Terms of Reference for contracting out the daily cleaning work of  Wangduephodrang Thromde 

1. The cleaning area shall include all the urban roads, drainage, parking, sewer networks and plant, market sheds, parks and open spaces, taxi parking, common drainage at the rear side of the buildings, etc (as indicated in the enclosed map). The contractor may be provided with additional areas when required by the Municipal Office. 
2. The firm shall strictly collect the degradable and non degradable waste separately from the individual buildings in the core town area. 
3. The contractor shall segregate waste into degradable and non-degradable while cleaning and also take care of the spillover wastes from the steel bins. 
4. The collected waste shall be disposed to the nearest steel bins and shall not dump elsewhere in the open spaces, be it is mud or leaves. 
5. The contractor shall provide a helper each for daily service vehicle i.e. for Tractor, Refuse Compactor and Dyna. 
6. The contractor shall water, prune, weed and clean all the green areas in the town. 
7. The contractor shall be responsible for cutting grasses in all the open spaces wherever necessary and must have at least two grass cutting machines at all times. 
8. The work area shall include cleaning the Sunday vegetable market once a week (Sunday afternoon) and daily vegetable market area on daily basis (morning and evening). 
9. The main drainage, streets and sewerage lines in core town as well as in Gangteythangkha shall be cleaned/cleared at all times. 
10. The contractor shall deploy minimum of 11 (eleven) workers (at least five males) everyday with tools to carry out all the activities mentioned herein and in the event of the absence of worker at the site will lead to deduction of the monthly remuneration. 
11. The contract period is for twelve (12) months.
12. The contractor shall also provide the workforce to support the Municipal Office at times of emergency restoration of drinking water line without additional cost. 
13. The work shall be monitored everyday by the Municipal Waste In- charge. Non compliance on the part of the contractor shall lead to 5% deduction of their monthly remuneration. 
14. A monitoring log book shall be maintained by the Municipal Office under the supervision of the Waste In-charge. 
15. The contractor shall also detain and impound stray horses/cattle above BoD area and shall collect the penalty of Nu.500/- per cattle per day to procure fodder. 

The firm shall be responsible to feed the animals from the penalty amount. The firm shall maintain the animal shed operational and clean at all times. 

If the stray animals are detained for more then 15 (fifteen days), the firm shall report to the  Municipal Office for auctioning and the amount collected from the auction shall be deposited  in the Municipal CD Account. 

The firm shall mark the animal with paint (single strip) on their body every time they are  detained/impounded to have a record of the number of times the same cattle is detained. 

The proper record of the animal like color, size, time, number of days detained, etc shall be maintained by the firm. 

The proper receipt and record for the penalty amount collected shall be maintained to avoid  complications at the later stage.

UNDERTAKING 

I have read, understood and agreed to the above terms of reference. 

Name & Signature  

(Affix legal stamp) 

Seal of the firm  

Date :

Section 2 – Evaluation and Qualification Criteria 

1. Evaluation 

Evaluation shall be done to determine the responsiveness and the award shall be made to the lowest evaluated bidder.

Section 3: Forms of Bid 

Table of Standard Forms

Standard Form: Form of Bid  

Standard Form: Letter of Acceptance 

Standard Form: Bid security Bank Guarantee 

FORM OF BID 

Notes on Form of Bid: The Bidder shall fill in and submit this bid form with the Bid. If Bidders do not fill  in the Contract Price and does not sign this Bid form, the bids will be rejected. 

[date] 

To 

Address 

We offer to execute the contract for construction of“ 

.” in accordance 

with the Conditions of Contract accompanying this Bid for the Contract Price of Nu. [amount in figures] 

) [amount in  

words] [name of currency]. 

The contract shall be paid in Ngultrums (Nu.) 

This Bid and your written acceptance of it shall constitute a binding Contract between us. We  understand that you are not bound to accept the lowest or any Bid you receive. 

We hereby confirm that this Bid complies with the Bid validity and Bid Security required by the bidding  documents and specified in the Bidding Data. 

Authorized Signature (Affix legal stamp):  

Name and Title of Signatory:  

Name of Bidder:  

Address:  

Contact:

Standard Form: Letter of Acceptance 

[letter head paper of the Employer] 

Notes on Standard Form of Letter of Acceptance 

The Letter of Acceptance will be the basis for formation of the Contract as described in Clauses 31 and 32 of the  Instructions to Bidders. This Standard Form of Letter of Acceptance should be filled in and sent to the successful  Bidder only after evaluation of bids has been completed 

[date] 

To: 

[name of the Contractor] 

[address of the Contractor] 

This is to notify that your Bid dated for the execution of  the contract for the construction of“ ” for the  Contract Price [amount in numbers] 

[amount in 

words] [name of currency], as corrected and modified in accordance with  the Instructions to Bidders is hereby accepted by our Agency. The start date of the project is .  The completion date for whole of the works shall be . 

You are hereby instructed to proceed with the execution of the said Works in accordance with the  Contract documents. 

Authorized Signature: 

Name and Title of Signatory:  

Name of Agency: 

Attachment: Agreement

Bank Guarantee for Bid Security 

[this is the format for the Bid Security to be issued by a financial institutions in Bhutan in accordance with  ITB Clause 19] 

Invitation for Bid No: Date: 

Bid Package No: 

To: 

[Name and address of Employer] 

TENDER GUARANTEE No: 

We have been informed that [name of Bidder] (hereinafter called “the Bidder”) intends to submit to you its  Bid dated [date of bid] (hereinafter called “the Tender”) for the execution of the Works of [description of  works] under the above Invitation for Bids (hereinafter called “the IFB”). 

Furthermore, we understand that, according to your conditions Bids must be supported by a Bid  Guarantee. 

At the request of the Bidder, we [name of bank] hereby irrevocably undertake to pay you, without cavil or  argument, any sum or sums not exceeding in total an amount of Nu [insert amount in figures and words]  upon receipt by us of your first written demand accompanied by a written statement that the Bidder is in  breach of its obligation(s) under the Bid conditions, because the Bidder: 

(a) has withdrawn its Bids during the period of Bid validity specified by the Bidder in the Form of Bid;  or 

(b) does not accept the correction of errors in accordance with the Instructions to Bidders ITB;or (c) having been notified of the acceptance of the Bid by the Employer during the period of Bid  validity, (i) fails or refuses to furnish the performance security in accordance with the ITT, or (ii)  fails or refuses to execute the Contract Form, 

This guarantee will expire 

(a) if the Bidder is the successful Bidder, upon our receipt of a copy of the Performance Security and  a copy of the Contract signed by the Bidder as issued by you; or 

(b) if the Bidder is not the successful Bidder, thirty days after the expiration of the Bidder’s Tender  validity period, being [date of expiration of the Tender]. 

Consequently, we must receive at the above-mentioned office any demand for payment under this  guarantee on or before that date. 

Signature Signature

Section 7 – Contract Forms 

This section contains forms which, once completed, will form part of the Contract. The forms for  Performance Security and Advance Payment Security, when required, shall only be completed by the  successful Bidder after Contract award. 

Contract Forms 

Form Title 

Form -1 Notification of Award 

Form -2 Contract Agreement 

Form -3 Bank Guarantee for Performance Security

Form-1 

Notification of Award 

Contract No: Date: 

To: 

[name and address of Contractor] 

This is to notify you that your Bid dated [insert date] for the execution of the Works for [name of project /  Contract] for the Contract Price of Nu [amount in figures and in words], as corrected and modified in  accordance with the Instructions to bidder is hereby accepted by [name of the Employer]. 

You are requested to proceed with the execution of the Works on the basis that this Notification of Award  shall constitute the formation of a Contract, which shall become binding upon you furnishing a  Performance Security within fourteen (14) days, in accordance with ITB Clause 32, and the signing the  Contract Agreement within twenty-one (21) days, in accordance with ITB Clause 33. 

We attach the Contract Agreement and Special Conditions of Contract for your perusal  and signature. 

Signed 

Duly authorized to sign for and on behalf of 

[name of Procuring Entity] 

Date:

Contract Agreement 

THIS AGREEMENT, made the between 

(hereinafter called “the Employer”) of the one part and 

(hereinafter 

called “the Contractor”) of the other part. 

WHEREAS, the Employer invited Tender for certain Works viz. , and has accepted a Tender by the Contractor for 

the execution of those works in the sum of Nu. , and (in words], 

only hereinafter called “the Contract  

Price. 

NOW THIS AGREEMENT WITNESSETH as follows: 

1. In this Agreement, words and expressions shall have the same meanings as are respectively assigned to  them in the General Conditions of Contract hereinafter referred to. 
2. The documents forming the Contract shall be interpreted in the following order of priority: (a) The signed Contract Agreement; 

(b) The letter of Acceptance; 

(c) The completed Bid form as submitted by the Bidder; 

(d) The Special Conditions of Contract; 

(e) The General Conditions of Contract; 

(f) Specifications 

(g) The Drawings; and 

(h) Any other document listed in the SCC as forming part of the Contract. 

3. In consideration of the payments to be made by the Employer to the Contractor as hereinafter mentioned,  the Contractor hereby covenants with the Employer to execute and complete the Works and to remedy any  defects therein in conformity in all respects with the provisions of the Contract. 
4. The Employer hereby covenants to pay the Contractor in consideration of the execution and completion of the Works and the remedying of defects therein, the Contract Price or such other sum as may become  payable under the provisions of the Contract at the times and in the manner prescribed by the Contract. 

IN WITNESS whereof the Parties thereto have caused this Agreement to be executed in accordance  with the laws of Bhutan on the day month and year first before written. 

For the Employer For the Contractor 

Witness of  Employer 

Witness of Contractor.

Form-3 

Bank Guarantee for Performance Security 

[this is the format for the Performance Security to be issued by any financial institute in Bhutan in  accordance with ITB Clause 35] 

Contract No: Date: 

To: 

[Name and address of Employer] 

PERFORMANCE GUARANTEE No: 

We have been informed that [name of Contractor] (hereinafter called “the Contractor”) has undertaken,  pursuant to Contract No [reference number of Contract] dated [date of Contract] (hereinafter called “the  Contract”), the execution of works [description of works] under the Contract. 

Furthermore, we understand that, according to your conditions, Contracts must be supported by a  performance guarantee. 

At the request of the Contractor, we [name of bank] hereby irrevocably undertake to pay you, without cavil or argument, any sum or sums not exceeding in total an amount of Nu [insert amount in figures and in  words] upon receipt by us of your first written demand accompanied by a written statement that the  Contractor is in breach of its obligation(s) under the Contract conditions, without you needing to prove or  show grounds or reasons for your demand of the sum specified therein. 

This guarantee is valid until [date of validity of guarantee], consequently, we must receive at the above mentioned office any demand for payment under this guarantee on or before that date. 

Signature Signature

Section 8: Bill of Quantities (BoQ) 

Name & Signature: 

Seal of firm: 

Date:

Section 9.Drawings

Notes on Drawings 

Insert here a list of Drawings. The actual Drawings, including site plans, should be  attached to this section or annexed in a separate folder. The Drawings shall be dated,  numbered and show the revision number. 

AREA TO BE CONTRACTED FOR CLEANED 

Legend 

AREA REQUIRED TO BE  

CLEANED BY CONTRACTOR 

AREATOBECLEANEDBY  

INDIVIDUALHOUSEHOLD

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Important Details

Last Submission Date : Nov 9, 2021 10:30
Tender Opening Date : Nov 9, 2021 11:00

Terms of Reference for contracting out the daily cleaning work of  Wangduephodrang Thromde 

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