TENDER NOTICE: CONSTRUCTION OF BOREHOLE CIRCULAR BLOCK FENCE, KARENE, BOMBALI, BO,TONKOLIL, WESTERN RURAL & URBAN DISTRICTS

Job Description

World Hope International (WHI) is a Christian relief and development organization working in approximately 20 of the  world’s poorest countries to alleviate poverty and injustice for all people, using market-based and community-driven  enterprise solutions. Since 1996, WHI has impacted more than 7.5 million people across 30 countries by implementing  market-based and community-driven solutions focused on Water, Sanitation and Hygiene (WASH) and Energy Services,  Social Protection and Global Health, and other opportunities for vulnerable communities. 

WHI began working in Sierra Leone in 1997, providing relief to victims of Sierra Leone’s civil war to alleviate poverty and  aid internally displaced persons, including amputees who suffered at the hands of rebel forces. Since 2007, WHI has constructed over 1,378 clean water boreholes nationwide, supplying clean water to over 800,000  beneficiaries.  

In the past five (5) years, WHI drilled and equipped more than 269 boreholes, including 5 solar-powered systems supplying potable water to communities, Schools, Health facilities, and places of worship, and reached 35,750 individuals  with hygiene and sanitation messaging. In addition, established and trained 805 Water User Committee members and  130 Community health workers. 

WHI Sierra Leone invites sealed Bids from eligible Bidders to carry out the construction of Circular Block fence to our  drilled Boreholes walls in Karene, Bo, Tonkolili, Western Rural & Urban Districts. It is on this background that WHI seeks a contractor to construct Circular Block fence in at least 70 communities, which is subject to change.

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Technical Specifications for Borehole Circular Block Fence 

The Contractor shall construct borehole circular block fences in the specified project districts in accordance with these  technical specifications, the Bill of Quantities, the drawings, and instructions issued by World Hope International Sierra  Leone. The works shall include site clearance, setting out, excavation, foundation works, blockwork,  plastering/rendering, concrete pavement, metal gate fabrication and installation, painting, curing, site reinstatement,  and removal of all construction debris. 

1. Scope and Setting Out 

The Contractor shall verify the exact location of each borehole circular block fence with the WHI representative before  commencing work. The fence shall be set out centrally around the borehole or handpump structure, allowing safe access  for users, maintenance activities, drainage, and gate operation. Any discrepancy between the drawings, site conditions,  and Bill of Quantities shall be reported to WHI before construction begins. 

2. Materials 

• Cement shall be fresh, free from lumps, and stored in a dry, protected location. 
• Sand shall be clean, well graded, and free from clay, silt, organic matter, and other deleterious materials. • Aggregates shall be clean, hard, durable, and of the specified nominal size. 
• Water used for mixing and curing shall be clean and free from harmful chemicals, oils, salts, or organic matter. • Sandcrete blocks shall be sound, well cured, uniform in size, and free from cracks or visible defects. • Steel mesh, box pipe, hinges, locking provision, and other metal fittings shall be new, sound, and suitable for external exposure. 

3. Earthworks and Foundation 

The site shall be cleared of vegetation, loose material, refuse, and unsuitable topsoil before setting out. Excavation shall  be carried out to the required depth and width shown in the drawings or instructed by WHI. Excavated trenches shall be  trimmed, compacted, and kept free from standing water before concrete is placed. Plain in-situ concrete blinding shall  be placed in the excavated trench at the specified thickness and mix ratio shown in the Bill of Quantities. 4. Blockwork and Mortar 

Blockwork shall be constructed using solid sandcrete blocks laid in cement-sand mortar at the specified mix ratio. Blocks  shall be laid true to line, level, and plumb, with properly filled bed and vertical joints. Mortar shall be mixed in measured batches and used while workable. The wall shall be built to the required height and circular alignment shown in the  drawings or confirmed by WHI on site. 

5. Plastering, Rendering, and Finishes 

Internal and external wall surfaces shall be rendered with cement-sand mortar to the specified thickness. Surfaces shall  be properly prepared, dampened before plastering, and finished smooth and even. Finished plaster shall be free from  cracks, hollows, loose patches, sharp projections, and uneven surfaces. All rendered surfaces shall be cured adequately  to reduce shrinkage and improve durability. 

6. Concrete Pavement 

Concrete pavement shall be cast to the specified thickness, mix ratio, aggregate size, reinforcement, and cement content  indicated in the Bill of Quantities. The base shall be prepared, levelled, and compacted before concrete placement.  Reinforcement mesh shall be positioned to provide effective reinforcement and shall not rest directly on the ground.  Concrete shall be compacted, finished to a safe non-slip surface, and cured for a sufficient period before use. 7. Metal Gate and Painting 

The metal gate shall be fabricated from the specified box pipe size and dimensions. Welding shall be continuous, neat,  and strong enough for frequent community use. The gate shall be fitted with durable hinges and a lockable closing  arrangement. All metal surfaces shall be cleaned, prepared, and coated with two coats of anti-rust paint or other  approved protective coating before final acceptance. 

8. Health, Safety, and Environmental Requirements 

The Contractor shall maintain a safe work environment at all times. Work areas shall be controlled to prevent injury to  workers, community members, children, and animals. Workers shall use appropriate personal protective equipment,  including safety boots, gloves, eye protection, and helmets where required. The Contractor shall provide safe storage for  materials, proper disposal of waste, access control around excavations, and potable water and sanitation arrangements  for workers.

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9. Inspection and Acceptance Criteria 

• The fence is correctly positioned around the borehole and matches the approved layout. • Foundations, blockwork, plastering, concrete pavement, and gate works are complete and structurally sound. • The wall is plumb, aligned, stable, and finished neatly. 
• The gate opens and closes freely and includes a secure locking arrangement. 
• Concrete and plaster have been adequately cured and are free from significant cracks or defects. • The site is cleared of debris, excess materials, and construction waste. 
• The completed works are inspected and accepted by the WHI representative. 

10. Measurement and Payment 

Payment shall be based on completed and accepted works in accordance with the Bill of Quantities and contract  conditions. Unit rates shall include all labour, materials, tools, equipment, transport, loading and unloading, supervision,  curing, protection of works, taxes, insurance, site reinstatement, and any incidental works required to complete the  borehole circular block fence to the satisfaction of WHI. 

Bill of Quantities- Karene District Only 

Item Description Unit Qty Rate NLe  

Amount  NLe 

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Item Description Unit Qty Rate NLe  

Amount  NLe  

Grand Total 

Bill of Quantities- Other District Only 

Item Description Unit Qty Rate NLe  

Amount  NLe 

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Item Description Unit Qty Rate NLe  

Amount  NLe  

Grand Total 

Health and Safety 

Essential Safety Measures 

• Water Supply and Supervision: All laborers should be provided with potable water for drinking, and boreholes and similar work must be planned and supervised by competent staff. 
• Sanitation: facilities or arrangements should be provided to eliminate any risk of workers excreting or urinating around the well area. 
• There must be agreed signaling arrangements and adequate supervision, control, and attendance at the wellhead at all times when work is taking place. Safe and easy access to the well area should be provided. • Safe and appropriate well construction techniques must be used; work areas must be made safe when workers are not on-site to prevent people and animals from entering. 
• Good and regularly checked equipment should be used (ropes, ladders, lifting gear, tripods, skips, etc.). Good quality tools and tool handles for pickaxes, sledge hammers, etc should be provided. 
• Essential safety equipment should be used including safety helmets, harnesses for lifting out injured personnel, gas detection equipment, etc. Goggles and dust masks should be worn for stone cutting, and ear protectors if using air hammers. First aid training and equipment should be part of the overall safety measures. 

Vendors are to submit sealed bids to the address below. 

World Hope International (WHI) 

 CONSTRUCTION OF BOREHOLE CIRCULAR BLOCK FENCE 

 79 Teko Road 

Note: 

1. All prices must include applicable government taxes, transportation, and delivery costs. 2. The vendor shall provide fixed prices for the duration of a contract period of 24 months from the initial date of signing the contract. 
2. NB: To be accompanied by a proforma invoice.
3. Your bid should contain a maximum of 20 pages inclusive of the WHI tender dossier.

Bidding will be conducted through an open tender procedure. 

1. The bid is for WHI projects in the above-mentioned districts. 
2. All logistics, handling, and transport of the construction material from the location of origin to the construction sites are the responsibility of the contractor.

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3. The bidder must have a valid registration and permanent office. 
4. All bid prices shall be quoted in NLE only. 

TENDER SUBMISSION 

1. Bids shall be delivered by hand to t h e WHI office in the location mentioned above. The bidder is required to register upon submission of the tender documents. 
2. All bids (sealed), in English language only, must be delivered to the WHI office at the above mentioned address by 12:00 PM, 10th September 2 0 2 6 . Late bids beyond this date and time will NOT be considered. 

Bid documents must be clearly marked “Invitation to bidders – WHI-Borehole Headwall Walls 3. The procurement committee reserves the right to reject unsealed and incorrectly marked bids. 

NOTE: 

1. Bidders must attach copies of valid company registration documents as listed below 
2. : Certificate of Incorporation. Valid Business Registration Certificate 
3. Valid NRA Tax Clearance Certificate 
4. Valid NASSIT Certificate 
5. Declaration of undertaking 
6. Valid Ministry of Works Certificates (Minimum Class II) 
7. Valid District Council/Municipality Certificate 
8. Evidence of similar construction works executed previously should be attached. 
9. This Invitation to Tender document and Instructions for Tenderers document must be completed and returned together with your quotation document. 
10. Proposed works schedule. 
11. 4. Failure to provide or complete the documentation required may lead to disqualification. 

The committee shall undertake a selection process based on the following parameters: 

Thank you,

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WHI Sierra Leone Procurement Committee

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INVITATION TO TENDER (CIVIL WORKS) 

INVITATION TO TENDER 

CONSTRUCTION OF BOREHOLE HEAD WALLS 

Dear Sir/Madam, 

Further to your inquiry regarding the publication of the above-mentioned invitation to tender, please find enclosed the following documents, which constitute the tender dossier: 

A – Instructions to tenderers 

Annex 3: Tender Submission form (to be completed by the tenderer);Annex 

4: Invitation to bid. 

In order to enable the tenderer to complete the forms (Tender submission form and technical data form) electronically, a copy of these documents can be forwarded in a PDF format upon request. It is strictly forbidden to make alterations to the printed text. The tenderer will be bound to the original text in accordance with the document forwarded in PDF format or by letter. 

1. Instructions to tenderers 

In submitting a tender, the tenderer accepts in full and without restriction the special and general conditions governing this contract as the sole basis of this tendering procedure. Tenderers are expected to examine carefully andcomply with all instructions, forms, contract provisions, and specifications contained in this  tender dossier. Failure to submit a tender containing all the required information and documentation within  

the deadline specified will lead to the rejection of the tender. No account can be taken of any reservation in the tenderas regards the tender dossier; any reservation will result in the immediate rejection of the tender  without further evaluation.

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A.1. Scope of supply and related services: 

The subject of the contract is the construction of the Borehole Headwalls. 

1. a) Delivery and Project location 

The construction works will be carried out in the above-mentioned Districts. The cost of materials, labor, and  transportation costs should be included in the financial proposal. 

1. b) Specifications: 

Tenderers must comply fully with the requirements set out in the tender dossier (technical data form) and conform in all respects with the other instructions. Deviations from the specifications may be considered only if deemed to be in the best interest of the Contracting Authority. 

A.2. General: 

The construction works will be carried out in the above-mentioned districts. 

A.3. Cost of Tender: 

The tenderer shall bear all costs associated with the preparation and submission of his/her tender and the Contracting Authority will in no case be responsible or liable for these costs, regardless of the conduct or outcome of the tender process. 

A.4. Clarification of tender documents and additional information: 

Tenderers may submit questions in writing at the latest on the date specified in the timetable in article A.5.,  specifying the tender no. and the contract title. Information regarding the interpretation of this Invitation to tender must be requested in writing to the Contracting Authority’s contact person. 

Tenderers are not allowed to approach the Contracting Authority for oral clarification. 

Any clarification of the tender dossier given by the Contracting Authority will be submitted to all tenderers at the latest on the date specified in the timetable. If the Contracting Authority provides additional information on the tender dossier, such information will be sent in writing to all other prospective tenderers at the same time where this is practical. 

Any prospective tenderer seeking to arrange individual meetings during the tender period with either the Contracting Authority and/or any other organization with which the Contracting Authority is associated or linked may be excluded from the tender procedure.

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A.5. Planned timetable: 

The Contracting Authority reserves the right to alter the dates and times in the following timetable, in which case all tenderers will be informed in writing and a new timetable will be provided. 

All times are in the time zone of Sierra Leone.

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A.6. Eligibility and qualification requirements: 

Tenderers shall in the Tender Submission Form attest that they meet the above eligibility criteria. If required  by the Contracting Authority, the Tenderer whose tender is accepted shall further provide evidence  satisfactory to the Contracting Authority of its eligibility through certificates issued by competentauthorities  in its country of establishment or operation, or, if such certificates are not available, through a sworn statement. 

Tenderers shall also be requested to certify that they comply with “Child Labor” of the General Terms and Conditions for Supply Contracts. 

To give evidence of their capability and adequate resources, Tenderers shall provide the information and the documents requested in the Tender Dossier. 

A.7. Exclusion from award of contracts 

Contracts may not be awarded to tenderers who, during the procurement procedure: 

(a) are subject to conflict of interest. 

(b) Are guilty of misrepresentation in supplying the information required as a condition of participation and eligibility in the tender procedure or fail to supply this information. 

(c) Perform, condone, or tolerate corrupt, fraudulent, collusive, or coercive practices, regardless ofwhether such practices can be attributed to this tender procedure. 

(d) Attempt to influence the evaluation committee in the process of examination, clarification, evaluation, and comparison of tenders, to obtain information on how the procedure is progressing or to influence the Contracting Authority in its decision concerning the award of the contract. 

A.8. Language of Tenders 

The tenders, all correspondence, and documents related to the tender exchanged by the tenderer and the Contracting Authority must be written in the language of the procedure, which is English. 

A.9. Documents comprising the Tender: 

The Tenderer shall complete and submit the following documents with his tender: 

1. a) Tender submission form (annex 3) with supporting documents and other relevant information that should be made known to the Contracting Authority. 

A.10. Price: 

The price quoted by the tenderer shall not be subject to adjustments on any account except as otherwise provided in the conditions of the contract.

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Prices shall be quoted in NLe only. 

A.11. Validity: 

Tenders shall remain valid and open for acceptance for a period stated above and before the closing date for submission. 

Before the expiry of the original tender and validity period, the Contracting Authority may ask tenderers in writing to extend this period. 

A.12. Submission of tenders and closing date: 

Tenders MUST be hand delivered to the office below on or before the closing date and time as specified in Annex 4 above. Any tenders received after that time will not be considered. Tenders MUST be submitted in a sealed envelope bearing the following information: 

World Hope International (WHI) 

 CONSTRUCTION OF BOREHOLE HEAD WALLS 

 79 Teko Road 

NB: To be accompanied by a proforma invoice 

of the 

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Signature & stamp: 

Signed by: 

The Tenderer : 

Name of the company : 

Address : 

Telephone no. : 

Fax no. : 

E-mail: : 

Name of the contact 

: 

person 

Date: : 

1. Attachments – Please check carefully before submitting your tender that you have prepared all the documents required in the instructions to Tenders article “Documents comprising the tender.”

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Annex 1: Drawing 

(END)