Invitation to Bid (Refurbishment and reconstruction services for the office space)

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INVITATION TO BID (ITB) No.3_25/11/2019_MD



Date: 29/11/2019

Dear Sir/Madam,

You are kindly requested to submit your bid for services described in this ITB.

Bidders requesting clarification on provisions stipulated in this ITB shall communicate those in writing to not later than 72 hours prior to the deadline for submission of bids. The requests for clarification will have “Request for clarifications for ITB No. 3_25/11/2019_MD mentioned in the subject line of the email. Attached to the ITB are photos and the schematic view of the office space in Chisinau.

All submitted bids must include completed signed and stamped Annexes B and C of this Terms of Reference with “Bid for ITB No. 3_25/11/2019_MD mentioned in the email subject line.

By submitting a bid in response to this information, bidders are confirming acceptance of IDLO’s General Terms and Conditions and payment policy of within 30 days after delivery of service on presentation of complete and correct invoice.

This ITB is comprised of:

Instructions to bidders

Terms of Reference/Technical Specifications                                                               : Annex A

Bid Submission Form                                                                                                   : Annex B

Price Schedule                                                                                                             : Annex C

IDLO Special Conditions of Contract                                                                           : Annex D

IDLO General Terms and Conditions for the Procurement of Services                       : Annex E/ Annex 1

Supplier Code of Conduct                                                                                           : Annex F

Schematic view o the office space subject to refurbishment in Chisinau                    : Annex G

Table with Images of office space in Chisinau                                                             : Annex H


Bids shall be submitted to the following secure e-mail address: no later than 13th of December 2019, 17:00 Chisinau (Moldova) time with “Bid for ITB No. 3_25/11/2019_MD” mentioned in the subject line. Bids shall not exceed 200MB in size.

An onsite visit will be organised for the bidding participants so that the bidders can see the scope and the amount of works expected to be carried.  Visit to take place - 10th of December 2019, 12.00pm, 8 Maria Cebotari str., Chamber of Commerce and Industry building).


Instructions to Bidders:

Pre- Qualification Requirements

Bidders are required to submit the following documents to ascertain their qualification:

1.           Certificate of Business Registration;

3.           Annexes B & C duly filled, signed and stamped;

 Failure to submit the required documentation above may result in disqualification from the bidding process.

Determination of Bids Responsiveness

Prior to the detailed evaluation of bids, IDLO shall determine whether each bid:

a)       has been properly signed;

b)      all required annexes have been completed and attached.

Correction of errors

Bids determined to be substantially responsive shall be checked by the IDLO for any arithmetic errors.  Errors shall be corrected by the IDLO as follows:

a)       where there is a discrepancy between the amounts in figures and in words, the amount in words shall govern; and

b)      where there is a discrepancy between the unit rate and the line item total resulting from multiplying the unit rate by the quantity, the unit rate as quoted shall govern.

c)       the amount stated in the bid shall be adjusted by IDLO in accordance with the above procedure for the correction of errors and shall be considered as binding upon the Bidder.

Award of Contract

IDLO shall award the contract to the Bidder whose offer has been determined to be the lowest evaluated bid and is substantially responsive to the ITB, provided further that the Bidder is determined to be qualified to perform the Contract satisfactorily.

IDLO reserves the right to accept or reject any bid and to annul the solicitation process and reject all bids at any time prior to award of contract, without thereby incurring any liability to the affected Bidder or any obligation to inform the affected Bidder or Bidders of the grounds for the IDLO's decision.

Late Bid Submission

Late bids or bids received through another channel than the one mentioned in this ITB will be automatically rejected.

Partial bids

Bids should respond to full LOTS as outlined below.

Validity of bids

90 days from deadline for submission of bids.

Currency of bids

USD (US dollars)

Required attachments to the bid

The bid will consist of:

-          Annexes B and C duly completed

-          Documents referred to under Qualification Requirements

-          Any other supporting documents that bidder considers relevant

This Invitation to Bid is not construed in any way as an offer and/or commitment to contract with any company.


Annex A: Terms of Reference


The International Development Law Organization (IDLO) is an intergovernmental organization with a joint focus on the rule of law and development. IDLO’s aim is to secure dignified lives by creating a culture of justice.

This ITB is for the solicitation of service providers to provide refurbishment and renovation services for the office spaces owned by the Chamber of Commerce and Industry in Moldova and other counterparts such as the Mediation Centre in Chisinau and outside Chisinau. It is expected to result in Framework Agreement(s) with successful Bidders for the completion of the ToR specified works. The duration of the Framework Agreement will be for the full completion of services. The prices will remain unchanged during the period of contract implementation.

  • IDLO Moldova is seeking bids for the below mentioned Lots/categories of works and services to refurbish the office spaces located in Chisinau.

Construction refurbishment and renovation works for the office space in Chisinau, str.Maria Cebotari 8. with the total size of 108,8 m2. Office Nr.8 (16,4 m2), Nr.7 (16,9m2), Nr.6 (16,6sqm2), Meeting Room (23,8m2), Corridor (32,8m2).                      

  • IDLO Moldova is seeking bids for the below mentioned Lots/categories of works and services.
  • Lot 1: Construction Assembly works.

To include: Dismantling works (masonry walls, plasterboard walls, electrical installation, Armstrong ceiling); Garbage disposal; Mounting of cable tracks at points - sockets + switches+ luminaire and their installation (first cycle + cycle 2 + final cycle); finishing works - gypsum application, paint the walls, plinth mounting, others needed to be specified on an additional page included in the offer.


  • Lot 2: Necessary materials to be utilized.

Plastering mortar MP 75 Cement, finishing material for interior walls, Window profile, glass fibre and bonding adhesive, ‘bonikol’, others needed to be specified on an additional page included in the offer.

  • Lot 3: Additional works Transportation of garbage and other expected

It is expected that all services within the lot can be fully met: total cost to include all the necessary equipment, assembly work, labour, materials, others that will be incurred.











Annex B: Bid Submission Form


Dear Sir/Madam,

Having examined the Invitation to Bid (ITB), the receipt of which is hereby duly acknowledged, we, the undersigned, offer to deliver services in conformity with the said Invitation to Bid as may be ascertained in accordance with the Price Schedule attached herewith and made part of this Bid.

We undertake, if our Bid is accepted, to perform in accordance with the Framework Agreement to be entered into with IDLO for the period of completing the services and works enumerated in the price schedule, per the terms of reference in Annex A.

We understand that you are not bound to accept any Bid you may receive.



Name, Signature & Position:                                     


Duly authorized to sign the bid for and on behalf of:


              Other notes:

  • Kindly note that the services quoted shall correspond to the TORs given in Annex A above.
  • Prices must be inclusive of all applicable taxes.


Annex C – Price Schedule


Please complete price schedule below for LOTS/categories.

The rates and prices include all necessary costs for all labor, materials, tools and utilities, all overhead, profit, taxes and duties, together with all general risks, liabilities, insurance and requirements set out or implied in the Agreement including Annex-A, Terms of References.


Service Provider Name


Service Provider Full Address


Please specify Location



Type of work

Unit Measure




Lot / Category 1: Construction-assembly works


Dismantling works (masonry walls, plasterboard walls, electrical installation, Armstrong ceiling); Garbage disposal



Plastering walls with cement mortar including linear



Mounting of cable tracks at points - sockets + switches

+ luminaire and their installation (first cycle + cycle 2 + final cycle)



Running glag plaster



Finishing works - gypsum application



Finishing work windowsill



Wall finishing works include surface diving.



Paint the walls



Plinth mounting



Total costs



Name of materials

Unit Measure




Lot /Category 2: Necessary materials to utilize


Plastering mortar MP 75 Cement



Finishing material for interior walls






Mesh 160 gr / m2









Window profile



Corner Extra



The paper tape can speak



Pasta super finished



Glass fiber 40 gr / m2



Glass fiber bonding adhesive



Adhesive tape can paint



Abrasive paper AA



Sponges for polishing









Garbage bag



Total costs



Unit Measure




Lot 3: Additional works





Transportation of garbage





Total necessary time needed to finalize the refurbishment works (indicate number of Days / Months and Calendar Period)

Indicate Start Date for works


Indicate Finish Date for works


OTHER: For any related services or costs not included and priced in the above, please clearly specify the applicable LOT, service and cost.


  • For any service omitted, please indicate, and provide details on the price schedule.
  • Other expected works to be listed with specifications on additional pages and included in the final submitted offer.
  • Please note that prices/amounts should be quoted in USD, in each category as the case may and MUST be inclusive of all applicable taxes.




Cancellation policy


No show


Check-out time


Credit policy



Annex D - IDLO Special Conditions of Contract

The following Special Conditions of Contract shall supplement and/or amend the IDLO General Terms and Conditions for the Procurement of Services. Whenever there is a conflict, the provisions of the Special Conditions of Contract shall prevail over those in IDLO General Terms and Conditions for the Procurement of Services.

Place of delivery


Delivery deadline

The Framework Agreement will be signed and be valid for the period of caring the complete services and works provided by the ToR. IDLO is not obliged to use the services provided by the Contractor.

IDLO will review the quality of services and deliverables after the completion of services. The overall duration of completion of services and works will not exceed 1 year.

The prices will remain unchanged during the period of contract implementation.

Payment terms

IDLO will process payment within 30 days after satisfactory receipt of all services and works and upon submission of the invoice by the supplier.


Annex E/Annex1- IDLO General Terms and Conditions for the Procurement of Services


Any bid submission will imply the unconditional acceptance of IDLO General Terms and Conditions for the Procurement of Services.


Annex F

IDLO Supplier Code of Conduct

IDLO recognizes the universal and fundamental values enshrined in international instruments in the areas of human rights, labor, environment and anti-corruption.

IDLO expects its Suppliers to respect fundamental social and human rights, and the equal rights of men and women, take responsibility for minimizing the environmental impact of their activities, endorse ethical business practices and reach the following goals:

  1. Supplier Relationships: The provisions of this Code of Conduct set forth the expectations of all suppliers with whom IDLO does business. IDLO expects that these principles apply to suppliers, parent entities and subsidiary or affiliate entities, as well as all others with whom they do business including employees, subcontractors and other third parties. IDLO expects suppliers to ensure that the rules and standards of this Code of Conduct are communicated to their employees and subcontractors.
  2. Promoting the Principles of this Code of Conduct: IDLO expects that its suppliers will establish and maintain appropriate management systems whose scope is related to the content of this Code of Conduct, and that they actively review, monitor and modify their management processes and business operations to ensure they align with the principles set forth in this Code of Conduct. All principles contained in this Code of Conduct are of equal importance independently of their order of appearance.
  3. Subcontracting: IDLO expects that its suppliers encourage and work with their own suppliers and subcontractors to ensure that they also strive to meet the principles of this Code of Conduct or equivalent set of principles.


  1. Freedom of Association and Collective Bargaining: IDLO expects its suppliers to recognize and respect the rights of employees to freely associate, organize and bargain collectively in accordance with the laws of the countries in which they are employed, as well as core international principles on Freedom of Association and collective bargaining. IDLO recognizes the importance of open communication and direct engagement between workers and management and suppliers are to respect the rights of workers to associate freely and communicate openly with management regarding working conditions without fear of harassment, intimidation, penalty, interference or reprisal.
  2. Forced Labor: IDLO expects its suppliers to prohibit any use of forced, bonded or indentured labor or involuntary prison labor, and embrace employment practices consistent with international rules on forced labor. All work, including overtime work, will be voluntary and workers should be free to leave upon reasonable notice. Suppliers should also not mandate that workers hand over government-issued identification, passports or work permits as a condition of employment.
  3. Child Labor: IDLO expects its suppliers, at a minimum, not to engage in any practice inconsistent with the rights set forth in the Convention on the Rights of the Child. The minimum admission to employment or work shall not be less than the age of completion of compulsory schooling, normally not less than 15 years or 14 where the local law of the country permits, deferring to the greatest age. Additionally, all young workers must be protected from performing any work that is likely to be hazardous or to interfere with the child’s education or that may be harmful to the child’s health, physical, mental, social, spiritual or moral development. All suppliers should also adhere to legitimate workplace apprenticeship programs and comply with all laws and regulations governing child labor and apprenticeship programs.
  4. Discrimination: IDLO does not tolerate any form of discrimination in hiring and employment practices on the ground or race, color, religion, gender, sexual orientation, age, physical ability, health condition, political opinion, nationality, social or ethnic origin, union membership or marital status. IDLO also discourages discrimination regarding access to training, promotion, and rewards.
  5. Working Hours: IDLO expects its suppliers to comply with all applicable working hour requirements as established by local law, and should never exceed 60 hours per week, including overtime, except in emergency or unusual situations. Suppliers must ensure that all overtime work is voluntary and compensated at the prevailing overtime rates. Suppliers are encouraged to ensure that workers are provided with one day off in every seven-day week.
  6. Compensation: IDLO expects its suppliers to comply, at a minimum, with all wage and hour laws and regulations, including those pertaining to minimum wages, overtime wages, piece rates, other elements of compensation and to provide legally mandated benefits.

Human Rights:

  1. Human Rights: IDLO expects its suppliers to support and respect the protection of internationally proclaimed human rights and to ensure that they are not complicit in human rights abuses.
  2. Harassment, Harsh or Inhumane Treatment: IDLO expects its suppliers to create and maintain an environment that treats all employees with dignity and respect and will not use any threats of violence, sexual exploitation or abuse, verbal or psychological harassment or abuse. No harsh or inhumane treatment coercion or corporal punishment of any kind is tolerated, nor is there to be the threat of any such treatment.
  3. Health and Safety: IDLO expects its suppliers to follow all relevant legislation, regulations and directives in the country in which they operate to ensure a safe and healthy workplace or any other location where production or work is undertaken. At a minimum, suppliers should strive to implement recognized management systems; reasonable access to potable water and sanitary facilities; fire safety; emergency preparedness and response; industrial hygiene; adequate lighting and ventilation; and occupational injury and illness and machine safeguarding. Suppliers will also ensure these same standards apply to any dormitory or canteen facilities.
  4. Mines: IDLO expects its suppliers to strive not to engage in the sale or manufacture of anti-personnel mines or components utilized in the manufacture of anti-personnel mines.


  1. Environmental: IDLO expects its suppliers to comply with existing legislation and regulations regarding the protection of the environment. Suppliers should wherever possible support a precautionary approach to environmental matters, undertake initiatives to promote greater environmental responsibility and encourage the diffusion of environmentally friendly technologies implementing sound life-cycle practices.
  2. Chemical and Hazardous Materials: Chemical and other materials posing a hazard if released to the environment are to be identified and managed to ensure their safe handling, movement, storage, recycling or reuse and disposal.
  3. Wastewater and Solid Waste: Wastewater and solid waste generated from operations, industrial processes and sanitation facilities are to be monitored, controlled and treated as required prior to discharge or disposal.
  4. Air Emissions: Air emissions of volatile organic chemicals, aerosols, corrosives, particulates, ozone depleting chemicals and combustion by-products generated from operations are to be characterized, monitored, controlled and treated as required prior to discharge.
  5. Minimize Waste, Maximize Recycling: Waste of all types, including water and energy, are to be reduced or eliminated at the source or by practices such as modifying production, maintenance and facility processes, materials substitution, conservation, recycling and re-using materials.

Drug trafficking and Terrorism:

  1. Drug Trafficking: IDLO expects its suppliers to warrant that neither they, nor any of their employees and subcontractors, are engaged in the manufacture, sale, transportation, or distribution of any drug or narcotic substance deemed to be illegal in either the country of manufacture or delivery of the goods or services to be provided to IDLO.
  2. Terrorism: IDLO expects its suppliers to warrant that neither they, nor any of their employees and subcontractors, are engaged directly or indirectly in terrorism, or in the finance or support to terrorists. Further, IDLO expects its suppliers to warrant that neither they nor their staff, nor any other recipients of funds from the supply of goods or services to IDLO, are listed in any sanctions list maintained by the United Nations Security Council; the United States Department of the Treasury, Office of Foreign Assets Control; or the European Union. Should the supplier, its staff, or other recipients of funds from the supply of goods or services to IDLO be included in any of the above-listed sanctions lists, the supplier is expected to notify IDLO immediately.

Bribery & Corruption:

  1. Corruption: IDLO expects its suppliers to adhere to the highest standard of moral and ethical conduct, to respect local laws and not engage in any form of corrupt practices, including extortion, fraud, or bribery, at a minimum.
  2. Conflict of Interest: IDLO suppliers are expected to disclose to IDLO any situation that may appear as a conflict of interest and disclose to IDLO if any IDLO official or professional under contract with IDLO may have an interest of any kind in the supplier’s business or any kind of economic ties with the supplier.
  3. Gifts and Hospitality: IDLO does not accept any type of gift or any offer of hospitality. IDLO will not accept any invitations to sporting or cultural events, offers of holidays or other recreational trips, transportation, or invitations to lunches or dinners. IDLO expects its suppliers not to offer any benefit such as free goods or services or a work position or sales opportunity to IDLO personnel in order to facilitate the supplier’s business with IDLO.
  4. Monitoring and Evaluation: IDLO may conduct on-site evaluations and inspections of its suppliers’ facilities and those of their subcontractors to review their progress towards these principles. It is the expectation of IDLO that suppliers, at a minimum, have established clear goals toward meeting the standards set forth in this Code of Conduct. IDLO may monitor that milestones have been set and management systems have been put in place to ensure that the principles set out in this Code of Conduct have been met and failure to do so may impact the future ability of a supplier to do business with IDLO.


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