THE PERFORMANCE BOND SHALL BE DRAWN ON A RECOGNISED LOCAL (TRINIDAD AND TOBAGO) FINANCIAL INSTITUTION AND BE IN KEEPING WITH EITHER OF TWO SPECIMENS WHICH WILL BE GIVEN TO THE SUCCESSFUL TENDERER ONLY. HOWEVER, FOREIGN FIRMS MAY WISH TO USE SPECIMEN B.

THIS INSTRUMENT SHALL BE DULY STAMPED BY THE BOARD OF INLAND REVENUE CERTIFYING THAT STAMP DUTY HAS BEEN PAID.

The amount of the bond shall be ten percent (10%) of the tender price.

Upon successful performance of the contract, the bond will be refunded. In the event of non performance of the contract the bond will be forfeited.

With respect to delays in performance, liquidated damages will apply at a rate of one percent (1%) of the value of the contract for every week or part thereof to the maximum amount of the performance bond.

FAILURE TO COMPLY WITH ANY OF THESE TERMS AND CONDITIONS MAY LEAD TO DISQUALIFICATION OF THE TENDER.

The Commission does not bind itself to accept the lowest or any tender.

It is the policy of the Commission not to enter into correspondence with tenderers about the award of any contract.

you are invited to send one of your representatives to witness the opening of the tender(s) at 12:00 noon on _____________________________________at our KING VILLAGE CALIFORNIA office. kindly contact the supplies manager for further details.

Faithfully

N. Williams

Supplies Manager

SUPPLIES DEPARTMENT

DOZ/480/

2004

Dear Tenderer,

In inviting you to submit bids for the following Tender No (s), you are requested to carefully read the Instructions To Tenderers and strictly adhere to the terms and conditions as applicable. FAILURE TO COMPLY MAY RESULT IN DISQUALIFICATION OF YOUR TENDER.

TENDER NO. DESCRIPTION

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