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Tender Document for consulting services for

Zambezi Water Resources Information System (ZAMWIS)

Enhancement 2: Spatial Database and Platform

Contract Notice No. 2013/S 185-319425

Reference File Number: 104.Sydlige Africa.5-1

MARCH/2014

ZAMWIS Enhancement 2: Spatial Database and Platform of 83

INSTRUCTIONS TO TENDERERS..............................................................................................3

1. Introduction......................................................................................................................3

2. Eligibility of the Tenderer.................................................................................................3

3. The Tender Dossier..........................................................................................................4

4. Preparation of the Tender................................................................................................5

5. Submission of the Tender.................................................................................................6

6. Tender Opening................................................................................................................7

7. Tender Evaluation............................................................................................................8

8. Award...............................................................................................................................9

CRITERIA AND METHOD OF EVALUATION............................................................................11

LETTER OF TENDER................................................................................................................13

SCHEDULES OF TENDER........................................................................................................19

AGREEMENT............................................................................................................................28

GENERAL CONDITIONS..........................................................................................................31

PARTICULAR CONDITIONS.....................................................................................................32

APPENDIX 1 - SCOPE OF SERVICES.......................................................................................42

1 Introduction & Objectives...................................................................................................42

2 Background.........................................................................................................................43

3 Project Description.............................................................................................................46

4 Scope of Work.....................................................................................................................48

5 Consultations and Reporting..............................................................................................50

6 Team Qualifications and Experience...................................................................................51

7 Financial Proposal..............................................................................................................53

8. Background Documents.....................................................................................................54

APPENDIX 2 – PERSONNEL, EQUIPMENT, FACILITIES AND SERVICES OF OTHERS.........55

APPENDIX 3 - REMUNERATION AND PAYMENT....................................................................56


APPENDIX 4 - FORM OF ADVANCE PAYMENT SECURITY.....................................................67

INSTRUCTIONS TO TENDERERS1. Introduction1.1 These Instructions to Tenderers relate to a Contract Notice published on

TED (Tenders Electronic Daily), the online version of the 'Supplement to the Official Journal of the European Union', dedicated to European public procurement.

1.2 The Tender Dossier comprises:The Tender Dossier, as issued to each prospective Tenderer comprises:(i) Instructions to Tenderers and Criteria and Method of Evaluation.(ii) Forms for Letter of Tender and Schedules of Tender (Tenderer's

Technical Schedules and Schedule of Prices).(iii) Agreement, General Conditions, Particular Conditions Parts A and B,

Appendix 1 – Scope of Services, Appendix 2 - Personnel , Equipment, Facilities and Services of Others, and Appendix 3 - Remuneration and Payment, the latter comprising Schedule of Prices, Terms of Remuneration, Conditions for Project-related Expenses, and Terms of Payment.

The Instructions to Tenderers prescribe the procedures to be followed until the Client either enters into an agreement with the Tenderer or advises him that the Client does not intend to do so. These Instructions should not form any part of the Tenderer's Tender.

1.3 The Tenderer shall bear all costs incurred in the preparation and submission of its Tender, including visits, interviews, meetings of clarifications and other actions mentioned in or implied by these Instructions. The Client will not be responsible or liable for such costs, regardless of the conduct or outcome of the tendering process.

1.4 The Client will enter into a contract with the eligible Tenderer having presented the most economically advantageous Tender based on the established Criteria and the Method of Evaluation. The Client reserves the right to cancel the contract award procedure due to any objective reason, without incurring liability to any Tenderer and the Tenderers being entitled to claim any compensation. If a contract award procedure is cancelled, all Tenderers will be notified as soon as possible in writing of the objective reasons for the cancellation.

1.5 Tender procedures are subject to the law of Denmark and the rules applicable hereunder.


2. Eligibility of the Tenderer2.1 The Tenderer shall notify the Client, as soon as practicable, of any change

in the information submitted, including changes in the composition of the Tenderer or the legal status and place of establishment, on grounds for exclusion, potential conflicts of interest, economic and financial situation, and technical capability/capacity of the Tenderer or its members. Any change in the composition of the Tenderer will at the discretion of the Client lead to disqualification of the Tenderer from participation in the Tender and award of contract.

2.2 If the Tenderer is a joint venture, consortium or other unincorporated grouping of two or more entities (here called a Joint Venture) the following shall apply:(i) The tender shall be signed by all members of the joint venture. (ii) The members shall attach to the tender a letter of intent including

- a statement that the members of the joint venture will undertake, jointly and severally, the obligations of the joint venture under the contract if awarded,

- a statement that members of the joint venture appoints and authorise the lead member with authority to bind the joint venture, and to act on its behalf in all matters in connection with or arising out of this Agreement,

- a statement that the composition or constitution of the joint venture shall not be altered without prior written consent by the Contracting Authority

- The members shall establish a common Quality Assurance and Business Integrity Management System.

2.3 Any legal entity may only submit one tender. 2.4 Tenderers shall not be eligible for the assignment if this would conflict

with their prior or current obligations to other Clients, or may place them in a position of not being able to carry out the assignment in the best interest of the Client.Tenderers may be disqualified from tendering and entering into an Agreement under the circumstances set forth below:

(i) Conflict between consulting activities and supply of goods or carrying out works or other services for the component/project.(ii) Conflict with consulting assignments related to the component/project. (iii) Conflict stemming from relationship with the Client's or the Recipient’s staff.


2.5 Tenderers shall not derive a competitive advantage from having provided consulting services related to the assignment in question. To that end, the Client shall provide to all Tenderers all available information that would in that respect give a Tenderer a competitive advantage over the other Tenderers.

2.6 If a Tenderer proposes a sub-consultant, a joint letter with sufficient details of the arrangement must be included in the Tender.If, in the opinion of the Client, the selection of sub-consultants locally or within specific fields of expertise is limited, the Client may oppose exclusive agreements with local sub-consultants, be they organisations or individuals (agreements that prohibit the sub-consultant from entering into agreements with other Tenderers). Any possible restrictions on subcontracting are stated in the Contract Notice, section III.1.4).

3. The Tender Dossier3.1 The Tender shall be responsive to the complete Tender Dossier which

comprises the documents listed in Clause 1 above and any Addenda to the Tender Dossier which may be issued as described in this Clause 3. The Tenderer shall scrutinize each document immediately upon receipt, and shall promptly give notice to the party who issued the document, of any pages that appear to be missing.

3.2 The Tenderer must carefully examine documents of the Tender Dossier. Failure to comply with these Instructions or with any other tendering requirements will be at the Tenderer’s risk.

3.3 If the Tenderer requires any clarification of the Tender Dossier, he shall give notice to the contact point(s) as stated in section I of the Contract Notice. The notice must be in writing in the language as specified in section IV.3.6) of the Contract Notice. Requests that cannot be answered six days before the Tender Submission Date will not be answered.

3.4 The Client will respond to the notice by issuing(i) the text of the question or request for clarification and (ii) the clarification. This response shall be in writing and shall give no

indication of the identity of the Tenderer who requested the clarification. Requests for clarification and responses shall be sent to all prospective Tenderers who received the Tender Dossier, but shall not constitute amendments to the Tender Dossier.

These requests for clarification and responses will be posted on the website www.danidacontracts.um.dk under Contracts opportunities (http://um.dk/en/danida-en/activities/business/contracts/long/contract-opportunities/). It is the responsibility of the Tenderer to obtain clarifications issued by the Client.

http://um.dk/en/danida-en/activities/business/contracts/long/contract-opportunities/

http://um.dk/en/danida-en/activities/business/contracts/long/contract-opportunities/

http://www.danidacontracts.um.dk/


3.5 If amendments are made to the Tender Dossier the Client will issue an addendum to the Tender Dossier. Each addendum to the Tender Dossier will be posted as mentioned in 3.4 above. Each addendum shall be binding upon the Tenderers. It is the responsibility of the Tenderer to obtain addenda issued by the Client.

3.6 At any time the Client may issue an addendum to the Tender Dossier that postpones the Tender Submission Date. In this event, all rights and obligations of the Client and the Tenderers previously related to the original date shall thereafter be subject to the amended date. Individual meetings or communications (except for requests for clarifications) by the Tenderers with the Client or the Recipient are not allowed.

4. Preparation of the Tender4.1 The Tenderer should obtain for himself, on its own responsibility, all

information, which may be necessary for preparing the Tender and entering into the Agreement.

4.2 The Client shall not be bound by any oral presentations whether by the Recipient or by others.

4.3 The Tender and all communication between the Tenderer and the contact point(s) as stated in section I of the Contract Notice shall be in the language as specified in section IV.3.6) of the Contract Notice. Supporting documentation submitted by the Tenderer may be in another language if he also submits an appropriate translation of all its relevant passages into this ruling language.

4.4 The Tender Documents to be submitted by each Tenderer shall comprise: (i) Letter of Tender including documentation as listed in the Letter of

Tender (ii) Schedules of Tender

Schedule 1, Comments to Appendix 1Schedule 2, Description of Approach, Work Plan and Detailed Tasks,

Reporting, Organization, outline QA Plan, and outline Business Integrity Management Plan

Schedule 3, List of Key Personnel including brief CV´sSchedule 4, Implementation Plan and Personnel Assignment Chart

(iii) Schedule of Prices, as listed in Appendix 3

4.5 The Tender Dossier issued to the Tenderer, including any amendments instructed in an Addendum to Tender Dossier, shall be used without further changes.


4.6 The Tenderer shall also submit the supplementary documentation listed in the Letter of Tender.

4.7 All duties, taxes, VAT, and other levies applicable for the contract in question payable by the Consultant in relation to the performance of the Agreement, or for any other cause, shall be included in the rates, prices and total Tender Price submitted by the Tenderer, and the evaluation and comparison of Tenders by the Client shall be made accordingly. The duties, taxes, and other levies shall be those prevailing 28 days prior to the Tender Submission Deadline.It is the responsibility of the Tenderer to acquaint himself fully with the tax and excise laws in force in the Recipient Country prior to the submission of the Tender.

4.8 All prices and unit rates quoted in the Schedule of Prices shall be in Danish Kroner.

4.9 It is emphasized that the Client will not be able to engage in traditional negotiations with the Tenderers regarding the tenders submitted. With respect to negotiations, the Client will operate within the rules of negotiation set out, among others, in Council and Commission statement concerning Council Directive 93/37/EEC of 14 June 1993:"The Council and the Commission state that in open and restricted procedures all negotiations with candidates or tenderers on fundamental aspects of contracts, variations in which are likely to distort competition, and in particular on prices, shall be ruled out; however, discussions with candidates or tenderers may be held but only for the purpose of clarifying or supplementing the content of their tenders of the requirements of the contracting authorities and provided this does not involve discrimination."Hence, no contract or price negotiations as such shall be conducted and, therefore, the Tenderers should ensure that the wording of their tenders allows the contract to be concluded without prior negotiations between the tenderer and the contracting authorities. It is thus of the utmost importance that the tenders are comprehensive and consider all relevant issues, contain all necessary information, and are precise in every respect.

5. Submission of the Tender5.1 The Tenderer shall prepare one original set (technical- and price part), 2

copies, a PDF file and supplementary information, as described in these Instructions. Each such set shall be submitted in two inner envelopes within an outer envelope. One inner envelope shall include the Letter of Tender and the Technical Schedules and be marked "Technical Part" and the other shall include the Schedule of Prices and be marked "Price Part".


The technical part shall be submitted in one original, 2 copies, and as PDF files, each not exceeding 5 MB, on one CD-ROM, all in one envelope marked “Technical Part”. The price part shall be submitted in one original, 2 copies and as a PDF file on one CD-ROM, all in one envelope marked “Price Part”. All envelopes shall be sealed properly.

5.2 The original of the Tender shall be signed by a person or persons duly authorised to bind the Tenderer. If the Tenderer is a joint venture, the Tender must be signed by all members of the joint venture.

5.3 The inner and outer envelopes shall be addressed to the Client at the address and to the person as specified in the Contract Notice and shall bear the following identification:"Tender for (name of project with reference number as stated in the tender document) - DO NOT OPEN"The outer envelope shall indicate the name and address of the Tenderer.

5.4 If a Tender is misplaced or opened prematurely because an envelope was not sealed and marked as instructed above, the Client shall not be responsible and the Tender may be rejected.

5.5 The original, the copies and the CD ROM of the Tender must be delivered to the address as specified in the Contract Notice no later than the time, on the Tender Submission Date, as stated in the Contract Notice or as amended in accordance with Clause 3.6. Tenders received by the Client thereafter will be returned unopened.

5.6 The Tenderer may modify or withdraw its Tender after submitting it, if the modification or notice of withdrawal is received in writing before such prescribed time for submission of Tenders but not thereafter. The Tenderer’s modification or notice of withdrawal shall be prepared, sealed, marked and delivered in accordance with the provisions of this Clause 5, with the inner and outer envelopes additionally marked “MODIFICATION” or “WITHDRAWAL”, as appropriate. The modification or notice of withdrawal shall be signed by a person or persons duly authorized to bind the Tenderer, and proof of authorization shall be annexed.

5.7 A Tender submitted other than as described in this Clause 5 may be rejected by the Client and returned to the Tenderer.

5.8 The Tender shall remain valid and open for acceptance for the period of 60 days from the Tender Submission Date. Prior to this expiry date the Client may by written notice request the Tenderer to extend the validity period. The Tenderer may refuse the request, but shall not modify its Tender other than by extending its validity.


6. Tender Opening6.1 Tenders and other submissions, which are in accordance with Clause 5 of

these Instructions, will be opened by the Tender Committee Chairperson immediately after the Tender Submission Date. The Tenderers’ representatives will not be present at the opening.The envelopes with the price parts shall not be opened until the evaluation of the technical parts has been completed.

6.2 Tenders for which the Client has received a valid notice of withdrawal in accordance with Clause 5 of these Instructions shall not be opened.

6.3 The Client will examine the technical parts to determine whether they appear to be complete, properly signed, and generally in order.

6.4 After the opening of Tenders, information relating to the examination, clarification, evaluation, and comparison of Tenders, and recommendations concerning award of the assignment shall not be disclosed to Tenderers or other persons not officially concerned with the tendering process.Any effort by a Tenderer to influence the Client in these processes may result in the rejection of the Tenderer’s Tender.

7. Tender Evaluation7.1 The Client will determine whether the Tender meets the Conditions for

participation as specified in part III.2.) of the Contract Notice. If a Tender does not meet the required minimum conditions, it shall be rejected by the Client.

7.2 The Client will determine whether each Tender is substantially responsive to the requirements of the Tender Dossier. If a Tender is not substantially responsive to the requirements of the Tender Dossier, it may be rejected by the Client.A substantially responsive tender is a tender compliant with all the terms, conditions, and specifications of the Tender Dossier without material deviation or reservation. A materiel deviation or reservation is one which affects in any substantial way the scope, quality, or performance of the Services, or which limits in any substantial way, inconsistent with the Tender Dossier, the Client's rights or the Tenderer's obligations under the Agreement, and the rectification of which deviation or reservation would affect unfairly the competitive position of other Tenderers presenting substantially responsive Tenders.

7.3 The Client will evaluate the Technical Part of the Tenders. The evaluation of the Tenders will be based on the Evaluation Criteria annexed to these Instructions. Unless specifically stated, no criterion will take precedence over any other criterion, and the Tender evaluation shall be based on an


overall consideration, in accordance with the specifications in Criteria and Method of Evaluation.The Tenderer shall, on request of the Client, make candidate(s) for position(s) of principal Key Personnel available for interview by the Client at no cost to the Client. Interviews of Key Personnel will be carried out on completion of the evaluation of the technical parts but before opening the price parts. The expected date and venue for the interview of the Key Personnel is stated in the Contract Notice (VI.3). In due course detailed information on the timing of the interview will be forwarded. If a Tenderer’s Key Personnel is unable to attend the appointment, its Tender will be eliminated from the evaluation process. The purpose of the interview is to verify the information given in the curriculum vitae of the Key personnel in relation to the Criteria for Evaluation and the profile of the Key Personnel as specified in the Terms of Reference.On completion of such interviews, the Client will, without modifying the criteria or the weighting used in the technical evaluation, decide whether it is necessary to adjust the rating of the Key Personnel interviewed. The evaluation of the technical parts shall be completed before opening the envelopes with the price parts.

7.4 Only price parts of Tenders where the technical parts meet the minimum requirements to the technical part will be included in the overall evaluation. Such price parts will first be checked by the Client for any arithmetic errors in computation and summation, and any errors will be corrected as follows:(i) If there is any discrepancy between amount in figures and in words,

the amount in words will take precedence.(ii) If there is a discrepancy between the Total Price entered and the

equivalent sum computed on the basis of the breakdowns, the Total Price shall be adjusted to the sum computed on the basis of the breakdowns.

(iii) If there is a discrepancy between a stated amount and the correct amount calculated by multiplying the stated unit rate by the quantity, the stated amount shall be adjusted to the correct amount and the Total Price adjusted correspondingly.

The Tenderer may be notified of these corrections and if the Tenderer does not accept these adjustments as notified, its Tender may be rejected. Tenders, where the Total Price as quoted in the Schedule of Prices exceeds the maximum budget as stated in the Contract Notice section II.2.1, shall be rejected.


7.5 For the purpose of evaluating Tenders, the Client will determine for each Tender the evaluated price by making any correction for errors as described above.

7.6 To assist in the examination, evaluation and comparison of Tenders, the Client may ask any Tenderer for clarification of its Tender, including breakdowns of unit rates and sums. The request for clarification and the response shall be in writing. No change in the price or substance of the Tender shall be sought, offered or permitted except as required to confirm the correction of arithmetic errors discovered by the Client during the evaluation of the Tenders.

7.7 If, before entering into the Agreement, any of the Key Personnel proposed in the Tender is no longer available, the Tenderer shall inform the Client immediately. Such occurrence is considered a serious default, and the tendering procedure in respect of the Tenderer in question and meetings of clarifications with this Tenderer may be terminated by the Client without the Client thereby incurring any liability to the Tenderer.

8. Award8.1 The Client intends to award the contract to the Tenderer whose

compliant Tender has been determined to be responsive to the Tender Dossier and has achieved the highest total score in the evaluation, provided that the Tenderer still has the capability and resources to carry out the Services effectively.The Client reserves the right to cancel the contract award procedure due to any objective reason, without incurring liability to any Tenderer and the Tenderers being entitled to claim any compensation. If a contract award procedure is cancelled, all Tenderers will be notified as soon as possible in writing of the objective reasons for the cancellation.

8.2 The economically most advantageous Tenderer may be invited to participate in meeting(s) with the Client to clarify outstanding issues and finalize an Agreement, and the Client will arrange for minutes of such meetings to be prepared and agreed with the Tenderer. The minutes of the meeting will be part of the basis upon which the agreement is to be concluded.

8.3 The agreed minutes shall be binding on the Tenderer as an acceptable clarification of its Tender until its validity expires, and shall be wholly subject to the formal Agreement, and shall not bind the Client nor commit him to entering into any agreement under any terms.

8.4 Subject to approval of the funding by the relevant appropriation authorities, the Client and the Tenderer shall sign the formal Agreement. The Contract shall not be concluded until the expiry of a stand-still period of 10 calendar-days following the Client’s electronic notification of all


Tenderers of the award of the contract, or 15 calendar days following the Client’s notification of the award by letter.

8.5 The Client does not intend to issue a Letter of Acceptance as described in the General Conditions, and prefers the Agreement to become effective on the date of the latest signature necessary to complete the formal Agreement.

8.6 No offer, payment, consideration, or benefit of any kind, which constitutes illegal or corrupt practice, shall be made, either directly or indirectly, including bribery of foreign public officials, as an inducement or reward in relation to:(i) the tendering,(ii) the award of the assignment, or(iii) the implementation of the Agreement.Any such practice will be grounds for the immediate cancellation of the Agreement and for such additional actions (civil and/or criminal) as may be appropriate. At the discretion of the Ministry of Foreign Affairs of Denmark, a further consequence of any such practice can be the definite exclusion from any further tendering for Danida-funded projects.


CRITERIA AND METHOD OF EVALUATIONTenders shall be evaluated using the most economically advantageous tender criterion with a weight of 80 % given to the technical part and a weight of 20 % given to the price part (fees and project-related expenses as defined in the Appendix 3 to the Agreement.)

The following criteria shall be used as a basis for evaluation of technical proposals:

Technical Quality 40 %

Proposed approach and methodology for: 60 %

implementation of the main 80 %components of the Services

local capacity building, 20 % institutional development, and training

Proposed work plan with a detailing of the 15 % activities and outputs outlined in the Terms of Reference as well as any additional activities as required

Organisation proposed for the Consultant's 10 %

team with interface to the Client's and the Recipient's organisation

Outline plan for the quality management, 10 %

monitoring, and auditing specifically for this particular assignment including:

the contents of the final plan names of the persons proposed

for the quality management, monitoring and auditing,(please note that person(s) proposed for auditing should be independent of the Consultant's team carrying out the Services)

Outline of the Tenderer's Business Integrity 5 % Management Plan for this particular assignment including:

code of conduct andbusiness integrity policy


definitions of roles,responsibilities and authority in relation to this assignment

enforcement measures

Qualification and competence of Key Personnel 1

60 %

Water resources expert, team leader 50 %

General qualifications 25 %Adequacy for the assignment 60 %Experience in the region and language 15 %

GIS specialist 25

%General qualifications 25 %Adequacy for the assignment 60 %Experience in the region and language 15 %

System specialist/programmer 25 %General qualifications 25 %Adequacy for the assignment 60 %Experience in the region and language 15 %

Total technical part 100 %Weighted technical part

80 %Weighted price part 20 %Total technical and price part 100 %

The level of responsiveness for each criterion and sub-criterion shall be rated on a scale using the following discrete grades:

poor: 40 pointssatisfactory: 70 points good: 90 pointsvery good: 100 points

1 The required qualifications and experience are specified in Appendix 1. – Scope of Services. "Key Personnel” mean any professional Personnel as defined in Particular Conditions Part B Clause 1.1.18.


The rating of each criterion and sub-criterion shall then be weighted and added to give to total score.

The Tender shall be rejected if the technical part fails to achieve a minimum score of 75 out of 100.

The Tender with the lowest financial proposal (see Instructions to Tenderers, clause 7, Tender Evaluation) will be given a score of 100 points and the other Tenderers' financial proposals will be given scores inversely proportional.

The total score of the Tender shall be obtained by weighting and adding the technical and price scores.

The Tenderer with the Tender obtaining the highest total score shall be invited to finalize a contract agreement.

For a detailed guideline on which the evaluation is based, see World Bank "Consulting Services Manual, a Comprehensive Guide to Selection of Consultants" of which Chapter 17 gives a good description of "Evaluation Practices of Technical Proposals". The manual is available on

http://siteresources.worldbank.org/INTPROCUREMENT/Resources/2006ConsultantManual.pdf




LETTER OF TENDER (To be printed on the Tenderer’s official letter head, and addressed to the

Contact Point stated in the Contract Notice I.1)

Contract Notice: (insert Contract Notice number)

Subject: (insert title as stated in Contract Notice II.1.1)

We hereby submit our Tender with reference to the above mentioned Contract Notice.

(if this Tender is being submitted by a group of entities, hereinafter called a Joint Venture, insert the following:

This Tender is being submitted by the following entities in Joint Venture:

Lead member name and address

Name(s) and address(es) of other members of the Joint Venture

The members of the joint venture have authorised the Lead Member with authority to bind the joint venture and to act on its behalf in all matters in connection with or arising out of the Tender.

The composition or constitution of the Joint Venture shall not be altered without prior written consent by the Client.

The members of the Joint Venture shall be jointly and severally bound by this Tender and (if accepted) the Agreement.

A letter of intent to enter into a joint venture signed by all the members is attached to the Tender.)

With reference to the Contract Notice points:

III.2.1): We confirm that we are not in a conflict of interest which could exclude us from participating in the Tender. We also confirm that the Tenderer and its members are affected by no potential conflict of interest and has no particular link with other parties involved in the particular project other than as informed to the Client in writing.

III.2.1): We confirm that we are not in a situation which shall or may exclude us from participating in a public contract according to Article 45.1 and 45.2. (a), (b), (c), (d) and (g) of the Directive.


III.2.1): We attach documentation that we are not in a situation which shall or may exclude us from participating in a public contract according to Article 45.2. (e) and (f) of the Directive (Format of the Solemn Declaration enclosed. If the Tenderer is a Joint Venture declarations must be attached for each member of the Joint Venture).

III.2.2): We confirm that we meet the minimum annual turnover as stated in the Contract Notice and attach a list of our annual turnover over the last three years.

III.2.3): We confirm that we meet the minimum requirement of similar services provided as stated in the Contract Notice and attach a list of the similar services provided in the last three years.

III.2.3): We confirm that we have an ISO 9001 Certificate or similar, and

attach documentation to that effect or sufficient extracts thereof, cf. Article 48 of the Directive.

We accept that our Tender may not be considered if we in the opinion of the Ministry of Foreign Affairs fail to meet the minimum requirements as specified in part III.2) of the Contract Notice for this contract.We have examined the Agreement, the General and Particular Conditions, Appendix 1 – Scope of Services, Appendix 2 - Personnel, Equipment, Facilities and Services of Others, Appendix 3 - Remuneration and Payment, and the Addenda Nos. (insert identification of addenda) for the above-named assignment. We accordingly offer to execute the Services in conformity with all these documents and this Tender including the Schedules of Tender for the Total Price as stated in the Schedule of Prices. We agree to abide by this Tender for a period of 60 days from the Tender Submission Date, and that it shall remain binding upon us and may be accepted at any time before that date. We undertake, if our Tender is accepted, to commence and complete the Services within the periods stated in the Particular Conditions of the Contract.We accept that any significant change in the information submitted with this letter may disqualify us from participation in the Tender and award of contract. We undertake to notify the Client, as soon as practicable, of any change in this information.

We also accept that you have the right to cancel the tender process or reject any or all Tenders at any time prior to the award, without thereby incurring any liability to the affected Tenderer or Tenderers.

Date: Authorized signature(s) of Tenderer (if a joint venture,


authorized signatures of all members):

Attachments:

1. Joint Venture letter of intent, if applicable.

2. Documentation on our personal situation, as required in the Contract Notice III.2.

3. Documentation for a Quality Assurance System.

4. Technical proposal submitted in one original, 2 copies, and as PDF files, each not exceeding 5 MB, on a CD ROM.

5. Price proposal, submitted in a separate envelope, in one original, 2 copies, and as PDF files, each not exceeding 5 MB, on a CD ROM.

6. Power of attorney.


Format of the Solemn Declaration referred to in the Contract Notice and above (If the Tenderer is a Consortium the declaration must be submitted by the Leader and each Member of the Consortium)

SOLEMN DECLARATION

In accordance with Danish Law’s Act no. 336 of 13 May 1997 on limitation of debtors possibilities to participate in public procurements and on change of certain other laws (Making effective the collection of arrears to the authorities), the authorities shall on procurement of construction and plant works as well as purchases of goods and services demand that any tenderer simultaneously with submitting its tender make a solemn declaration on the extent of the tenderer’s unpaid, due debts to the authorities in the form of taxes, duties and social security contributions in accordance to Danish law or the law of the country of the tenderer’s establishment.

In accordance with the regulations of the abovementioned law the undersigned hereby solemnly and under liability to punishment give the below mentioned declaration.

Company name, address, telephone number and registration number:

Information on debts to the authorities (make selection):1 The company has no unpaid, due debts to the authorities.2 The company has unpaid, due debts to the authorities but these debts do not exceed DKK 100.000 (or

an equivalent amount in another currency).

3 The company has unpaid, due debts to the authorities and these debts exceed DKK 100.000 (or an equivalent amount in another currency).

The following points 4 or 5 and 6 shall only be filled, if point 3 has been selected.4

Security has been provided to the collection authority for payment of the part of the debts that exceed DKK 100.000 (or an equivalent amount in another currency).

Security will be provided to the collection authority for payment of the part of the debts that that exceed DKK 100.000 (or an equivalent amount in another currency).

5 An arrangement for payments concerning unpaid, due debts has been made with the collection authority, and this arrangement has been kept.

6 Date of establishment of security/arrangement: Year: Month: Day:

Collection authority: NA Name

Address:

Postal code: City:

Signature: Date: Company management signature and company stamp:


Financial and Technical Capacity of Tenderer

1. CONDITIONS FOR PARTICIPATION If the Tenderer is a consortium, the consortium as a whole should meet the required minimum capacities (add rows as required).

3.1 Economic and financial standing (Contract Notice III.2.2) Requirements and possible minimum levels to the economic and financial standing of the Tenderer are specified in the Contract Notice, and are requested in accordance with Article 47 of the Directive.

a) Annual turnover of the Tenderer (add rows as required)DKK mill. Most recent year Most recent year

-1 Most recent year -2Annual

Turnover

3.2 Technical and/or professional ability (Contract Notice III.2.3) Requirements to the technical and/or professional ability of the Tenderer are specified in the Contract Notice in accordance with Article 48 of the Directive. If the applicant is a consortium only a maximum of the 10 most relevant project references of the consortium members are to be listed.

a) List of the similar services provided in the last three years - Maximum of 10 project references (add forms as required)

Ref. No. 1 Legal entityProject title CountryName of Client Dates (mm/yy –

mm/yyProject value Mill. DKK

Shared carried out by legal entity %

Consortium membersDescription of ProjectType of services provided by legal entity

b)Technicians or technical bodiesNot applicable, unless otherwise required in the contract notice

c)Measures used for ensuring quality


d)Capacities for production, studies, and/or researchNot applicable, unless otherwise required in the contract notice

e)Educational and professional qualificationsIf required in the Contract Notice, please list the managerial staff of the legal entity and, in particular those responsible for providing the services. No CV’s are required. (Add rows as required):

Legal entity Name and title Education Professional qualifications

f) Environmental Management measuresNot applicable, unless otherwise required in the contract notice

g)Average annual manpowerIf required in the Contract Notice, please list total staff and the number of managerial staff for the last three years.

Average manpower

Most recent year Most recent year -1

Most recent year -2

Management staff

Other staff

Total staff

h) Tools/plants etc.Not applicable, unless otherwise required in the contract notice

i) Sub-contractingIf required in the Contract Notice, the major part of the services must be rendered by the Tenderer


Please indicate the proportion of the contract intended subcontracted:

j) Products supplied Not applicable, unless otherwise required in the contract notice

Signed on behalf of the Tenderer

Date:

Name:

Signature:


SCHEDULES OF TENDERThe Tenderer's Schedules of Tender shall include as APPENDIX 1.1:

Schedule 1 - Comments to Appendix 1 – Scope of Services and Appendix 2 - Personnel, Equipment, Facilities and Services of Others

Schedule 2 - Description of Approach, Work Plan and Detailed Tasks, Organization, outline QA Plan, and outline Business Integrity Management Plan, Reporting.

Schedule 3 - List of Key Personnel , Task Assignment Chart and CV's for all Key Personnel and other professional personnel at the home office assigned as Project Director, Quality Manager and Auditor, Business Integrity Manager and Letter of Availability for Key Personnel not permanently employed by the Tenderer or any of its sub-consultants

Schedule 4 - Outline Implementation Plan and Personnel Assignment Chart

Schedule of Prices in the formats prescribed (for the Schedule of Prices, please refer to the Agreement, Appendix 3 - Schedule of Prices).


Schedule 1 - Comments to Appendix 1 – Scope of Services and Appendix 2 - Personnel, Equipment, Facilities and Services of Others

(To be prepared by the Tenderer and should be limited to maximum 2 pages of relevant and specific comments to the appendices mentioned - a discussion of the "understanding of the Terms of Reference" or "appreciation of the program/component/project" is not required and will not be considered or credited. This schedule should clearly list all comments including suggestions to the Appendix 1 - Scope of Services and Appendix 2 - Personnel, Equipment, Facilities and Services of Others. Comments or suggestions may not be phrased in such a way that they constitute reservations to the Scope of Services.)


Schedule 2 - Description of Approach and Methodology, Work Plan and Detailed Tasks, Organisation, outline QA Plan, and outline Business Integrity Management Plan, Reporting.(To be prepared by the Tenderer and should be limited to a maximum of 18

pages.This schedule shall include (i) A description of the proposed approach and methodology for;

(a) implementation of the main components of the Services, (b) project management and monitoring,(c) proposed sub-consultants and share of the services (including a

signed pre-contract agreement),(d) co-operation with the Recipient and Danida, (e) local capacity building, institutional development, and training, and (f) long term sustainability.

(ii) A description of the proposed work plan with a detailing of the activities and outputs outlined in the Terms of Reference as well as any additional activities as required.

(iii) The organisation proposed for the Consultant's team with interface to the Client's and the Recipient's organisation.

(iv) An outline plan for the quality management, monitoring, and auditing specifically for this particular assignment including;(a) the contents of the final plan, (b) names of the persons proposed for the quality management,

monitoring and auditing (please note that person(s) proposed for auditing should be independent of the Consultant's team carrying out the Services),

(c) timing of the audits,(d) a description of the applicant’s approach to comply with Danida’s

anti-corruption code of conduct and the principles of the UN Global Compact during implementation, hereunder present an outline of the Tenderer's Business Integrity Management Plan for this particular assignment including;

definitions of roles, responsibilities and authority in relation to this assignment,

business integrity procedures for acquiring, bidding, negotiations and execution of the assignment,

accounting structures, and enforcement measures for the Consultant and partners and

sub-consultants.


(v) A detailing of the reporting required in the Terms of Reference.

This Schedule shall not include any comments or suggestions to the Terms of Reference.)


Schedule 3 - List of Key Personnel, Task Assignment Chart and CV's for all Key Personnel and other professional personnel at the home office assigned as Project Director, Quality Manager and Auditor, Business Integrity Manager

To be prepared by the Tenderer.This schedule should include(i) a list of the proposed positions and names of Key Personnel and other

professional Personnel responsible for home office management and quality management, monitoring and audits,

(ii) if applicable a task assignment chart indicating the tasks/activities assigned to each of the Personnel, e.g. in the format as suggested below, or of the choice of the Tenderer, and

(iii) brief CV's for each of the Key Personnel and other professional Personnel responsible for home office management, quality management, monitoring and audits, and management of business integrity, monitoring and audits.

CVs shall be in the format specified below.The CV should, in Part 5 (SPECIAL EXPERIENCE RELEVANT TO THE ASSIGNMENT) and Part 6 (OTHER INFORMATION OF RELEVANCE TO THE ASSIGNMENT), focus on the experience relevant for the assessment of the Candidate's' suitability for his/her position in this assignment. Please note that recent qualifications and experience may be more relevant than qualifications and experience from assignments more than 15 years old.The CVs should be as brief as possible (usually not more than 5 pages) but at the same time include all relevant information.For Key Personnel not permanently employed by the Tenderer or any of its sub-consultants, a signed letter of availability shall be attached.


3.1 Task Assignment Chart

(To be prepared by the Tenderer)

(Suggested format)

Task / Activity No.

Task / Activity Name

Key Personnel

Nam

e/Po

s

Nam

e/Po

s

Nam

e/Po

s

Nam

e/Po

s

Nam

e/Po

s

Nam

e/Po

s

Nam

e/Po

s

Nam

e/Po

s

Nam

e/Po

s

Nam

e/Po

s

l

1.1 r a a

1.2 q r a

1.3 q r a

2.1 q r a a

2.2 q r a

3.1 r a a

3.2 q r a

3.3 q r a

3.4 q r a

3.5 q r a

3.6

4.1 r q a

4.2 r a

r: responsible

a: assisting

q: quality management/control


Brief Curriculum Vitae (to be completed for each Key Personnel and other professional Personnel)

Assignment:

Proposed position on the proposed team:

1. PERSONAL DATA

Family name: First Name(s):

2. EMPLOYMENT RECORD(State all employments in the career – also those in developed countries, if any. Most recent

employment first)Employer's Company

Name:Period of service and length: Position with the

Enterprise:

3. EDUCATIONInstitution (University, etc.),

city and country:Length of educationDate: from (month/year) to

(month/year)

Degree/Diploma obtained:

4. LANGUAGE SKILLS OF RELEVANCE TO THE ASSIGNMENT(State language, formal language education and level of speaking, reading and writing skills

(mother tongue, perfect, average, poor))

Language: Formal Education: Speaking skills: Reading skills: Writing skills:

5. SPECIAL EXPERIENCE RELEVANT TO THE ASSIGNMENT(Indicate the following information for those assignments that best illustrate Personnel capability to handle the

tasks of this assignment. Add number of assignments as applicable)

Name of assignmentPeriod of service and length: from

(month/year) to (month/year)LocationClientMain project featuresPosition heldActivities performed

Name of assignment


Period of service and length: from (month/year) to (month/year)

LocationClientMain project featuresPosition heldActivities performed

Name of assignmentPeriod of service and length: from

(month/year) to (month/year)LocationClientMain project featuresPosition heldActivities performed

Name of assignmentPeriod of service and lengthLocationClientMain project featuresPosition heldActivities performed

6. OTHER INFORMATION OF RELEVANCE TO THE ASSIGNMENT


Schedule 4

Schedule 4.1 - Outline Implementation Plan

(To be prepared by the Tenderer)(Suggested format divided into Months or Quarters as appropriate)No. Activities and sub-activities of the

ServicesMonth or Quarter

1 2 3 4 5 6 7 8 9 10 11 12 13 Etc.


Schedule 4.2 - Personnel Assignment Chart

(To be prepared by the Tenderer)(Suggested format divided into Months or Quarters as appropriate)

Month or Quarter Person Months/days

Designation 1 2 3 4 5 6 7 8 9 10 … Recipient

Country

Home offic

e

Total number of man-months


AGREEMENTThis Agreement

Between: Ministry of Foreign Affairs of Denmark / DANIDA

of: Asiatisk Plads 2, DK-1448 Copenhagen K, Denmark

(hereinafter called “the Client”) of the one part

And (Consultant´s name)

Of (Consultant´s address)

(hereinafter called “the Consultant”) of the other part.

WHEREAS, the Client desires that certain Services should be performed by the Consultant, namely(Description of Services)

and has accepted a proposal by the Consultant for the performance of such Services.

THE CLIENT AND THE CONSULTANT AGREE AS FOLLOWS:

In consideration for the performance of the Services, the Client shall pay to the Consultant the contract price which amount shall be:

(Contract Price in figures and words – If phased included amounts in figures for both phases and the total contract prices (only the latter in words).

Such Contract Price is the total amount of the Ceiling Amounts mentioned in the Schedule of Prices.All amounts in the agreement are in Danish kroner (DKK) including all taxes, charges, and VAT. Fluctuations in foreign prices and exchange rates are of no concern to the Client and will therefore not result in any adjustment of the agreed total budget in Danish kroner.If duties, taxes, VAT or other levies against expectations should be refunded such refund shall be paid by the Consultant to the Ministry of Foreign Affairs, Danida.

1 In this Agreement words and expressions shall have the same meanings as are respectively assigned to them in Clause 1.1 of the General Conditions.


2 The following documents shall be deemed to form and be read and construed as part of the Agreement, namely:

(a) The minutes of the clarification meeting(s) (if any) including clarifications of Tender, addenda and Q/A from the tender process.

(b) The Conditions of the Agreement comprising the General Conditions and the Particular Conditions Part A and B).

(c) The Appendices, namely:

Appendix 1 - Scope of Services

Appendix 1.1 – Consultant’s schedules of Tender

Appendix 2 - Personnel , Equipment, Facilities and Services of Others to be provided by the Client

Appendix 3.1 Schedules of PricesAppendix 3.2 Terms of RemunerationAppendix 3.3 Terms of Payment

3 In consideration of the payments to be made by the Client to the Consultant under this Agreement, the Consultant hereby agrees with the Client to perform the Services in conformity with the provisions of the Agreement.

The Client hereby agrees to pay the Consultant in consideration of the performance of the Services such amounts as may become payable under the provisions of the Agreement at the times and in the manner prescribed by the Agreement.

4 If the Consultant is an association as a joint venture, consortium or other unincorporated grouping of one or more entities (here called a joint venture), the following shall apply:The joint venture hereby states:- that the members of the joint venture undertake, jointly and

severally, the obligations of the joint venture under the contract,- that the members of the joint venture appoints and authorizes the

lead member (named) with authority to bind the joint venture, and to act on its behalf in all matters in connection with or arising out of this Agreement,

- that the composition or constitution of the joint venture shall not be altered without prior written consent by the Contracting Authority.

-


AUTHORISED SIGNATURE(S) OF CLIENT

Date:

Signature:

Name:

AUTHORISED SIGNATURE(S) OF CONSULTANT (if a Joint Venture, authorized signature of all members of the Joint Venture)

Date:

Signature:

Name:


GENERAL CONDITIONS The General Conditions shall be those of the FIDIC Client / Consultant Model Services Agreement, Fourth Edition 2006


PARTICULAR CONDITIONSA. References from Clauses in the General Conditions

1.1 Definitions

1.1.2 The Project is Zambezi Water Resources Information System (ZAMWIS) Enhancement 2: Spatial Database and Platform

1.1.6 Parties The recipient is Zambezi Watercourse Commission (ZAMCOM).

The ZAMCOM Secretariat will provide support to facilitate access to information in the member countries and elsewhere by way of covering letters and other support. ZAMCOM will also provide all available documentation and information that may be needed by the consulting firm in pursuing the tasks under the Terms of Reference. In addition, ZAMCOM will assist the Consulting Firm with work and residence permits as required by the labour laws of the respective countries.

1.1.8 Consultant Add the following text to the sub-clause:If the Consultant is an association as a joint venture, consortium or other unincorporated grouping of two or more entities (in these conditions called a "Joint Venture") the following shall be added:With reference to Clause 1.1.8 of the General Conditions the Consultant is not a firm but a Joint Venture with members as stated in the Agreement.The entities: (member, member, . .) of the Joint Venture authorize (name of firm) to be known as lead member with authority to bind the Joint Venture, and to act on its behalf in all matters in connection with or arising out of this Agreement.The composition or constitution of the Joint Venture shall not be altered without prior written consent by the Client.The members of the Joint Venture shall undertake jointly and severally the obligations of the Joint Venture under the Agreement.For the purposes of the implementation of the Agreement, the Joint Venture shall act as and be


considered a single entity.The joint venture agreement entered into by the members is attached to this Agreement.

1.1.10 Commencement Date

The Commencement Date shall be 30 days after the effective date, unless otherwise agreed between the parties.

1.1.11 Time for Completion

The Completion Date shall be 24 months after the Commencement Date, or as alternatively agreed in writing between the parties to the Agreement.The Services shall, however, not be considered completed until acknowledged by the Client's approval of the Consultant's Completion Report. The Client shall, however, not unreasonably withhold or delay this approval.

1.3 Language(s) for Communications

1.3.1 Language(s) for Communications

The language for Communications shall be the English language.

1.4 Language of the Agreement

1.4.1 Language of the Agreement

The language of the Agreement shall be English.

Ruling language

The ruling language shall be the English language.

Governing Law The law to which the Agreement is subject shall be the law of Denmark.

1.6 Assignments and Sub-contracts

If the Consultant has proposed sub-consultant inset list and their part of the Services with part and percentage:(name, part and percentage/N.A.)

1.8 Notices

Client’s address: HCP, DANIDA, Ministry of Foreign Affairs of DenmarkAsiatisk Plads 2, DK-1448 Copenhagen K, Denmark


Email: [email protected]

Telephone number: +45 3392 0000

Consultant’s address:

Email:

Telephone number:

2.7 Client's Representative

2.7 Client's Representative

The Client will act in matters pertaining to the administration of the Agreement.

For matters pertaining to the implementation of the services in the Recipient Country the Client has delegated the authority to:

Name of representative: Embassy of Denmark

Postal address: (insert)

Email address: (insert)

3.6 Consultant's Representative

3.6 Consultant's Representative

The Consultant has delegated the authority to act on its behalf in matters pertaining to the administration of the Agreement to:Name of representative: (insert)Postal address: (insert)Email address: (insert)and for matters pertaining to the implementation of the Services in the Recipient Country to:Name of representative: (insert)Postal address: (insert)Email address: (insert)

4.1 Agreement Effective

4.1.1 Agreement Effective

Replace the text of the entire sub-clause by:

The Agreement shall become effective on the day of

mailto:[email protected]


the latest signature necessary to complete the formal Agreement.

5.2 Time for Payment

5.2.1 Time for Payment

Replace the text of the entire sub-clause by:Payments shall be made subject to the conditions as specified in Appendix 3.Amounts due for advance payment shall be paid within 30 days of the date the Agreement becomes effective, presentation of the advance payment security, and date of receipt of the invoice whichever is the latest.Amounts due for quarterly progress payments shall be paid within 30 days of receipt of the invoice.Amounts due for the final payment shall be made within 45 days of receipt of the final invoice and the audited final statement of accounts and the Client's approval of the Consultant's Completion Report whichever is the latest.

Advance Payment

Advance payment can be made by the Client subject to effectiveness of the Agreement, and presentation by the Consultant of an advance payment security (cf. Appendix 3 - Terms of Payment). Unless otherwise decided by the Client the advance payments shall comprise:30% of the Contract Price as specified in Appendix 3.1 - Schedule of Prices.

Cash Flow Estimate

The Consultant shall within 14 days of the Commencement Date prepare and submit to the Client, for its information, a cash flow estimate showing on a quarterly basis all projected payments to the Consultant.The cash flow estimate shall be updated semi-annually (per March and September).

5.2.2 Agreed Compensation for Overdue Payment

The agreed compensation shall be 2 per cent points above the discount rate of the Danmarks Nationalbank.

5.3.1 Currency of The currency of the Agreement is Danish Kroner


Agreement (DKK).The currency of payment of fees and reimbursable expenses is Danish Kroner (DKK).Reimbursable expenses incurred in other currencies than Danish Kroner shall be converted into Danish Kroner (DKK) using the exchange rate specified in Appendix 3- Terms of Payment.

6.2 Duration of Liability

6.2.1 Duration of Liability:

Add the following text to the sub-clause:The duration of the liability of the Consultant shall be from the Commencement Date until five years after the Completion Date.

6.3.1 Limit of Compensation:

Replace the text of the entire sub-clause by:The maximum amount of compensation payable by the Consultant to the Client in respect of professional liability under Clause 6.1 is "the Contract Price" as stated in Appendix 3, unless otherwise agreed between the parties.

7.1 Consultant's Insurance for Liability

7.1 Consultant's Insurance for Liability

The Consultant confirms that he will take out before commencement and maintain for the duration of the liability period, at its own cost, an insurance policy against its professional liability under Clause 6.1 of an amount of "the Contract Price" as stated in Appendix 3, unless otherwise agreed between the parties.

8.3. Arbitration

8.3. Rules of Arbitration

Replace the text of sub-clauses 8.3.1 and 8.3.2 by:If mediation as described in Clause 8.2 fails, the dispute shall be settled finally and bindingly by "The Danish Institute of Arbitration" in Copenhagen.The law governing the arbitral proceedings shall be Danish, while the language shall be English or as otherwise agreed between the parties to the Agreement.The arbitration panel shall decide the sharing of the costs of the panel between the parties to the


Agreement.


PARTICULAR CONDITIONS

B. Additional Clauses

The parties are to include in this section any variations, omissions and additions to the General Conditions.

Clause

1.1.1 Replace the text of the entire sub-clause by:"Agreement" means the completed form of Agreement including the documents listed in Clause 2 of the Agreement.Background Documents as listed in Appendix 1 - Scope of Services are for information only and the information given here may deviate from the specifications and requirements of Appendix 1, 2, 3 and 4, which shall govern.

1. 1.16 "Danida" means the Ministry of Foreign Affairs of Denmark (in Copenhagen or the representation in the Recipient's Country) funding partly or wholly the Program/Component/Project.

1.1.17 "Recipient Country" means the country of the Recipient.

1.1.18 "Key Personnel" means any professional staff provided by the Consultant who provides wholly or partly a specified part of the Services and includes project/assignment managers, team leaders, resident engineers, advisers, specialists, experts and all other professional staff.

1.1.19 “Staff” of the Consultant means any person hired by the Consultant as employee and assigned to the performance of the Services or any part thereof.

1.1.20 "Quality Assurance" means all the planned and systematic activities to be carried out under the Agreement by the Consultant to assure that the outputs as defined in Appendix 1 - Scope of Services are achieved at the required quality level.

1.1.21 "Business Integrity Management Plan" means the plan detailed by the Consultant for preventing, detecting and sanctioning corrupt practises throughout the execution of these Services and as defined in Appendix 1 - Scope of Services.

1.1.22 "Completion Report" means the final report prepared by the Consultant at the completion of the Services (for detailed requirements refer to Appendix 1, Scope of Services).

1.1.23 "Cash Flow Estimate" means a schedule prepared by the Consultant, specifying the Consultant’s estimated fees and reimbursable expenses over given time periods, usually half-yearly.

1.2.3 Replace the text of the entire Sub-clause by:


The order of precedence of the documents of the Agreement is the Agreement followed by the other documents in the order listed in Clause 2 in the Agreement.

1.7 Replace the entire text of Clause 1.7 with:The Client shall be entitled, without any extra remuneration to the Consultant, to use the material collected, prepared and acquired for the assignment for the purpose of the continuation, further development and implementation of the assignment and the Program/Component/ Project. The same right shall apply to the other consultants, public authorities and other entities connected with the assignment. On request, the Consultant shall provide to the Client all such material. It can be provided in a digital form, if available.The Consultant shall retain all other rights to its ideas and the material prepared by him.The Consultant shall be entitled to keep at its disposal the material prepared by him in connection with the carrying out of the assignment, provided that educational material, user manuals, operating instructions and similar material shall be used only as a generic product in connection with other assignments.The Consultant shall ensure that the material prepared by him does not violate the copyrights or any other exclusive rights of any third party and he shall indemnify the Client for any claim or any cost in that connection.Where the material is used by the Client, for purposes other than the actual assignment, the Consultant shall not be responsible for any errors in and defects of the material.The Consultant shall not, without the prior written consent of the Client, publish or make public any material prepared by him in carrying out the assignment. This provision shall not imply any limitation in the Consultant's rights under the abovementioned provisions.

1.9.1 Replace the entire text of the Clause 1.9.1 with:For the duration of the Agreement and after completion thereof, the Consultant, its sub-consultants and the staff of the Consultant and its sub-consultants shall treat all documents and information received in connection with the Agreement as private and confidential, and shall not, save in so far as may be necessary for the purposes of the performance thereof, publish, or disclose any particulars of the Agreement without the prior consent in writing of the Client.However, with such consent, which shall not be unreasonably withheld, the Consultant may publish descriptive articles, with or without illustrations, with respect to the Service or the Works.

1.10 Add as Clause 1.10.3:The Consultant shall be deemed to have breached Clause 3.3 also if it is shown that any of the Consultant's Key Personnel are guilty of the actions described above.


1.10 Add as Clause 1.10.4:The Consultant shall live up to Danida’s anti-corruption policy and to the UN Global Compact.

2.3.1 Replace Sub-clauses (c), (d), (e) and (f):(c) providing access to other organisations for collection of

information which is to be obtained by the Consultant.

3.2 Add at the end of Sub-clause 3.2.1:In the event of Additional Services the Client shall issue Addenda to the Agreement in a prescribed format.Add at the end of Sub-clause 3.2.2: In the event of Exceptional Services the Client shall issue Addenda to the Agreement in a prescribed format.

3.3 Add after Sub-clause 3.3.1 and change Sub-clause 3.3.2 to 3.3.3:

3.3.2 The Consultant shalla. be deemed (so far as is practicable having regard to

considerations of cost and time) to have satisfied himself before entering the Agreement as to the extent and nature of Services, Works, Staff, and materials necessary for the execution of the Services, and to have obtained all necessary information as to risks, contingencies, and other circumstances which may influence the Services or the Project.

b. always act, in respect of any matter relating to the Agreement or to the Services, as faithful adviser to the Client, and shall at all times support and safeguard the Client's and the Recipient's legitimate interests.

c. refrain from engaging in any activity that conflicts with its obligations towards the Client under the Agreement, and when on assignment under the Agreement, the Staff shall not engage, directly or indirectly, in any other work, business, or professional activities in the Recipient Country other than the performance of their duties and assignments under the Agreement.

d. keep separate, accurate, and systematic records in respect of the Services in such form and detail as is customary in the profession including records of quality assurance activities.

3.3.4 Add after Sub-clause 3.3.3:The Consultant is responsible for the safety and security of the employees of the Consultant, sub-contracting consultants, including local employees etc., also if the assignment involves missions in an area of conflict or an area with high security risks.

3.4 Replace "Client's" by "Client's or Recipient's".

3.5.1 Replace Clause 3.5.1 by:The Staff sent by the Consultant to work outside the country of the


Consultant shall have been physically examined and found fit for their assignment.The following terms shall apply to Personnel provided by the Consultant:(a)The positions, minimum qualifications, tasks, outputs, and periods

of assignment of Key Personnel shall be as described in the Scope of Services.

(b)The Key Personnel listed by position and name in Schedule 3 - Scope of Services, are hereby approved by the Client.

(c) The Consultant may, with the prior approval of the Client, make such minor adjustments of the periods of services specified in the Agreement as may be appropriate in order to ensure an efficient performance of the Services, provided that such adjustments will not cause payments made under the Agreement to exceed the ceiling amounts as defined in Appendix 3- Schedule of Prices.

(d)Except as the Client may otherwise agree, no changes shall be made in the Key Personnel. However, the Consultant shall arrange for replacements in accordance with the General Conditions Clause 3.7.2.

(e) In the event that any of the Key Personnel is no longer available and the Consultant fails to propose a replacement with equivalent qualifications and experience and acceptable to the Client, the Client shall have the right to terminate the Agreement without thereby incurring any liability to the Consultant.

(f) The Consultant shall inform in due time the Recipient and the Danish Embassy responsible for the Recipient Country of the date of arrival in and departure from the Recipient Country of the Personnel.

(g)Any taking of leave by Staff shall be subject to the prior approval by the Consultant who shall ensure that absence for leave purposes will not delay the progress and adequate performance of the Services, and who shall inform the Danish Embassy, not later than two weeks in advance, of such taking of leave.

(h)The Consultant shall, in respect of Staff hired by the Consultant in the Recipient Country, pay rates of wages, observe hours of labour, and provide conditions, amenities and facilities not less favourable than those required by the law, fixed by the appropriate wage fixing authority and generally recognised for similar work in the area.

(i) The Consultant shall, in respect of Staff hired by the Consultant, abide by the local laws and the conventions of the International Labour Organisation.

(j) The Consultant shall live up to Danida’s anti-corruption policy and to the UN Global Compact.

3.7.2 Add at the end of Clause 3.7.2:(c) Where Key Personnel are replaced on request of the Consultant

or by the Client for reasons of established misconduct or inability to perform, the cost of replacement (home travel by the replaced


person and any dependents, outward travel by the replacement and any Eligible Dependents, extra travel and other expenses due to the number of Eligible Dependents or any overlap) shall be borne by the Consultant.

(d) Fee rates for replacement shall be calculated in accordance with the Conditions and details stated in Appendix 3. The fee rate of a replacement shall not exceed that of the replaced Staff. If the fee rate of a replacement is less than the replaces Staff, the former rate shall apply.

5.4 Delete the entire text of Clause 5.4

5.6.2 Replace Clause 5.6.2 with:Such records shall be sufficient to establish accurately that the time has been duly spent and that the reimbursable expenses have been duly incurred for the performance of the Services. Time spent on the Services by the Key Personnel and Other Staff whose salary/wages are covered by the fees shall be recorded. In the event of Additional or Exceptional Services, the records of time spent shall include a specification of the activities of the Key Personnel and Other Staff.In case the Consultant chooses to make its bookkeeping or part thereof locally, such bookkeeping shall be available for inspection.The Consultant shall permit the Client to inspect, at any time, the records and accounts relating to the Services and to make copies thereof and shall permit the Client or any person authorised by the Client, at any time, to audit such records and accounts both during and after the provision of the Services, however not later than five years after completion or termination of the Services.

7.1 Replace the entire text of Clause 7.1 by:The Consultant shall, in addition to the insurance against professional liability under Clause 6.1 and the insurance against loss and damage to the property of the Client and the Recipient as per Clause 7.2, take out and maintain full indemnity insurances from the Commencement Date until the Completion Date, against(a) civil liability in the event of accidents caused to third parties

arising out of acts performed by the Consultant and the Staff,(b) employer's liability and workers' compensation in respect of the

Staff and as well as sickness, accident, or death affecting the Staff or their Eligible Dependents, including the cost of repatriation on health grounds,

(c) such other liability as required by the laws in force in the Recipient Country.

The costs of such insurances shall be expenses reimbursable by the Client.The Consultant shall, when requested, produce to the Client, evidence of the insurance policies in force.

7.2 Replace the entire text of Clause 7.2 by:


The Consultant shall take out and maintain a full indemnity insurance covering, from the Commencement Date until the Completion Date, against(a) loss or damage to the property of the Client and the Recipient

made available by or paid for by the Client or the Recipient or funded by Danida for use by the Consultant,

(b) liabilities arising out of the use of such property,(c) loss or damage to property produced by the Consultant as part of

the Services.The expenses of such insurances shall be reimbursable by the Client.The Consultant shall, when requested, produce to the Client, evidence of the insurance policies in force.


APPENDIX 1 - SCOPE OF SERVICES(Appendix 1 comprises initially the original Terms of Reference. Later the Terms of Reference are supplemented by the Tenderer's Technical Schedules as Appendix 1.1) Zambezi Watercourse Commission - ZAMCOM Secretariat (ZAMSEC) Zambezi Water Resources Information System (ZAMWIS) Terms of Reference for Enhancement 2: Spatial Database and Platform 1 Introduction & Objectives

The Objective of this assignment is to engage the services of a Consultant to assist the Zambezi Watercourse Commission (ZAMCOM), through its Secretariat (ZAMSEC), to enhance the web-based spatial database and platform for the Zambezi River Basin within the structure of the Zambezi Water Resources Information Management System (ZAMWIS). The assignment is part of a larger effort to strengthen ZAMWIS, which is managed by ZAMSEC with the strategic guidance from a Hydrological Working Group, the ZAMTEC Sub-Committee on Hydrology (ZAMSCOH), consisting of representatives from the Zambezi River Riparian States. From 1 January 2014 the permanent ZAMSEC is being hosted by the Government of Zimbabwe with its offices based in Harare.

The overall objective of the assignment is to enhance the existing ZAMWIS platform to create an interactive, web-based information portal for the ZAMCOM based on updated spatial data, digital surveys, earth observation information and other related information, to ensure ZAMWIS is well positioned to support the decision making and planning processes in the Zambezi River Basin for the benefit of human and economic development.

The specific objectives of the assignment are to:

1) Develop the knowledge base web portal

2) Review the existing ZAMWIS architecture

3) Prepare a prototype interactive, web-based platform

4) Outline an agreed roadmap for updating the architecture

5) Finalize the interactive, web-based platform

6) Populate the interactive, web-based platform

7) Provide Technical Support to the ZAMCOM Secretariat

As the permanent ZAMSEC was established only as of 1 January 2014, the recruitment process of the permanent Executive Secretary has been delayed


and will now likely be in place only in April 2014. Other (few) ZAMSEC technical and support staff will be recruited soon including those required to support the implementation of this consultancy. The consultants should therefore understand that although every effort will be made by the ZAMSEC to support the execution of this consultancy, a high level of independence may be required especially in the early months.

2 Background2.1 The Zambezi River Basin

The Zambezi River Basin (ZRB) is one of the most diverse and valuable natural resources in Africa. Its waters are critical to sustainable economic growth and poverty reduction in the region. In addition to meeting the basic needs of more than 40 million people and sustaining a rich and diverse natural environment, the river plays a central role in the economies of the eight riparian countries - Angola, Botswana, Malawi, Mozambique, Namibia, Tanzania, Zambia, and Zimbabwe. It provides important environmental goods and services to the region, and is essential to regional food security and hydropower production. Characterized by strong climatic variability, the River and its tributaries are subject to strong seasonal variations in the hydrological regime, with a cycle of floods and droughts that have devastating effects on the people and economies of the region, especially the poorest members of the population.

The ZRB has been the subject of a long history of sustained efforts to foster cooperative development. While there has been little investment in the ZRB over the last 30 years, sustained economic growth of above 6% in many of the Riparian States is providing new opportunities and increasing development pressure on the resources of the basin. More than US$16 billion worth of investments have been identified at the pre-feasibility or feasibility stage of preparation and the combined GDP among the ZRB Riparian States is estimated at over US$100 billion. Despite this increasing prosperity, poverty is persistent across the basin and coefficients of inequality for some of the Riparian States are among some of the highest in the world. Reflecting the dual nature of the regional economy, new investments in large infrastructure co-exist alongside a parallel, subsistence economy that is reliant upon environmental services provided by the river.

The benefits of cooperation around development of the shared waters of the Zambezi River basin have been well documented2. The potential social, 2The Zambezi River Basin: A Multi-Sector Investment Opportunities Analysis, Vol.1, Summary Report, The World Bank Africa Region, Water Resources Management, June 2010.


economic and environmental outcomes envisaged over the next 10 to 15 years under the IWRM Strategy for the Zambezi River basin include:

(i) Poverty reduced throughout the basin as a result of expanded development, improved coordinated and sustainable water resources management;

(ii) Energy security through hydropower investments (US$10.7b) resulting in an additional 35,300 GWh/yr firm energy and an additional 60,000 GWh/yr average energy from the basin;

(ii) Agricultural production increased, enhancing regional food security through an additional 343,000ha increasing irrigation to 775,000 ha/yr (85% in the mid-Zambezi);

(iv) Increased employment, particularly in the Agricultural Sector, with over 500,000 jobs created;

(v) Economic resilience increased and growth benefits sustained through reduced exposure to floods (>$US1b avoided losses on average per year) and adaptive measures to climate change;

(vi) Regional transport costs and travel times reduced through bridge investments and navigation;

(vii) Water supplies secured for urban and industrial demands (>1,000M m3/yr in the mid-Zambezi);

(viii)Environmental restoration of the lower Zambezi and improved fisheries production through systematic introduction of basin wide environmental flows;

(ix) Tourism and Mining contributions to GDP increased through integrated, sustainable development; and,

(x) Fisheries production enhanced through improved management of water resources.

2.2 Zambezi Watercourse Commission Essence

The evolution of international cooperation in the ZRB has taken place over more than three decades, building on the earlier foundations established during the political Federation and development of the Kariba Dam hydropower complex. Negotiations towards the ZAMCOM Agreement date back to the late 1980s, although these were suspended in the early 1990s to allow for discussions on the 1995 SADC Protocol on Shared Watercourses.


The Protocol was revised in 2000 and ratified in 2003 with fresh negotiations on the ZAMCOM Agreement resuming in 2002.

The “Agreement on the Establishment of the Zambezi Watercourse Commission” (the ZAMCOM Agreement) was subsequently signed on July 13, 2004 in Kasane, Botswana, by Ministers responsible for water from the majority of the eight Riparian States. The ZAMCOM Agreement came into force on June 19, 2011 after six of the eight Riparian States completed their ratification processes and deposited their ratification instruments with the SADC. Zambia has, as the seventh country, ratified the ZAMCOM Agreement in 2013. Malawi, who signed on July 13, 2004 have yet to accede to the Agreement.

The principle objective of the ZAMCOM Agreement is “to promote the equitable and reasonable utilization of the water resources of the Zambezi watercourse as well as the efficient management and sustainable development thereof”. The ZAMCOM Agreement confers certain obligations (Article 5: Objectives and Functions of the Commission). Specifically, the Commission has the following functions:

(a) collect, evaluate and disseminate all data and information on the Zambezi Watercourse as may be necessary for the implementation of the ZAMCOM Agreement;

(b) promote, support, coordinate and harmonise the management and development of the water resources of the Zambezi Watercourse;

(c) advise Member States on the planning, management, utilization, development, protection and conservation of the Zambezi Watercourse as well as on the role and position of the public with regard to such activities and the possible impact thereof on social and cultural heritage matters;

(d) advise Member States on measures necessary for the avoidance of disputes and assist in the resolution of conflicts among Member States with regard to the planning, management, utilization, development, protection and conservation of the Zambezi Watercourse;

(e) foster greater awareness among the inhabitants of the Zambezi Watercourse of the equitable and reasonable utilization and the efficient management and sustainable development of the resources of the Zambezi Watercourse;

(f) co-operate with the institutions of SADC as well as other international and national organisations where necessary;


(g) promote and assist in the harmonization of national water policies and legislative measures;

(h) carry out such other functions and responsibilities as the Member States may assign from time to time; and,

(i) promote the application and development of the ZAMCOM Agreement according to its objective and the principles referred to under Article 12.

The ZAMCOM Agreement envisages that Member States shall conduct their management and development plans, projects and programmes relating to the resources of the Zambezi Watercourse in accordance with a Strategic Plan for the Zambezi Watercourse. The Agreement defines the Strategic Plan to mean “a master development plan comprising a general planning tool and process for the identification, categorisation and prioritisation of projects and programmes for the efficient management and sustainable development of the Zambezi Watercourse”.

An IWRM Strategy for the Zambezi River Basin (ZAMSTRAT) was prepared under the Zambezi Action Plan (ZACPLAN) Project Number 6 Phase 2 (ZACPRO 6.2). The ZAMSTRAT provides a strategy for how the objectives of the ZAMCOM Agreement will be achieved and is complemented by the Plan for the Operationalisation of the Zambezi Watercourse Commission (2008). The ZAMSTRAT comprises a listing of key visions, activities and projects which are prioritized in terms of short, medium and long-term implementation timing over a 10 to 15 year period.

After more than 30 years with little investment in the ZRB, the entry into force of the ZAMCOM Agreement reflects increasing recognition of the need among the Riparian States to find cooperative solutions to the challenges of development within the basin. With an excess of US$20 billion in investments under development across the basin, an agreed Strategic Plan to facilitate the equitable and reasonable utilization of water resources in the Zambezi River Basin through the identification, categorization and prioritization of projects is now essential.

Development of the Strategic Plan for the Zambezi Watercourse is among the functions of the ZAMCOM Technical Committee (ZAMTEC - Article 10). The Strategic Plan is to be prepared by the Secretariat for submission to the ZAMTEC for its consideration and recommendation to the Council. The Council is ultimately responsible for approving the development and overseeing the implementation of the Strategic Plan for the Zambezi Watercourse.


A road map for development of the Strategic Plan is currently under preparation. A number of foundation studies are either under implementation or preparation. These build on the Zambezi River Basin Multi-Sector Investment Opportunities Analysis (2010), the Dam Synchronization Study (2011) and include the development of a basin wide hydrological model, an update of the Environmental Outlook, a basin wide climate change assessment and scenario planning, along with enhancement of the Zambezi Water Resources Information System (ZAMWIS). The vision for the Strategic Plan provides the overall guiding framework for development of supporting measures in the Zambezi River Basin.

3 Project Description3.1 Zambezi Water Information System - ZAMWIS

The Zambezi Water Resources Information System (ZAMWIS) was developed as part of SADC’s Zambezi Action Plan (ZACPLAN) Project number 6 Phase 2 (ZACPRO 6.2) in 2008. It was designed as a Geographical Information System (GIS) enabled database that contains a repository of digitally available reports, policies, GIS datasets, static/interactive GIS maps and summary statistics. It also includes time series data for selected hydro-meteorological stations in the basin, which are catalogued by country and sub-sector required for a range of water resources applications.

The ZAMWIS is expected to have an essential role in providing the overarching information system for the Zambezi River Basin required to support the ZAMCOM in fulfilling obligations conferred under the ZAMCOM Agreement.

The architecture and vision of ZAMWIS is described in detail as part of the 2008 IWRM Strategy for the Zambezi River Basin. It was originally placed on centralized servers linked to a local area network in the Zambezi River Authority (ZRA) based in Lusaka, Zambia but has not been updated since 2008 when it was put in place. The dedicated chapter on ZAMWIS outlines its purpose, future potential and instruction for users, with the functional architecture originally developed to include three levels:

i. Data and Information Repository, including the acquisition and dissemination of information and thematic GIS maps of the basin.

ii. HydroMet Database, including river flow/stage data and climate data (precipitation, evaporation, temperature etc.).


iii. Decision Support Systems, including a repository of archival data, decisions support systems and modelling software, along with prototype development of a library of supporting models.

Hydro-met data is compiled and stored in a database using a Microsoft SQL Server and its architecture resembles the ARCHYDRO data model for catchment studies. The server is connected with a web-interface aimed at facilitating uploading and exporting data among verified users among the riparians. The data was stored in formats suitable for application in models used to support decision making and reporting. Data validation was primarily the responsibility of the riparian countries. The data sets included time series data and spatial data. Rather than a fully developed decision support system (DSS), a “decision support framework‟ was created in 2008 for ZAMWIS. This framework outlined how potential decision support systems could be developed. A water balance study (e.g. the Rapid Assessment) was prototyped along with public domain models (e.g. WEAP) - demonstrating the possible wider DSS application.

With the establishment of ZAMCOM, the database and servers were relocated to the Interim Secretariat in Gaborone, Botswana. Whilst the framework of ZAMWIS has been incorporated into the new website of the Commission, the physical relocation of the office and assets is taking place in early 2014 to the designated permanent Headquarters offices in Harare, Zimbabwe.

3.2 Assignment description

In March 2013, the ZAMCOM Technical Committee (ZAMTEC) endorsed a renewed effort to upgrade ZAMWIS managed by the Interim Secretariat under the provisions of the ratified ZAMCOM Agreement. It was also agreed that the recently established ZAMTEC Sub-Committee on Hydrology (ZAMSCOH) will provide technical guidance to the development of an enhanced ZAMWIS.

The ZAMWIS system is envisaged as being comprised of three primary components, supported in part through this assignment. These include:

Knowledge Portal comprising documents, policies, historical records, reports etc.

Spatial Portal comprising GIS spatial data, digital surveys, earth observation information, and interactive, web-based modelling tools.

HydroMet and Decision Support Systems comprising the data, standards, information and models required to support scenario planning, forecasting and decision making in the basin.


The solutions provided through this assignment have to be cognizant of the human, financial and technical resources needed to ensure that ZAMWIS becomes both an effective and sustained system for its intended benefits. In particular, the assignment must incorporate the findings and recommendations from research done on ZAMWIS. A prerequisite for the assignment is to gather and integrate existing data sets and information related to the basin - including data from riparian governments, research institutions and development partners (e.g. the Zambezi Dam Synchronisation and Flood Forecasting Study and the Multi-Sector Investment Opportunities Analysis). The ICT solutions for upgrading and enhancing the functionality of the ZAMWIS have to be fully compatible with upgraded GIS and webpage interfaces and allow for integration of other modules, including the archival data and hydro-met database and decision support tools/system being developed under separate assignments. In order to ensure that an upgraded ZAMWIS fulfils its promised benefits, the assignment should provide solutions that are tailored to users of the ZAMWIS and economically sustainable.

This assignment is focused only on the Spatial Resources component (2). A separate assignment will address the Knowledge component (1) and the HydroMet data and Decision Support Systems Component (3).

The ZAMWIS has not been updated since 2008 when it was first put in place and the web interface requires upgrading and modernizing to enhance attractiveness and accessibility. There are a large number of datasets, static maps and information that are out of date. Information needs to be categorized according to different privacy levels as some materials are sensitive and need to be restricted accordingly. However, the principle of transparency needs to be incorporated to promote access to information which is not restricted. Therefore, a categorized access procedure needs to be promoted as envisioned by the ZAMSCOH.

4 Scope of Work4.1 The scope of work for the assignment will include the phases mentioned below. Throughout the assignment the consultant will endeavour to develop and implement approaches and solutions which are cost-effective enabling long-term financial and technical sustainability by the riparian member States themselves. Also, the Consultant should note the following:

The current Technical Architecture is described in the terms of reference and the ZAMWIS Manual (provided as a background document). Further clarification will be carried out as required by the Consultant as part of the


scope of work in the preparation of a working paper describing the current status of the ZAMWIS.

There is no preferred technology for the enhancement of ZAMWIS. The preferred technology will be assessed through consultation and agreement with the member states during the consultancy.

All available information on existing formats is presented in these terms of reference and the ZAMWIS Manual (provided as a background document).

Concerning data migration: After the working paper, the consultant should be able to recommend any way possible for the development of the prototype platform and finalization of the enhanced ZAMWIS. If there is a recommendation on data migration and it is accepted by the client, it will be implemented.

Phase 1: Development of the knowledge portal

1.1 Review of ZAMWIS Knowledge Web Portal

This includes the preparation of a working paper describing the current status and indicating what improvements need to be made on the portal and reviewing the effectiveness of the web interface. This will be discussed and approved by ZAMCOM.

1.2 Update Web Portal

The web-based interface to the Knowledge Portal will be redesigned to modern web design formats and presentation standards.

1.3 Publicizing of portal and dissemination

The consultant will advise and support the ZAMCOM on publicizing the updated portal.

Phase 2: Conceptualization of the Interactive Web Platform

2.1 Review of ZAMWIS

The Consultant will prepare a working paper describing the current status, outlining improvements that need to be made, as well as tabulating existing resources etc., available on the current ZAMWIS platform. The report will review the effectiveness of the existing web interface and outline a roadmap for development of the prototype platform, finalization of the enhanced ZAMWIS.

The report will include a list of potential public domain data that will be collected and incorporated into the interactive map platform, along with identification of sourced data that ZAMCOM could procure to enhance


the underlying functionality of the ZAMWIS (i.e. high resolution topographic data sources, satellite images, earth observation etc.). This will be tabulated in a working paper to be discussed with and approved by the ZAMCOM. Existing sources of data will include but not be restricted to the documents identified in existing studies, including the Environmental Outlook, the Zambezi MSIOA, the Dam Synchronisation Study, the ADAPTS program etc. The report will further outline the level of technical support and required resources for development and maintenance for the system. This will be discussed and approved by the.

2.2 Preparation (or updating) of Web Policy

In consultation with the, the Consultant will prepare a Policy relating to the Spatial Portal. In order to provide guidance for these activities and to ensure consistency which will enhance the long-term development of the Spatial Portal, it is necessary to develop a brief Data Policy relating to the Spatial Portal. This will include standardization of formats and protocols, referencing methodology, categorizing of materials by subject matter and security rating, download and upload policies, and an intellectual property / copyright policy.

Where similar policies already exist, these will be reviewed and adapted as appropriate. The Policy for the Spatial Portal will include:-

a. Standardizing database formats and protocols;

b. Standardizing formats and quality requirements for data;

c. Identifying and adopting a suitable standard referencing methodology;

d. Selection criteria against which the suitability of data to be included in the database will be assessed;

e. The identification and categorizing of data by subject matter and security rating;

f. A policy to clarify how data are downloaded and uploaded by users; and,

g. An intellectual property / copyright policy.

2.3 Prototype and Roadmap for the Interactive, Web-Based Platform

Based on the existing data the Consultant will prepare a prototype of the web-based interface. This will include the functionality envisaged in the final platform, including interactive map manipulation using various


spatial data, accessing and uploading of data from external sites, downloading and development of data to create value added information.

The platform should be able to easily integrate the archives and information collated as part of the knowledge portal and integrate plug-ins related to the hydro-met database and decision support systems. This should extend to enable integration of other applications, such as earth observation tools like the European Space Agency “Water Observation and Information System”.

Phase 3: Development of the Interactive Web Platform

3.1 Development of the Interactive, Web-based Platform

Following endorsement of the conceptual prototype by the ZAMCOM, the Consultant shall finalize the platform and populate with identified available data. This should include provisions to allow for controlled remote access by identified focal points among each of the Riparian States and other stakeholders approved by ZAMCOM.

3.2 Policy and User Manual Workshop

The Consultant shall conclude the assignment by finalizing the Policy document, collating technical information into an easy to access User Manual and work-shopping these with representatives from the Riparian States and interested stakeholders. The workshop will include a specific consideration of the application of the Spatial Portal in supporting preparation and monitoring implementation of the Strategic Plan.

3.3 Technical Support to the ZAMCOM Secretariat

The Consultant shall include provisions for both on-site and off-site technical support for a period of one year. This will include provisions for on-site, in person, along with off-site telephonic and email communications.

ZAMCOM will support the Consultant in liaising and coordinating with ZAMCOM officials, national counterparts in the Riparian States, cooperating partners, and any other information sources in the process of sourcing and gathering data.

5 Consultations and ReportingThe Consulting Firm will administratively report to a Danish Embassy in the region, at present the Embassy in Lusaka but by mid-2014 the administrative responsibility is expected to be handed over to the Danish Embassy in


Maputo. Technically and on a day to day basis the consultant will report to the ZAMCOM Secretariat.

Regular guidance through consultations with the key stakeholders will also be provided during the consultancy through meetings at times and places to be mutually agreed with the consultant. An initial “kick-off meeting” for the consultancy is proposed to be organised by the ZAMSEC in Harare as soon as possible after signing the contract. In addition to the consultants, participants in this meeting will include representatives of the member states (through ZAMSCOH and possibly members of ZAMTEC), representatives of the European Space Agency (who have expressed interest in collaborating through the TIGER-Net project), members of the ZAMSEC and International Cooperating Partners (ICPs) interested in supporting the work of the ZAMCOM.

6 Team Qualifications and Experience6.1 Team composition and qualifications

The Consulting team should be led by a Water Resource Expert and the team members should have the following qualifications and experience:

Water resources expert, team leaderGeneral qualificationsMaster’s degree in hydrology or hydrogeology

10 years of general working experience

Adequacy for the assignmentSubstantial experience in integrated water resources management (IWRM)

Substantial knowledge of different database systems applied to (IWRM)

Substantial experience as team leader for multidisciplinary teams

Experience in the Region and languageExperience from sub-Saharan Africa preferably from the Zambezi Basin or SADC region.

Fluency in written and spoken English.

GIS specialistGeneral qualificationsMaster’s degree in engineering, IT or other relevant subject



Adequacy for the assignmentExperience with spatial data management (from data gathering/coding, archiving and analysis);

Substantial experience with different database systems

Substantial experience with creating and using Geographical Information Systems in industrialised as well as in developing countries

Experience in capacity building and training

Experience in the Region and languageExperience from sub-Saharan Africa preferably from the Zambezi Basin or SADC region


System specialist/programmerGeneral qualificationsMaster’s degree in engineering, IT or other relevant subject


Adequacy for the assignmentSubstantial experience with systems planning and documentation

Substantial experience with detailed programming

Substantial knowledge of different database systems

Experience in the Region and languageExperience from sub-Saharan Africa


For all members of the consultants’ team working knowledge of Portuguese would be an advantage.

6.2 Due Diligence

The Consultant shall perform the services in accordance with the terms of reference and carry out their services with due diligence, efficiency and economy in accordance with generally accepted techniques, practices, professionalism and consulting standards recognized by international bodies.


In respect of any matter relating to the services the Consultant shall always act as a faithful adviser to the employer and shall at all times support and safeguard the beneficiary’s legitimate interest.

6.3. Consultant’s Home Office Responsibilities

The Consultant’s home office shall provide the following, to be covered by the Consultants overheads:

• General home office administration and professional back-up. • Quality assurance (QA) of the consultancy services in accordance with the

quality assurance system, as described in the Tender. Special emphasis shall be given to quality assurance of draft reports prior to the submission of such reports.

• Implementation of the business integrity management plan, as described in the Tender.

The Tenders shall comprise a detailed description of the proposed QA, in order to document that the Tenderer has fully internalized how to implement the QA and in order to enable a subsequent verification that the QA has actually been carried out as agreed.

The Tenderer should select a QA Team, envisaged to consist of minimum two persons, to be responsible for Head Office QA. The members of the QA should not be directly involved in the work. Their CV should be included in the Tender. The QA team should have competence and professional experience similar to that of the Team.

One Quality Assurance audit on site shall be carried out by the two members of the QA Team. The timing of the audit shall be agreed between the parties during the first six months of the assignment. Terms of Reference shall be prepared before the QA audit for approval. At the end of the QA audit, a brief report with recommendations and suggestions for possible modifications necessary for achieving the component outputs shall be prepared. A draft of this report shall be discussed during a debriefing meeting before departure of the QA team.

All QA activities shall be properly documented and reported.


7 Financial ProposalThe Consultant’s financial proposal shall include all cost for fee and Staff related expenses as well as project related expenses in accordance with Appendix 3.

The fee proposal shall respect the numbers of man months and man days given in the table below. However, the final distribution of time between long term and short term will be subject to discussion during execution of the work.

Long term, field

Short term, field

Short term, home office

Personnel man months man days man daysYear 1Water resources expert, team leader 8 33 22

GIS specialist 6 44 11System specialist/programmer 6 44 55

Year 2Water resources expert, team leader 22

GIS specialist 22System specialist/programmer 22QA Team member 1 10*)QA Team member 2 10*)

*) Quote salaries only i. e. without overhead.

Note: For working periods longer than 6 months a monthly rate shall be applied, for periods less than 6 months a daily rate shall be applied.

The financial proposal shall under “Other project related expenses” contain provision for travel and subsistence allowance in connection with the on-site audit.

A provisional sum of DKK 50,000 for workshops and study tours shall be included - workshops and study tours will be held only after mutual agreement between ZAMSEC and the consultant.

Each of the three experts shall bring a portable computer with software necessary for carrying out his/her work.


8. Background Documents Agreement on the establishment of the Zambezi Water Course Commission

(13.07.2004)

Integrated Water Resources Management Strategy and Implementation Plan for the Zambezi River Basin (April 2008)

Zambezi Water Information System Manual

www.zambezicommission.org

www.sadc.int/


APPENDIX 2 – PERSONNEL, EQUIPMENT, FACILITIES AND SERVICES OF OTHERS

(i) Provided by the Client:The Client shall make available or arrange to make available the following Staff, equipment, facilities and services to the Consultant free of charge.These shall be made available to the Consultant at such time or times as stated in the Consultant's work plan or otherwise as will be consistent with the Services to be carried out by the Consultant and so as not to hinder or disturb the planned activities of the Consultant.

(a) Personnel Not Applicable

(b) EquipmentNot Applicable

(c) FacilitiesNot Applicable

(d) ServicesNot Applicable

(ii) Provided by the Recipient:The Recipient shall make available or arrange to make available the following Staff, equipment, facilities and services to the Consultant free of charge.These shall be made available to the Consultant at such time or times as stated in the Consultant's work plan or otherwise as will be consistent with the Services to be carried out by the Consultant and so as not to hinder or disturb the planned activities of the Consultant.

(a) Personnel Not Applicable

(b) EquipmentOffice equipment;

Office running cost and consumables;

Telephone and internet connection (1Mbps) and running costs related hereto;

(c) FacilitiesOffice space in Harare;


(d) ServicesNot Applicable


APPENDIX 3 - REMUNERATION AND PAYMENTAppendix 3 comprises3.1 - Schedule of Prices (to be completed by the Tenderer)3.2 - Terms of Remuneration3.3 - Terms of Payment


3.1 - SCHEDULE OF PRICES(To be completed by the Tenderer)

The Schedule of Prices comprises this summary page and the Forms (i) Breakdown of Fees(ii) Breakdown of Project related expenses The payment to the Consultant by the Client comprises fees and reimbursement of expenses within the ceiling amounts and sub-ceiling amounts as specified below and detailed in the Breakdown of Fees and Breakdown of Reimbursable Expenses, all subject to Appendix 3.2 - Terms of Remuneration.

The Ceiling Amounts are the sums of the prices for each phase.

(all prices are quoted in Danish Kroner).

Ceiling amount Total

Fees

Project related expenses

Contract price

Contract Price: (insert the total ceiling amount in words as e.g. DKK three million three hundred and fifty seven thousand and sixty three.)

All amounts in the agreement are in Danish kroner (DKK) including all taxes, charges, and VAT. Fluctuations in foreign prices and exchange rates are of no concern to the Client and will therefore not result in any adjustment of the agreed total budget in Danish kroner.

(The following Forms shall as applicable be filled in with

- The description, number of units, rate/price per unit converted to DKK for each budget line (add extra budget lines as applicable),

- The computed amount for each budget line,

- The sub-ceiling amounts, and

- The transfer of the ceiling prices to this page, calculation of the Price for each Phase and calculation of the Total Price as the sum of the Prices for each Phase.)


Schedule of prices – Breakdown of Fees

Code

A.1

Position

Long Term Key Personnel

Name Unit:

Months

Number of

units

Rate DKK Amount DKK

Amount DKK

A.1.1

A.1.2

A.1.3

A.1.4

A.1 Sub-ceiling amount

A.2 Short Term Key Personnel

Days

A.2.1

A.2.2

A.2.3

A.2.4

A.2.5

A.2.6

A.2 Sub-ceiling amount

A Total Fees


Schedule of prices – Breakdown of Project related Expenses

Code

B.1

Description

International travel

Unit Number of units

Unit Price Amount DKK Amount DKK

B.1.1

B.1.2

B.1.3

B.1.4

B.1.5

B.1 Sub-ceiling amount

B.2 Local travel

B.2.1

B.2.2

B.2.3

B.2.4

B.2.5

B.2.6



Schedule of prices – Breakdown of Project related Expenses

Code

B.3

Description

Subsistence allowance

Unit

Day

Number of

units

Unit Price Amount DKK Amount DKK

B.3.1

B.3.2

B.3.3

B.3.4


B.4 Other project related expenses

B.4.1

B.4.2

B.4.3

B.4.4

B.4.5


B Total project related expenses

A + B


3.2 - TERMS OF REMUNERATION

1. Total Price, Ceiling Amounts and Sub-ceiling Amounts

1.1 The remuneration for the Services comprises fees and reimbursable expenses as detailed in the Schedule of Prices and within the limits of the ceiling amounts and sub-ceiling amounts specified. The ceiling amounts are sub-divided into sub-ceiling amounts as follows:

All amounts shall be in DKK.

A Fees Ceiling Amount

A.1 Long term Key Personnel Sub-ceiling Amount

A.2. Short term Key Personnel Sub-ceiling Amount

B Project-related Expense Ceiling Amount

B.1 International travel Sub-Ceiling Amount

B.2 Local travel Sub-ceiling Amount

B.3 Subsistence allowance Sub-ceiling Amount

B.4 Other project related expenses Sub-ceiling Amount

1.2 The Schedule of Prices forms the total budget for payment of fees and reimbursable expenses under the Agreement.

Time worked by Key Personnel or expenses incurred other than those specified in the Schedule of Prices or where amounts are not entered in the Schedule of Prices shall not be remunerated by the Client, but shall be deemed covered by the Consultant's Overhead (see definition below).

The Client shall make no remuneration whatsoever for fees and/or reimbursable expenses in excess of the Ceiling Amounts and Sub-ceiling Amounts.

Reallocation of amounts between ceiling amounts shall not be accepted, but reallocation of amounts between and within Sub-ceiling Amounts may take place subject to the following limitations

- Reallocation of amounts between Sub-ceiling Amounts of fees or within Sub-ceiling Amounts of fees requires the written prior acceptance of the Client;


- reallocation of amounts between Sub-ceiling Amounts Reimbursable expenses may take place, provided that no original Sub-ceiling Amount is exceeded by more than 20%, and that the Client is informed in writing prior to expenditure.


2. Fees

2.1 Fees shall be determined on the basis of time actually worked on execution of the Services by the Staff as listed by position and name and at the rates specified in the Schedule of Prices.

Fees shall only be paid for time worked from the Commencement Date.

The fee rates shall be daily fee rates for Key Personnel on short-term assignment and monthly fee rates for Key Personnel on long-term assignment.Weekends are not considered work days unless requested by the Client/Client’s representative. All travel days are considered working days.

Where the weekly working hours for work in the Recipient Country are determined by the Recipient, such working hours shall be followed by Personnel on long-term assignment. The fee rates shall be fixed for the period of the Agreement.

All fee rates must cover:

- The remuneration actually paid per month to Key Personnel on long-term assignments, and per working day to Key Personnel on short-term assignments.

- Administrative costs of employing the Key Personnel, such as relocation and repatriation expenses (excluding flights to and from the beneficiary country upon mobilization and demobilization), expatriation allowances, leave, medical insurance and other benefits accorded to the Key Personnel.

- Accommodation for Key Personnel on long term assignments (accommodation for Key Personnel on short term assignments is covered by the Subsistence allowancwe / per diem). See also 3.4.

- The margin covering the Consultant’s overheads, profit and backstopping facilities such as (i) general administration and administration related to the Services (management, Key personnel, secretarial services, book keeping and auditing, IT administration, engineering backup, other support, etc.), (ii) internal quality management and assurance, (iii) marketing (promotion, tendering, negotiations etc.), (iv) HRD and business development.


2.2 "Key Personnel" means any professional Staff as defined in Particular Conditions Part B Clause 1.1.18.

"Long-term assignment" means full-time assignment to the duty station for the execution of the Services for an uninterrupted period of 6 months or more. If long-term assignment is followed by subsequent assignments for periods of less than 6 months, the latter shall be considered short-term assignments.

"Short-term assignment" means assignment to the duty station for the execution of the Services for a period of less than 6 months.

For Key personnel on long-term assignment in the Recipient Country the annual leave entitlement must not exceed 42 calendar days.

3. Project-related Expenses3.1 The Client shall, subject to the conditions and principles set out in these

terms, reimburse the Consultant's expenses as specified in the Schedule of Prices and actually and reasonable incurred by the Consultant in the execution of the Services.

Reimbursement of expenses shall only take place against documentation from a third party.

Only expenses listed by the types and amount in the Schedule of Prices, and defined as follows shall be reimbursed.

3.2 International Travel

Outward travel on commencement of assignment between the permanent residence and the base of operation and return travel on completion of the assignment shall be reimbursed for all Key Personnel. Journeys from the airport or public transport station closest to the place of permanent residence of the Key Personnel to the final place of assignment are regarded as international travel. The sections of the journey before and after the international journey, including that between the town of arrival and its airport are covered by the per diem.

All travels to be reimbursed shall be made by the most appropriate means of transport and the most direct, practicable route, and shall be on what corresponds to economy class using existing discount schemes.

3.3 Local travel


Travel costs for mission to be undertaken by Key Personnel as part of the assignment away from the base of operation in the beneficiary country. Such travel expenses may comprise:

- Travels by air/ground by the most appropriate means of transport and the most direct, practicable route, and shall be on what corresponds to economy class using existing discount schemes.

3.4 Subsistence allowance

Subsistence allowance paid on a per diem basis to Key Personnel on long-term assignments on missions requiring an overnight stay away from the base of operations in the beneficiary country, and to Key Personnel on short-term assignments away from their permanent place of residence.

Per diems cover accommodation, meals, local travel within the place of mission (intra-city travel) and sundry expenses not exceeding the per diem rate published on the EC web site.

3.5 Other project related expenses

Other expenses only as specified in Appendix 1, Scope of Services.

http://ec.europa.eu/europeaid/work/procedures/implementation/per_diems/index_en.htm


3.3 - TERMS OF PAYMENT

1. GeneralPayments shall be made as advance payment, quarterly progress payments, and final payment all subject to these terms.

Reimbursable expenses incurred in other currencies than Danish Kroner shall be converted into Danish Kroner at the exchange rate(s) published by an official source in the country of the Consultant, on the date 30 days prior to the date of the issue of the Consultant's invoice to the Client or the exchange rate published on the date of entry in the books.

2. Advance paymentPending an Advance Payment Security draw up by a bank of repute3 (the attached Form of Advance Payment Security must be used), advance payment of a maximum of 30% of the contract amount shall be paid by the Client to the Consultant. The advance payment shall be repaid by way of reduction in the quarterly progress payments with 30% until the advance payments have been recovered in full.

The guarantee for advance payment will be released by the Client no later than 30 days after payment of the Final Payment at the request of the Consultant. The Client may decide to renounce on the requirement of the Consultant to provide an Advance Payment Security.

3. Quarterly progress payments3.1 Quarterly Invoices

As soon as practicable and not later than 30 days after the end of each calendar quarter during the period of the Services, the Consultant shall submit to the Client in one copy and the Client’s Representative (cf. Particular Conditions A, clause 2.7.) in one copy, an invoice for the fees for the Services rendered and the reimbursable expenses actually incurred by the Consultant during the preceding quarter.

Invoices shall bear the Client’s reference, be numbered sequentially and dated, and submitted in accordance with instructions of the Client.

Such quarterly invoices shall be itemized and sub-totaled by using the headings and posts of the Schedule of Prices and shall be established in a form acceptable to the Client, with a specification of fees and reimbursable expenses for the period in question.

3 A bank of repute shall mean a bank whose current credit rating corresponds to level A (A- to AAA/Aaa) at Standard & Poor's or Moody's rating of long-term debt.


Claims in respect of fees shall specify the name, position, fee rate and days, dates or periods worked for each person.

The Client reserves the right to require, at any time, the Consultant to submit receipts, invoices, vouchers, and any other appropriate material supporting and giving evidence of the expenses incurred by the Consultant.

If the remuneration due to the Consultant is reduced, the Consultant shall submit a credit note to the Client in a form acceptable to the Client, which amount shall be deducted from the next quarterly progress invoice.

3.2 Fourth quarter invoicesThe invoice of the fourth quarter of the calendar year shall meet the requirements in Clause 3.1 and shall further be accompanied by the following:

(i) An annual audited statement of accounts for the calendar year audited by the Consultant's external chartered or registered auditor showing:

(a) The total sum of the invoices issued in the calendar year.

(b) The accumulated amounts of invoices issued from the Commencement Date.

(c) The adjusted Ceiling Amounts, if applicable, with specification of the adjustments.

(d) The amounts available for the remaining period of the Agreement.

This audited statement of accounts shall be itemized in the same way as the Schedule of Prices and shall be in a form acceptable to the Client.

(ii) The external auditor’s opinion on the annual audited statement of accounts.

The Client may withhold part of a quarterly invoice from payment where the amounts invoiced by the Consultant do not correspond to the work performed or where the Consultant has failed, upon request of the Client, to submit satisfactory supporting documents for such part of the invoice.

Should any discrepancy be found to exist between the actual payment made and the fees and expenses incurred by the Consultant during any invoice period, the Client may correct the difference in any subsequent progress payment.


4. Final paymentAs soon as practicable, and not later than 90 days after the completion of the Services, the Consultant shall submit to the Client and the Client’s representative (cf. Particular Conditions A, clause 2.7.) a final invoice for the fees for Services rendered and the reimbursable expenses actually incurred by the Consultant.

The final invoice shall bear the Agreement reference, shall be dated and shall be submitted in a form acceptable to the Client. The final invoice shall be clearly marked as being the final invoice.

The final invoice shall be accompanied by a final statement of accounts prepared by the Consultant and audited by the Consultant's chartered or registered auditor showing:

(i) The total sum of the invoices issued in the calendar year of completion of the Services.

(ii) The accumulated amounts of invoices issued from the Commencement Date.

(iii) The adjusted Ceiling Amounts, if applicable, with a specification of the adjustments.

This audited statement shall be itemized in the same way as the Schedule of Prices and shall be in a form acceptable to the Client.

The final invoice shall also be accompanied by the auditor's opinion on the final audited statement of accounts.

If the final audited statement shows that the Client has made advance payments or quarterly progress payments in excess of the amount actually payable under the Agreement, the Consultant shall reimburse the Client the excess amount within 30 days of the audited statement showing such excess payment.

5. The Client's right to repaymentInvoices presented to the Client will normally be paid without having been examined by the relevant office in charge of the administration of the contractual stipulations with respect to terms and conditions of payment. Payment of specific invoices therefore implies no acknowledgement of the correctness of the amounts stated in the invoices, nor is payment any indication of acceptance of any obligation to pay, or that the conditions for payment have been fulfilled.


The Consultant waives any right to claim that payment of invoices limits its obligation to reimburse any payment made to him to which he was not entitled save as permitted by law as mentioned herein.


APPENDIX 4 - FORM OF ADVANCE PAYMENT SECURITY

(Bank or Insurance Company Guarantee)

To: Ministry of Foreign Affairs

Danida Business Contracts

Asiatisk Plads 2

DK-1448 Copenhagen K

Denmark

Subject: (Name of assignment, name of Program/Component/Project)

Contract Agreement: (Agreement number and reference number)

We, (name of Guarantor) whose registered office is at (address of Guarantor) have been informed that:

1. (Name and address of the Consultant) (hereinafter called the "Consultant") has entered into an Agreement dated (Date) with the (name of Client) (hereinafter called the "Client") for the execution and completion of certain services, namely (Brief description of services) (hereinafter called the "Services").

2. It has been stipulated in the Agreement that the Consultant shall be paid by the Client advance payments for Fees and Reimbursable Expenses for the amounts stated in the Agreement (hereinafter called the "Advance Payments"), subject to the provision by the Consultant of an Advance Payments Security in the form of a Guarantee by a recognised bank or insurance company.

At the request of the Consultant, we hereby issue our unconditional and irrevocable Guarantee in favour of the Client, for an amount of (Amount in words and figures) Danish Kroner, as security for the obligation of the Consultant to refund Advance Payments to the Client, and we hereby undertake to pay the Client, upon receipt of its first written demand, without the Client having to substantiate its demand or to prove or to show grounds or


reasons therefore, provided that this demand shall be supported by a written statement indicating (i) that the balance outstanding of the Advance Payments has become due and payable by the Consultant to the Client and (ii) the reason for the said balance becoming due by anticipation.

We hereby waive the necessity of the Client demanding the said amount from the Consultant before presenting us with the demand.

We further agree that no extension of time limits or other modification of the terms of the Agreement or of the Services to be performed thereunder, which may be agreed upon between the Client and the Consultant, shall in any way release us from any liability under this Guarantee.

This Guarantee shall be reduced in connection with the fourth quarterly invoice by the total of the amounts of the Advance Payments repaid during the past year by the Consultant in accordance with the Agreement, provided that such reduction shall take place upon written request of the Consultant to the Client, and subsequent confirmation to us of the amount of the reduction by the Client.

This Guarantee shall remain valid and in full force and effect from the date of receipt of the Consultant of the Advance Payments until the Client receives full repayment thereof from the Consultant.

This Guarantee shall be governed by the laws of Denmark, with place of venue: Copenhagen.

Upon expiry, please return this document to us.

Dated this ____________________________

THE GUARANTOR ______________________

Signature ____________________________

In the capacity of

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