MINISTRY OF AGRICULTURE, LAND AND FISHERIES TENDER … · Agriculture Land and Fisheries, shall constitute a binding contract. I/We agree to abide to the prices quotes in this Tender

MINISTRY OF AGRICULTURE, LAND AND FISHERIES

TENDER NOTICE

HIRE OF MECHANICAL EQUIPMENT/VEHICLES FOR THE MINISTRY OF

AGRICULTURE, LAND AND FISHERIES ON AN “AS AND WHEN REQUIRED”

BASIS FOR A PERIOD OF TWO (2) YEARS

Tenders are invited for the Hire of Mechanical Equipment / Vehicles on an “as and when

required” basis for the Ministry of Agriculture, Land and Fisheries (MALF) for a period of two

(2) years.

Tender documents can be obtained from the MALF Website using the following link

https://agriculture.gov.tt/tenders/ under Tender No: HMEV1.

Any further technical information may be obtained during normal working hours from

Ms Vanessa Warde, Administrative Officer IV (Ag), Procurement Unit, Ministry of Agriculture,

Land and Fisheries at Telephone Number: 220-6253 Ext. 4252.

Tenders must be accompanied by the following:

(i) Valid Income Tax and Value Added Tax Clearance Certificates issued by the Board

of Inland Revenue and dated not more than six (6) months prior to the closing date of

tender.

(ii) Valid Certificate of Compliance issued in accordance with the National Insurance

Act.

The original tender and a copy on the approved tender form should be placed in sealed

envelopes clearly marked on the outside:-

“TENDER FOR THE HIRE OF MECHANICAL EQUIPMENT/VEHICLES FOR THE

MINISTRY OF AGRICULTURE, LAND AND FISHERIES ON AN “AS AND WHEN

REQUIRED” BASIS FOR A PERIOD OF TWO (2) YEARS”

Envelopes must be addressed to the Permanent Secretary, Ministry of Agriculture, Land and

Fisheries, Corner of Narsaloo Ramaya Marg Road and Soogrim Trace, Endeavour,

Chaguanas and must be deposited in the Tenders Box located in the lobby area on the Ground

Floor, Ministry of Agriculture, Land And Fisheries, no later than 1:00 p.m. on August 7, 2020.

Tenderers should note that the dimensions of the slot in the Tenders Box are 37.5cm x 5.5 cm

and as such, tenders should be packaged accordingly.

Tenders will be opened shortly thereafter.

Late tenders will NOT be considered in any circumstances.

https://agriculture.gov.tt/tenders/

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

The Ministry of Agriculture, Land and Fisheries reserves the right to cancel the present notice in

its entirety or even partially, without defraying any cost incurred by any firm, in submitting their

tender.

Permanent Secretary

Ministry of Agriculture, Land and Fisheries

TENDER FORM

Hire of Mechanical Equipment / Vehicles for the Ministry of Agriculture, Land and

Fisheries on an “as and when required” basis for a period of Two (2) years.

The Permanent Secretary

Ministry of Agriculture, Land and Fisheries

Corner of Narsaloo Ramaya Marg Road and

Soogrim Trace

Chaguanas.

Madam,

I/We …………………………………………………………………………… do hereby tender

for the Hire of Mechanical Equipment / Vehicles for the Ministry of Agriculture, Land and

Fisheries on an “as and when required” basis for a period of Two (2) years at the rates

indicated in the Tender Form hereto attached and in accordance with the Terms and Conditions

of Contract.

I/We are prepared to accept a contract for not less than …………………….. item/s for each

contract area.

I/We agree that this tender duly signed and the Terms and Conditions of the Contact attached

hereto, together with the letter of acceptance from the Permanent Secretary, Ministry of

Agriculture Land and Fisheries, shall constitute a binding contract.

I/We agree to abide to the prices quotes in this Tender for a period of ninety (90) days from the

closing date of receipt of tenders.

I/We understand that the Ministry is not bound to accept the lowest or any other tender.

…………………………. ………………………….

Date of Tender Name of Tenderer

…………………………. ………………………….

Telephone No. Name of Signatory

(in block letters)

…………………………. ………………………….

Address of Tenderer Signature

INSTRUCTIONS TO TENDERERS

Hire of Mechanical Equipment / Vehicles for the Ministry of Agriculture,

Land and Fisheries on an “as and when required” basis for a period of Two

(2) years.

Tenderers are strongly advised to read all instructions carefully, for failure to comply may result

in the rejection of their offer.

1. (a) Tenderers are required to quote their prices on a rate per hour basis. The rates

must include all transport charges including the use of special loader/transporters

where necessary and loading and off-loading at the contractor’s job site throughout

Trinidad.

(b) The prices must be submitted on the attached specification forms. The Value

Added Tax must be quoted separately below the tender price. In cases where the

Value Added Tax is not shown, the tendered price would be assumed to be the VAT

exclusive price.

(c) An assurance that the prices will remain valid for an initial minimum period of

ninety (90) days from the closing date of the tender.

2. (a) Tenders must be accompanied by valid Income Tax and Value Added Tax

Clearance certificates dated not more than six (6) months prior to the closing date of

the tender.

(b) Tenders must be accompanied by a valid Certificate of Compliance issued in

accordance with the National Insurance Act.

3. The Law prescribes that Income Tax and Value Added Certificates issued by the Board

of Inland Revenue and dated not more than six (6) months prior to the closing date must

accompany the tenders. Failure to do so will result in your tender not being considered.

4. Tenders must be signed by the person making the offer, or in case of a company,

partnership or business firm, by a duly authorized officer or employee of such company,

partnership or business firm.

5. Alterations or erasures in any offer must be initialled by the person making the offer or in

the case of a company, partnership or business firm by a duly authorized officer or

employee of such company, partnership or business firm.

6. Tenders must be accompanied by the completed Vehicle Ownership Form duly endorsed

by the Transport Commissioner. Tenders received without this document will not be

considered.

7. Tenderers are advised that inspection of equipment/vehicles to be used in the contract

will be undertaken after closing date of tenders. Tenderers will be informed of the date in

due course. Only vehicles/equipment inspected and found suitable will be considered for

the award of contracts. Certified copies of ownership of equipment/vehicles to be

inspected, inspection certificates and insurance policies are to be produced on the day of

inspection.

8. Failure to produce the relevant documents may result in the non-acceptance of the

equipment/vehicles. On the day of inspection, the equipment/vehicles must be in working

condition.

9. Tenders shall be deposited in the Tenders Box, located in the lobby area on the Ground

Floor, Ministry of Agriculture Land And Fisheries, Corner of Narsaloo Ramaya Marg

Road and Soorgrim Trace, Endeavour, Chaguanas before 1:00 p.m. on the date advertised

in the Tender Notice.

10. Separate contracts may be awarded for each item/region based on the number of units

offered.

11. Late tenders will NOT be considered under any circumstances. Tenders received after the

date and time stipulated will be returned to the tenderer.

12. The Ministry does not bind itself to accept the lowest or any other tender and may reject

any offer that does not comply with any of the requirements listed above.

TERMS AND CONDITIONS OF CONTRACT

HIRE OF MECHANICAL EQUIPMENT/VEHICLES FOR THE MINISTRY OF

AGRICULTURE, LAND AND FISHERIES ON AN “AS AND WHEN REQUIRED”

BASIS FOR A PERIOD OF TWO (2) YEARS.

SCOPE OF CONTRACT

This Contract is for the Hire of Mechanical Equipment/Vehicles with Operators. The

equipment/vehicles offered must be mechanically sound and in good working condition. Their

make, age and any other mechanical details must be included in a statement, which must

accompany the Tender.

RESPONSIBILITIES OF THE CONTRACTOR

Within seventy-two (72) hours of the receipt of an Invoice Order the Contractor must provide the

required number of Unit or Units to the Ministry’s Engineer on the job site.

The Equipment and Vehicles that is to be used under this Contract must be available for

inspection at any reasonable time by Authorized Officers of the Engineering Division.

The Director of the Engineering Division, Ministry of Agriculture, Land and Fisheries will make

the final decision should any question arise as to the suitability and acceptability of any

equipment to be used under this contract.

Where the Site Engineer considers any unit is in such a state of disrepair or for any reason is not

performing efficiently and direct its removal from the site, the Contractor must arrange for this to

be done forthwith. The rental of the unit shall then be discontinued regardless of the period for

which it was originally rented.

If the Contractor is unable to replace the unit within forty-eight (48) hours, the Engineer shall be

at liberty to rent a comparable unit to complete the specific period for which the Contractor’s

unit was rented and any excess costs so incurred may be deducted from payments due or likely to

become due to the contractor.

The Operator of the unit must comply with all directions relative to the contract given to him

from time to time by any of the Ministry’s duly authorized officers, provided that all such

directions are not contrary to the terms of the contract and that they can reasonably be carried out

without endangering the safety of the equipment/vehicle and its occupants.

The Contractor’s equipment/vehicle should arrive at the designated job site no later than 7:00

a.m. or otherwise instructed by any of the Ministry’s duly authorized officers. During the lunch

hour, i.e. one hour taken between 11:00 a.m. to 1:00 p.m., the hourly rate or any other rate will

not be charged by the Contractor.

The Contractor will be called upon to refund to the Ministry any payment to the Ministry’s

employees, which may become due to as a result of this failure to comply with the above

conditions.

The Contractor shall be held responsible for any damage attributable to him done to the

Ministry’s and/or private property during the execution of the contract.

The Contractor shall also be responsible for the security of this equipment and vehicles.

RATES OF PAYMENT FOR THE HIRE OF MECHANICAL EQUIPMENT

Rates quoted by the contractor must include all transport charges including the use of special

loader/transporters where necessary, and loading and off-loading at the Contractor’s depot and

job site throughout Trinidad. The rate/hour is applicable only to work carried out on the job site,

as specified by the Ministry’s duly authorized officer.

DEFAULT BY CONTRACTOR

a) Should the Contractor fail to furnish the number of equipment/vehicles requisitioned for

on any day, the Ministry may arrange by such other means as may be considered

necessary and the Contractor shall refund to the Ministry any sum which may have been

expended in excess of the contract rate, as a result of his default. Such refund may be

made by way of deductions from monies which may be due or become due to the

Contractor under the contract.

b) The Contractor is responsible for any delay caused or any breach of contract committed

by any of his agents or employees.

EMERGENCIES

In cases of emergencies or for other good and sufficient cause, the Ministry may hire

equipment/vehicles other than those belonging to the Contractor.

INSPECTION OF EQUIPMENT AND VEHICLES

Only equipment and vehicles which are inspected for the contract year are to be used in the

performance of his contract. Evidence of inspection must be produced to the Ministry on

demand. The use of un-inspected units will be a breach of contract justifying termination.

INSURANCE OF EQUIPMENT AND VEHICLES

Only units that are insured in accordance with the law must be used in the performance of this

Contract. Evidence of insurance must be produced to the Ministry on demand. The use of

uninsured units will be a breach of Contract justifying termination. The vehicles insurance must

also insure the passengers.

The Contractor must submit to the Ministry within three (3) days after the expiry of the insurance

of the equipment/vehicles, documentary evidence that the said Insurance Policy has been

renewed.

NO INCREASE IN CONTRACT PRICE

The Contractor will not be granted any increase in the Contract rate based on an increase in the

wages of his employees, retroactive or otherwise, whether or not the wages of Government

employees have been increased.

DISPUTE ON CONDITIONS

In case of any dispute arising between the Contractor and any Officer of the Ministry as to the

intention or meaning of any terms and conditions of this contract, such matter must be referred

for a decision to the Permanent Secretary, Ministry of Agriculture, Land and Fisheries. If the

matter cannot be resolved by the Permanent Secretary, it should then be referred to the Central

Tenders Board.

BANKRUPTCY

In the event of a Contractor becoming bankrupt or instituting any proceedings or liquidation of

his affairs or arrangement or compensation with his creditors or making any assignment for the

benefit of his creditors during the currency of the contract, the Permanent Secretary, Ministry of

Agriculture, Land and Fisheries shall have power at any time to terminate the contract by notice

in writing.

DAMAGE BY CONTRACTOR

The Contractor shall be held responsible for negligence and any acts or omissions on his part or

on the part of his servants, for injury to persons or damage to materials, the property of the

Ministry or any member of the public. The cost of making good the damage so done shall be

deducted from any monies due or becoming due to the contractor. The Contractor shall

indemnify and hold harmless the Permanent Secretary or other officers of the Ministry as the

case may be, against any action, claims or demands resulting as a consequence thereof, and the

Permanent Secretary or other officers of the Ministry shall be entitled to withhold and/or deduct

from monies payable to the Contractor any sum for which it may become liable by reason

thereof.

OBJECTIONABLE EMPLOYEES

Should the Contractor’s employees make themselves objectionable to any worker(s) of the

Ministry or refuse to carry out the directions relating to the contract from duly authorized

officers of the Ministry, the Contractor shall remove or cause to be removed, the objectionable

employees on being requested to do so by the Permanent Secretary and he shall not be further

employed for carrying out any work with the remainder of the contract.

LIABILITY OF THE MINISTRY

The Ministry shall not be liable for or in respect of any damage or compensation eligible by law

in respect of or in consequence of any accident or injury to any workmen or other person in the

employment of the Contractor, save and except any accident or injury resulting from any act or

default of the Ministry, their agents or employees and the Contractor shall indemnify and keep

indemnified the Ministry, against all such damages and compensation (save and except as

aforesaid) and against all claims, demands, proceedings, costs, charges and expenses whatsoever,

in respect thereof, or in relation thereto.

INSURANCE OF EMPLOYEES

The Contractor shall insure against the liability referred to in clause above (Liability of the

Ministry) with a recognised Insurance Company and shall continue such insurance during the

whole of the time any person who is employed by him for the purpose of the contract, and shall

within fourteen (14) days after commencing the contract, produce to the Permanent Secretary

such policy of insurance and the receipt for payment of the current premium.

TRANSFER OF CONTRACT

The Contractor shall not, without the permission of the Ministry of Agriculture, Land and

Fisheries, transfer or assign directly to any person or persons whatsoever, any part of his

contract.

FAIR WAGES

The Contractor shall pay those rates of wages and observe hours and conditions of labour that are

less favourable than:

a) Those established under any Collective Agreement between employers or employers’

association and workers organisations representative respectively or substantial

proportions or employers and workers engaged in the trade or industry whether or not the

contractor is a part of such agreement.

b) Those established in the absence of, or subsequent to any collective agreement under any

arbitration award for work of the same character in the trade or industry whether or not

such award is binding on the Contractor.

c) The minimum rates of wages and hours and conditions of labour established by any law.

d) Those established for Government employees for work of the same character in the trade

or industry in the absence of any collective agreement arbitration award or provision of

law.

e) The Contractor shall post notices in conspicuous places at the establishments and work

places concerned, informing the workers of any collective agreement arbitration award or

provision of law.

f) The Contractor shall keep proper wages and time books and, in the event of work being

paid for by results, work sheets shall be kept showing wages paid to, the time and/or the

amount of work performed by workmen in and about the execution of the Contract, and

the Contractor shall be bound whenever required, to produce such rates and time books

and/or sheets for the inspection of any person authorized by the Permanent Secretary.

g) The Contractor shall be responsible for the observance of the Fair Wages Clause of this

Contract by any permitted Sub-Contractors.

h) The Contractor shall recognise the freedom of his work people to be members of

registered trade unions.

i) In the event of any question arising as to whether the requirements of the Fair Wages

Clause of this contract are being observed the question shall if not other disposed of, be

referred to the Ministry of Agriculture, Land and Fisheries, who will take such steps as

they may deem desirable to promote a settlement. In the event of no settlement being

reached, the difference shall be referred to arbitration under the statute that may for the

time being provide arbitration and enquiry machinery for the settlement of trade disputes.

j) Any Contractor who is found to be in breach of the Fair Wages Clause of this contract

shall cease to be approved as a Contractor for such period as the Ministry may decide.

PAYMENT

a) Payment shall be made as soon as possible after the Contractor’s claim is received by the

Ministry.

b) The Contractor in submitting such claim for payment, much certify that the conditions of

the contract have been observed by him in all respects.

TERMINATION OF CONTRACT

Should the Contractor persistently fail to perform the work required by this Contract regularly

and efficiently to the satisfaction of the Ministry or to observe any of the conditions of this

contract, the Ministry may terminate the contract for breach by giving the Contractor notice in

writing of its intention to terminate the contract on the expiration of seven (7) days of the date of

the said notice. At the expiration of the seven (7) days, the contract shall terminate automatically.

This Contract may be terminated at any time by either party giving the other thirty (30) days

notice in writing of the intention to terminate.

CERTIFICATE OF OWNERSHIP OF EQUIPMENT/VEHICLES

Hire of Mechanical Equipment / Vehicles on an “as and when required” basis for the

Ministry of Agriculture, Land and Fisheries for a period of Two (2) years.

1. I hereby certify that I am a bona fide owner of the vehicles listed in detail hereunder and

that these vehicles are available for use in carrying out any contract awarded as a result of

this Tender.

2. I understand that only insured vehicles are to be used on this contract and that the use of

uninsured vehicles will be a breach of contract.

…………………………………... …………………………………...

NAME OF TENDER/FIRM SIGNATURE OF TENDERER

…………………………………... …………………………………...

DATE ADDRESS OF TENDERER

REGISTERED

NO. OF

VEHICLE

MAKE

OF

VEHICLE

DESCRIPTION

OF VEHICLE

M.G.W. MODEL INSURANCE

PARTICULARS

POLICY

NUMBER

EXPIRY

DATE

I certify that Mr/Mrs/Miss ……………………………………………………… is the Bona Fide

owner of the vehicles listed above.

…………………………………... ……………………………….……...

DATE TRANSPORT COMMISSIONER


Hire of Mechanical Equipment / Vehicles for the Ministry of Agriculture, Land and Fisheries on an “as and when required” basis for a period of Two (2) years.

Tenderer: ……………………………………

Address: ……………………………………..

Telephone/Fax: ……………………………..

Item No Equipment Type Capacity No of units

offered

St. George

$

St Andrew/St.

David

$

Caroni

$

Nariva/Mayaro

$

Victoria

$

St Patrick

$

1 18’ Aluminium Flat

Bottom (wide) Boat with

outboard engine

90hp min with a

seating capacity of

6 persons

2 Crawler Excavator

Dragline

0.98 m3 (min)

3 Mini Excavator 1 to 4 metric tons

operating weight

4 Mini Excavator 12-14

tonne mgw

30kw min

5 Hydraulic Crawler

Excavator with drainage

bucket

75kw min/ 0.50

m3 (min)



Tenderer: ……………………………………

Address: ……………………………………..



offered

St. George

$

St Andrew/St.

David

$

Caroni

$

Nariva/Mayaro

$

Victoria

$

St Patrick

$

6 Hydraulic Crawler

Excavator with drainage

bucket

90 kw min/1.50

m3 (min)

7 Long reach Hydraulic

Crawler Excavator with

15 meter minimum

extended boom

75kw min/0.75

m3 (min)

8 Amphibious excavator

with pontoons

0.4m3 minimum

buckets

9 Amphibious excavator

with pontoons

75kw/ 1.5 cubic

metres bucket



Tenderer: ……………………………………

Address: ……………………………………..



offered

St George

$

St Andrew/ St

David

$

Caroni

$

Nariva/ Mayaro

$

Victoria

$

St Patrick

$

10 Amphibious dredger with

minimum digging depth of

5m

Discharge capacity

of 80 cubic meter

per hr minimum at

a maximum

pumping distance

of 1.5km

11 Skid Steer Loader 41kw min

12 4WD Backhoe with

extended boom

67-86kw/ 1.00 –

1.34 m3

13 Wheel Loader 60-80kw/ 1.40-1.90

m3

14 Wheel Loader 45kw (max)/0.40-

0.80 m3



Tenderer: ……………………………………

Address: ……………………………………..



offered

St George

$

St Andrew/ St David

$

Caroni

$

Nariva/ Mayaro

$

Victoria

$

St Patrick

$

15 Low Ground Pressure

Crawler Tractor Dozer

45-67kw, D4 or

equivalent

16 Low Ground Pressure

Crawler Tractor Dozer

100-125kw, D6 or

equivalent

17 Motor Grader 90-150kw

18 Motor Grader 150kw (min)

19 Sheep’s Foot Roller 50kw min/ 5000kg

(min)

20 Vibrating Roller 3 tonne min

21 Vibrating Roller 100 kw min

10,000kg min

22 Compressor with Jack Hammer

and Operator 150 c.f.m (min)



Tenderer: ……………………………………

Address: ……………………………………..



offered

St George

$

St Andrew/ St

David

$

Caroni

$

Nariva/ Mayaro

$

Victoria

$

St Patrick

$

23 Ride on Mower to cut

medium of highway

24 Wheel Tractor with tow

behind grass cutter and

walker

25 Wheel tractor with side

mounted grass cutter and

walker

26 Mobile Diesel Lighting

Tower and Generator

23.5 hp @ 1800

RPM, 15kw and

125A output

27 Water Pump with min 50 ft

suction and discharge hoses

4” dia/680 gpm



Tenderer: ……………………………………

Address: ……………………………………..



offered

St George

$

St Andrew/ St

David

$

Caroni

$

Nariva/ Mayaro

$

Victoria

$

St Patrick

$

28 Water Pump with min 50ft


6”dia/1500 gpm



8” dia/2600 gpm



12” dia/ 5200 gpm



10,000 gpm

minimum

32 Water Truck with Water

Pump with 50 ft complete


Spray nozzles on

all sides of truck to

wash road



Tenderer: ……………………………………

Address: ……………………………………..



offered

St George

$

St Andrew/ St

David

$

Caroni

$

Nariva/ Mayaro

$

Victoria

$

St Patrick

$

33 Truck Mounted Mechanical

Sweeper with vacuum and

water system

80 hp @ 2,500

rpm, hopper

capacity 5.6 m3

sweeping with 87in

34 Truck Mounted Gully

Sucker

2500 PSI and 3m3

tank capacity

35 Flat Bed Truck Mounted

Arm Loader

6 tons (max) lifting

capacity

36 Flat Bed Truck Mounted

Arm Loader

6-10 tons lifting

capacity

37 Flat bed Truck with Crane

with Extended Boom

12 tons min lifting

capacity



Tenderer: ……………………………………

Address: ……………………………………..



offered

St George

$

St Andrew/ St David

$

Caroni

$

Nariva/ Mayaro

$

Victoria

$

St Patrick

$

38 Four Wheel Drive Mobile

crane

Min 20 tons lifting

capacity

39 Four Wheel Drive diesel

four door light truck

Payload 1 tonne

40 Flat Bed Canopy Truck

with 3 tonne pay load

6,000kg (min

m.g.w.)

41 Flat Bed Truck 9000 mgw min

42 Dump Truck Maximum Gross

Weight 3 to 10

tonnes

43 Dump Truck Maximum Gross

Weight 10 tonnes

to 20 tonnes



Tenderer: ……………………………………

Address: ……………………………………..



offered

St George

$

St Andrew/ St

David

$

Caroni

$

Nariva/ Mayaro

$

Victoria

$

St Patrick

$

44 Dump truck Maximum Gross

Weight 26 tonnes

45 Asphalt Spreader with

minimum vibratory screed

width of 8 to 16 feet

46 Four-wheel drive pick up

van with open tray

3.0 litre engine

minimum with

capacity to seat 4

persons excluding

the driver



Tenderer: ……………………………………

Address: ……………………………………..



offered

St George

$

St Andrew/ St

David

$

Caroni

$

Nariva/ Mayaro

$

Victoria

$

St Patrick

$

47 Four-wheel drive pick up

van with closed tray

3.0 litre engine

minimum with

capacity to seat 6

persons excluding

the driver

48 Four-wheel drive passenger

van

3.0 litre engine

minimum with

capacity to seat 6

persons excluding

the driver

MINISTRY OF AGRICULTURE, LAND AND FISHERIES TENDER … · Agriculture Land and Fisheries, shall constitute a binding contract. I/We agree to abide to the prices quotes in this Tender

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