RFQ: Construction of a Multipurpose the 7m*4m and 3m*3m Meeting Hall, with reception area and 20m long, 3m high brick wall inside Galgaduud Regional Court, Dhusamareb

TERMS OF REFERENCE (TOR) FOR BIDDING

PROJECT TITLE: Construction of a Multipurpose the 7m*4m and 3m*3m Meeting Hall, with reception area and 20m long, 3m high brick wall inside Galgaduud Regional Court, Dhusamareb

PROJECT LOCATION: Galgaduud Regional Court, Dhusamareb, Galgaduud, Somalia

DATE OF ISSUE: June 26, 2025

1. INTRODUCTION & BACKGROUND

The Ministry of Justice of Galmudug, with support from the Joint Justice and Corrections Program (JJCP) Project and in collaboration with UNDP, invites sealed bids from eligible and qualified contractors for the construction of a Multipurpose Meeting Hall within the Galgaduud Regional Court in Dhusamareb.

This initiative is a direct outcome of needs identified during the Generative Dialogue sessions held in Dhusamareb in September 2024 and April 2025. Access to community-centered justice mechanisms is paramount for social harmony and the rule of law. This dedicated space will serve the Alternative Dispute Resolution (ADR) Team, Community practice groups, and the court itself, facilitating ADR cases, NVC practice group meetings, legal awareness programs, and other community-based justice activities.

The project aligns with the Letter of Agreement (LOA) between the Ministry of Justice-Galmudug and UNDP, specifically under the activity “Support for small-scale renovation of justice sector infrastructure as identified in the Generative Dialogue.” The Government of Galmudug will provide complementary support by allocating the necessary space within the regional court premises.

2. PROJECT OVERVIEW & OBJECTIVES

2.1. Project Overview: The Ministry of Justice of Galmudug will allocate the construction space within the Galgaduud Regional Court. The Ministry of Justice of Galmudug will exercise oversight throughout the construction process to ensure proper execution and adherence to quality standards. Financing for this vital project will be provided through the JJCP Project.

2.2. Objectives: The primary objectives of this project are to:

• Provide a dedicated, fit-for-purpose facility for ADR mediation sessions, related legal awareness programs, and meetings of community practice groups.
• Strengthen the judicial system in Dhusamareb by establishing a conducive environment for legal professionals and community members to collaborate effectively in dispute resolution and justice promotion.

3. PROJECT SCOPE OF WORKS

The successful bidder shall be responsible for the comprehensive construction of a Multipurpose Meeting Hall. While specific dimensions and detailed architectural features will be provided in the full bidding package (including drawings and Bills of Quantities), the scope generally includes, but is not limited to:

• Site Preparation: Including, but not limited to, excavation, leveling, compaction, and any necessary ground improvement within the allocated space.
• Foundation Works: Construction of appropriate foundations based on soil conditions and structural design.
• Superstructure: Erection of walls (brickwork or other specified materials), columns, beams, and roof structure.
• Roofing Works: Installation of a durable and weather-resistant roofing system.
• Flooring: Installation of appropriate flooring materials.
• Internal & External Finishes: Plastering, painting, tiling, and other specified finishes to walls, ceilings, and floors.
• Plumbing Works: Installation of necessary water supply and drainage systems.
• Accessibility Features: Ensuring the hall is accessible to all individuals, including those with disabilities, as per best practices.
• Final Site Clean-up: Demobilization and clearing of all construction debris.

4. EXPECTED IMPACT

Upon completion, this initiative is expected to:

• Significantly improve the efficiency and accessibility of judicial services for the citizens of Dhusamareb.
• Strengthen Alternative Dispute Resolution (ADR) mechanisms, contributing to reduced case backlogs and fostering more timely and community-centric dispute resolution processes.
• Create a well-equipped, secure, and dignified venue that actively supports justice-related activities, ultimately benefiting both the legal community and local citizens.

5. IMPLEMENTATION PLAN (Contractor’s Role)

The contractor’s implementation will be guided by the following phases, as outlined in the concept note:

• Site Assessment & Preparation: Detailed assessment of the allocated land and execution of all necessary preparation works as per engineering designs.
• Construction Phase: Execution of all building works in accordance with the approved architectural plans, technical specifications, and Bill of Quantities, under the direct oversight of the Ministry of Justice. This phase includes regular progress reporting and adherence to the agreed construction schedule.
• Handover & Operationalization Support: Final inspection, necessary adjustments, and handover of the complete facility. Support during the initial operationalization phase, ensuring all installed systems are fully functional.

6. BIDDING DOCUMENTS

The complete bidding documents, which are essential for bid preparation and will form the basis of the contract, will include, but are not limited to:

• Instructions to Bidders (ITB)
• Form of Bid and Appendix to Bid
• Conditions of Contract (General and Particular)
• Detailed Architectural Drawings (including floor plans, elevations, sections)
• Structural Drawings
• Electrical and Plumbing Drawings
• Comprehensive Bill of Quantities (BoQ) for the Multipurpose Meeting Hall, detailing all items of work, materials, and quantities.
• Forms of Security (Bid Security, Performance Security, Advance Payment Guarantee)
• Any Addenda issued during the bidding period

7. ELIGIBILITY CRITERIA

Bidders must meet the following minimum eligibility criteria:

• Legally registered construction company in Somalia with valid operating licenses relevant to construction activities.
• Demonstrated experience of at least [e.g., three to five] years in similar building construction projects within Somalia, particularly in public or institutional settings.
• Proven financial capability to undertake the project, evidenced by sound financial statements (e.g., audited financial reports for the last three years).
• Availability of qualified technical personnel (e.g., civil engineers, foremen) and necessary construction equipment.
• Compliance with all applicable national and local labor, environmental, health, and safety laws and regulations.

8. BID SUBMISSION REQUIREMENTS

Bidders are required to submit comprehensive proposals comprising:

• Technical Proposal:
  • Company profile, legal registration documents, and valid licenses.
  • Detailed list of similar completed construction projects with client contact details for reference checks.
  • Comprehensive proposed project work plan and methodology, including a detailed construction schedule.
  • Organizational chart for the project team and CVs of all key personnel proposed for the project.
  • Detailed list of major construction equipment and machinery to be deployed.
  • Project-specific Quality Assurance and Quality Control (QA/QC) plan.
  • Comprehensive Health, Safety, and Environmental (HSE) management plan.
• Financial Proposal:
  • Duly completed and accurately priced Bill of Quantities (BoQ), adhering strictly to the provided format.
  • Summary of Bid Prices, including a breakdown of all costs and any applicable taxes.
  • Proposed cash flow and payment schedule.
• Bid Security: A Bid Security in the form of [e.g., an unconditional bank guarantee from a reputable bank in Somalia, certified cheque] for a sum of [Specify amount, typically 1-3% of the estimated project cost].

9. BID EVALUATION CRITERIA

Bids will be evaluated through a [e.g., “Quality and Cost-Based Selection (QCBS)” or “Lowest Evaluated Responsive Bid”] methodology. The evaluation criteria will include, but not be limited to:

• Technical Proposal:
  • Relevance and strength of the bidder’s experience and past performance.
  • Clarity, feasibility, and comprehensiveness of the proposed work plan and methodology.
  • Qualifications, experience, and availability of key personnel.
  • Financial soundness and capacity of the bidder.
  • Completeness and technical compliance with all specifications and drawings.
  • Quality of the proposed QA/QC and HSE plans.
• Financial Proposal:
  • Overall competitiveness and reasonableness of the proposed price.
  • Accuracy, completeness, and consistency of the priced Bill of Quantities.
  • Analysis of unit rates for key items.

10. TENDER PROCESS AND IMPORTANT DATES

• Last Date for Submission of Written Clarification Questions: 3july 2025 at 12;30 PM
• Bid Submission Deadline: 5july 2025,2;00 at Sealed bids to be delivered to Ministry of Justice procurement office in Inji Dhusamareb or online.

11. CLIENT’S RIGHTS

The Ministry of Justice of Galmudug reserves the right to:

• Accept or reject any bid, and to annul the bidding process and reject all bids at any time prior to contract award, without thereby incurring any liability to Bidders.
• Negotiate with the lowest evaluated responsive bidder.
• Award the contract to the bidder whose bid is determined to be substantially responsive and offers the best overall value for money to the Client, considering both technical merit and financial proposal.

12. GOVERNING LAW

The bidding process and any resulting contract shall be governed by and interpreted in accordance with the laws of Somalia.

13.CONTACTINFORMATION
For any inquiries or clarifications pertaining to this tender document, please contact: Nur Abdi, Admin & Finance Director, at admin.finance@moj.gm.so or phone number 0615085112, or Omar Isak Nur, JJCP Coordinator, Ministry of Justice, at Omarisak789@gmail.com or phone number +252 61 5669989.
Organization: Ministry of Justice & Judicial Affairs of Galmudug State of Somalia.

Please note: The deadline for submission is 04 July 2025. Submissions received after the deadline will not be considered.