Notifications. All notifications relating to the arbitration or the award shall be made in the manner provided for in this Contract. The parties waive any other form of notification.
LEG/OPR/RGII/IDBDOCS#319970
THE PROGRAM Program for the Sustainable Development of the Binational Sixaola River Basin
I. Objective
1.01 The general objective of the Program is to improve the living conditions of the population of the Binational Sixaola River Basin in Costa Rica, through interventions in the economic, social, environmental, and local management spheres, that contribute to the implementation of a sustainable development model for it.
II. Description
2.01 To achieve the objective indicated in section I above, the Program comprises the execution and financing of the following four (4) components:
Component 1: Environmental Management, Natural Resource Management, and Vulnerability Reduction.
2.02 The purpose of this component is to implement effective measures that contribute to environmental protection, sustainable resource management, and vulnerability reduction in the basin, with community participation, based on the Estrategia Regional de Desarrollo Sostenible (ERDS) and its Plan Indicativo de Ordenamiento Territorial Funcional (PIOTF). To achieve this purpose, this component has been divided into the following two (2) sub-components:
(a) Environmental Management and Natural Resource Management 2.03 Activities and projects shall be financed, on a demand-driven basis, in the categories of: (i) monitoring and control of water quality from point and non-point sources to protect the health of the inhabitants and conserve the fragile ecosystems of the basin, especially those of the lower basin and coastal zone; (ii) community protection activities and control of anthropic impacts in protected areas; and (iii) co-management of protected areas with the participation of communities, including indigenous ones, especially the Comités de Vigilancia de los Recursos Naturales (COVIRENAS), to participate in their management.
2.04 In addition, under this sub-component, the execution of a pilot project for community protection and control of anthropic impacts in a critical area of the Parque Internacional "La Amistad" (PILA) shall be financed, and a specific project for trail building and sustainable tourism use with community participation in the Gandoca-Manzanillo co-management reserve.
(b) Vulnerability Reduction.
2.05 Initiatives shall be financed on a demand-driven basis and in accordance with the selection criteria of the Program's Reglamento Operativo del Programa (ROP), in the following categories: (i) regeneration and reforestation of watercourse banks and co-management of recovered areas with community participation; (ii) non-structural risk prevention and mitigation measures; (iii) pre-investment studies for the design of specific projects; and (iv) community risk early warning and prevention systems.
Component 2: Productive Diversification.
2.06 This component will make it possible to leverage the economic development potential of the basin by characterizing productive diversification alternatives and opportunities for permanent job creation.
2.07 Under this component, Program resources will finance initiatives in the eligible categories of: (i) alternative crops to the production of Musaceae; (ii) organic production and agroforestry systems; (iii) increased productivity through less environmentally aggressive techniques; (iv) transformation of agricultural production and productive linkages; (v) market studies and support for commercialization; and (vi) training.
2.08 This includes financing three (3) pilot projects for productive diversification in: (i) areas intended for the cultivation of Musaceae; (ii) reduction in the use of agrochemicals; and (iii) production of organic cocoa and agroforestry systems.
2.09 To leverage tourism development in the coastal strip and achieve productive linkages and extension of benefits towards the middle and upper parts of the basin, a specific project for strengthening a rural community ecotourism network will be financed, which includes the development of new tourism products.
Component 3: Public Services and Basic Infrastructure.
2.10 This component focuses on guiding public investment in infrastructure and basic services to raise the coverage and accessibility levels of the population, stimulating community and private sector management.
2.11 Program resources will finance projects that meet the eligibility criteria according to the ROP, in the following categories: (i) small potable water and sewerage systems; (ii) basic sanitation; (iii) solid waste management and disposal; (iv) rural electrification; (v) rehabilitation of rural roads and other drainage and crossing road works (e.g.: culverts, small bridges); (vi) small civil protection works for reducing vulnerability to natural risks; and (vii) other basic support infrastructure for production such as markets, collection centers, and community centers. Pre-investment studies for projects in the above categories will also be financed.
2.12 Under this component, an indicative sample has been designed consisting of four (4) potable water and waste disposal projects covering the lower, middle, and upper basins; a rural latrine project in the middle and upper basin; a solid waste disposal project; four rural energy projects; and two rural road rehabilitation projects. Specific projects have also been designed for the expansion of the aqueduct and construction of the sanitary sewer system for Chase, the rehabilitation of the Chiroles-Gavilán-Canta section, and a suspension bridge to connect the indigenous communities of Katsi, Dururpe, Boca Urén, and Amubri.
Component 4: Strengthening Management Capacity.
2.13 The activities under this component will enable the development of the management capacity of the different actors with responsibilities within the basin, in order to have a management structure that facilitates the implementation of the strategy outlined. Technical assistance (equipment, workshops, training) and studies will be financed. The strengthening actions are envisioned at three levels:
2.14 Local Level. The capacity of the municipality of Talamanca will be strengthened in the areas of administration, finance, planning, regulatory frameworks, and regulations to facilitate and strengthen its capacity for the provision of public services. Likewise, the capacity of women's associations, indigenous communities, producers' and community associations such as the COVIRENAS, the Asociaciones Administradoras de Acueductos Rurales (ASADAS), communal enterprises for the administration of basic services, enterprises dedicated to various types of products and services, associations dedicated to administering protection zones and recreation areas, among others, will be strengthened to ensure their participation in the development of the basin in general and of the Program in particular, on a demand-driven basis. Specifically, payment systems for basic services will be strengthened through tariff improvements, in order to guarantee the financial sustainability of investments in said services. Likewise, specific technical assistance activities (equipment, workshops, and training) and studies will be financed to establish mechanisms to promote community participation and that of the external and internal private sector of the region in the regulation and management of public services. The organization, regulation, and operation of the three (3) District Committees will also be financed during the Program execution period.
2.15 Basin Level. Technical assistance will be provided for the creation and operation of the Sixaola River Basin Committee (Comité de la Cuenca del Río Sixaola - CCRS), including the preparation of its internal regulations, training, and the installation and operation of a georeferenced information system during the Program execution period, taking as a starting point the system developed during its preparation process. This strengthening will also include the creation of a single window to support residents with administrative procedures related to obtaining legal status, advice for obtaining credits, ATMs, telephone banking, payment for services, among others. In addition, technical assistance and training will be provided for the strengthening of the provincial directorates of the national institutions belonging to the CCRS.
2.16 Binational Level. For binational activities, technical assistance will be provided to the Executive Secretariat of the MIDEPLAN Binational Commission, both for the execution of the Binational Program and in the implementation of the ERDS and the agenda outlined within the current Costa Rica-Panama Border Agreement (Convenio Fronterizo Costa Rica-Panamá) and in aspects related to customs control, transit through the border area, labor and security, environmental control, animal and plant health, among others.
III. Program Cost and Financing Plan
3.01 The estimated cost of the Program is the equivalent of twelve million dollars (US$12,000,000) according to the following distribution by investment category and by source of financing:
Cost Table (In US$ Millions)
| Investment Categories | Bank | Local | Total | % |
|---|
| I. ADMINISTRATION AND SUPERVISION | 0.73 | 0.91 | 1.64 | 13.7% |
| 1.1 Program Coordinating Unit (Unidad Coordinadora del Programa, UCP) | 0.52 | 0.91 | 1.43 | |
| 1.2 Audits, mid-term and final evaluation | 0.14 | 0.00 | 0.14 | |
| 1.3 Program Monitoring and Evaluation (SEP) | 0.07 | 0.00 | 0.07 | |
| II. DIRECT COSTS | 8.49 | 1.05 | 9.54 | 79.5% |
| 2.1 Environmental Management, Natural Resource Management and Vulnerability Reduction | 1.26 | 0.18 | 1.44 | |
| 2.2 Productive Diversification | 4.43 | 0.40 | 4.83 | |
| 2.3 Public Services and Basic Infrastructure | 2.80 | 0.31 | 3.11 | |
| 2.4 Strengthening Management Capacity | 0.00 | 0.16 | 0.16 | |
| III. FINANCIAL COSTS | 0.00 | 0.82 | 0.82 | 6.8% |
| 3.1 Interest | 0.00 | 0.75 | 0.75 | |
| 3.2 Credit Commission | 0.00 | 0.07 | 0.07 | |
| 3.3 F.I.V. | 0.00 | 0.00 | 0.00 | |
| PROGRAM TOTALS | 9.22 | 2.78 | 12.00 | 100% |
IV. Execution
4.01 The Program Advisory Council referred to in Clause 4.08(a) will advise the execution of the Program, ensuring that the government's policy guidelines are met. Among its functions are: (i) coordinating the efforts of the State and other donors in the basin; (ii) channeling and guiding the participation of national authorities; and (iii) reviewing the Program's progress reports, the basin POA, and the execution of the Program budget. Said Council may be convened by the MIDEPLAN Minister or at the request of any of its members and will meet at least once a year.
4.02 The Basin Committee for the Sixaola River (CCRS), referred to in Clause 3.02(a)(iii) of the Special Stipulations, will be chaired by MIDEPLAN, through the Regional Secretariat of the CRDHVA, and composed of fourteen (14) members as follows: the Regional Directors of the following institutions: MAG, MINAE, Ministry of Public Works and Transport (Ministerio de Obras Públicas y Transporte, MOPT), Ministry of Health (Ministerio de Salud, MINSA), National Emergency Commission, and the Mayor of Talamanca; and two (2) representatives of civil society organizations, for each of the District Committees of Telire and Sixaola-Cahuita, and three (3) representatives for the District Committee of Bratsi. The CCRS will have, among others, the following attributions: (i) technically review the POAs submitted by the Program's District Committees; (ii) consolidate, coordinate the agreement on, and approve the Sixaola River Basin POAs based on the district POAs and communicate them, through the UCP, to MIDEPLAN; (iii) oversee compliance with the ERDS and the PIOTF of the Basin agreed upon at the binational level; (iv) monitor execution based on the approved POAs; (v) fulfill the goals, objectives, and priorities according to the ERDS framework; (vi) provide a space and forum for dispute resolution, contributing the required support to foster consensus among the diverse actors; and (vii) review the annual reports and financial statements prepared by the UCP and respond before the CRDHVA for the presentation and execution of the POA. Said Committee will be convened by the Regional Secretary, on his own initiative or at the request of two of its members, will meet at least bimonthly, and the UCP Coordinator will act as secretary of said Committee.
4.03 The UCP will be an organ with minimal deconcentration from MIDEPLAN, with instrumental legal status, located in the Sixaola River Basin, and will serve as a liaison between the stakeholders and the CCRS, and will be responsible for the execution of the Program. The UCP will be composed of: a Coordinator who will direct it and a support team consisting of three (3) technicians to support each of the District Committees (CD), an administrative officer, and two (2) administrative assistants. It would also be supported by specific consultancies for the contracting processes and preparation of technical aspects.
4.04 The UCP will be the focal point for the Bank and will initially have the following functions on behalf of MIDEPLAN: (i) sign agreements with different organizations (productive, civic, environmental, etc.), local governments, and central government institutions, regarding technical assistance, the execution of studies, consultancies and projects, and their supervision; (ii) carry out the respective contracting processes; (iii) prepare technical assistance projects, studies, specific projects, and productive pilot projects, and contract their preparation up to the feasibility level; (iv) support organizations and local governments in the preparation of projects at the profile or feasibility level and contract the necessary consultancies, verifying that they meet the eligibility and viability criteria specified by the ROP; (v) support the CDs in the integration of the district POAs and coordinate the Program execution process; (vi) administer and supervise the activities related to Program execution; (vii) prepare and submit disbursement requests to the Bank with due justification and anticipation; (viii) prepare the reports required by the Bank for Program execution, including the report on the revolving fund; (ix) open separate bank accounts for the financing and local counterpart resources; (x) maintain specific and detailed accounting records on the use of the financing and local counterpart resources; (xi) provide technical and administrative support to the CCRS in its working meetings; and (xii) effectuate corresponding payments for services and goods.
4.05 The District Committees (CD, Telire in the Upper Basin, Bratsi in the Middle Basin, and Sixaola-Cahuita in the Lower Basin) referred to in Clause 3.02(a)(ii) of the Special Stipulations will function with the support of the UCP and its specialists for each one. Each CD will be composed of six (6) representatives: three (3) of them will correspond to members of the district councils and the other three will be selected through shortlists submitted by the community of each District. Initially, their members will be selected by the CRDHVA on the basis of shortlists submitted by the Civic, Communal, Environmental, and Productive Organizations (Organizaciones Cívicas Comunales Ambientales y Productivas, OCCAP) of the respective District, and subsequently by the CDs themselves, in accordance with their respective internal regulations. The CDs will have, among others, the following functions: (i) receive the projects submitted by the OCCAPs and local governments; (ii) prioritize projects in accordance with the outlined strategies, the ROP, the PIOTF, and the availability of resources according to the indicative budget prepared by the UCP; (iii) present the district POAs for agreement by the CCRS; (iv) carry out monitoring and follow-up activities on the Program activities in their District and make pertinent recommendations to the UCP; and (v) maintain a broad process of information and consultation with community organizations, to learn about their initiatives. The CDs will meet at least bimonthly and will be convened by the President of each Committee on his own initiative or at the request of the majority of its members.
4.06 The functions of the Program Advisory Council, the CCRS, UCP, and the CDs indicated above, as well as the mechanisms and modalities of execution, including the management of funds, the norms and procedures for the execution of the Program components, including the project eligibility, viability, and selection criteria, the procedures for the preparation and evaluation of the POAs, the procurement and contracting procedures for goods and services, the methodology for evaluating and monitoring the POAs, and the maximum amounts per project, shall be defined in the Program's Reglamento Operativo del Programa indicated in Clauses 3.02(b) and 4.04 of the Special Stipulations.
V. Maintenance
5.01 The purpose of maintenance is to conserve the works comprised in the Program in the operating conditions they were in at the time of their completion, within a level compatible with the services they must provide.
5.02 The first annual maintenance plan must correspond to the fiscal year following the start of operations of the first of the Program's works.
5.03 The annual maintenance plan must include: (i) details of the organization responsible for maintenance, the personnel in charge, and the number, type, and condition of the equipment intended for maintenance; (ii) the location, size, and condition of the premises intended for repair and storage, as well as maintenance camps; (iii) information regarding the resources to be invested in maintenance during the current year and the amount of those to be allocated in the budget for the following year; and (iv) a report on maintenance conditions, based on the sufficiency evaluation system established by the Borrower.
LEG/OPR/RGII/IDBDOCS#320210
BIDDING PROCEDURES Program for the Sustainable Development of the Binational Sixaola River Basin
I. SCOPE OF APPLICATION
1.01 Amount and types of entities. This Procedure shall be used by the Bidder1 in all procurement of goods and execution of works for the Project.2 When the estimated value of such goods or works equals or exceeds the amounts established in the Special Stipulations of this Contract and provided that said entity belongs to the public sector, the procurement method to be used shall be international public bidding. Included in said sector are corporations or other entities in which state participation exceeds 50% of their capital. The contracting of related services, such as goods transportation, insurance, installation and assembly of equipment, and initial operation and maintenance, is also governed by this Procedure, and the same rules as for the procurement of goods shall apply.3 The contracting of consulting services, on the other hand, is governed by different procedures.
_______________ 1 In this Procedure, the term "Bidder" (Licitante) means the entity responsible for carrying out the Project's bidding processes, both for works and for goods and related services. This entity may correspond, as the case may be, to the Borrower, the Executing Agency, or to certain official bodies or specialized agencies to which local legislation may entrust the carrying out of either all public sector bidding processes or only the selection and award stages. "Bidder" (Licitador) is the entity that submits the bid. Other synonymous terms are: offeror, applicant, supplier, proponent, contractor, etc.
2 "Project" means the Project or Program for which the Financing has been granted.
3 As an exception, the nationality of the firm providing the related service is governed by the same nationality criteria as those applicable for determining the nationality of works contracting firms, as established in paragraph 2.08. In this Procedure, the term "services" is not used as a synonym for construction services (works).
1.02 Local legislation. The Bidder may apply, in a supplementary manner, formal requirements or procedural details contemplated by local legislation and not included in this Procedure, provided that their application does not conflict with the basic guarantees that bidding processes must meet, nor with the Bank's policies on this matter.4 _______________ 4 Since this Procedure is used uniformly by borrowing countries and their legislation on bidding matters varies in terms of form and detail, the rules established here collect the general lines of the bidding process, its basic guarantees, such as: publicity, equality, competition, formality, confidentiality, and free access, and the Bank's policies on this matter. That is why certain formal matters or procedural details, not included in this Annex, such as the composition of bidding boards or technical committees, formalities for registering firms, deadlines for awarding or evaluating bids, formal requirements for the minutes corresponding to the envelope opening ceremony, award formalities, etc., can be supplied by local legislation.
1.03 Diverse Legal Relationships The legal relationships between the Bank and the Borrower are governed by this Contract. Said Contract also regulates important aspects of the procurement procedures. But since the legal relationships between the Tenderer and the suppliers of related works, goods, and services are governed by the bidding documents and the respective supply contracts, no supplier or entity that is not a party to this Contract may derive rights or demand payments by virtue of this Contract.
1.04 Basic Responsibilities. The responsibility for the execution and administration of the Project resides in the Borrower and, therefore, the latter also bears the responsibility for the awarding and administration of the supply contracts, all without prejudice to the supervisory powers vested in the Bank.
II. GENERAL RULES
2.01 Ethical Standards. Both during the bidding process and during the execution stage of the corresponding contracts, the Bidder and the Tenderer, as well as any other direct or indirect participant in the procurement processes governed by this Procedure, shall maintain the highest ethical standards and shall not engage in any type of corruption in connection with said processes.
2.02 International Public Bidding The international public bidding system shall be used when the procurement of goods or the execution of related works or services is partially or totally financed with foreign currency from the Financing and the estimated value of said goods or works is equal to or exceeds the amounts established in the Special Stipulations of this Contract.
2.03 Unrestricted Participation of Bidders. When foreign currency from the Financing is used, the procedures and specific conditions of the bidding shall allow the free participation of bidders originating from the Bank's member countries.5 Consequently, no conditions may be established that prevent or restrict the offer of related works, goods, and services, including any mode of transport, or the participation of bidders originating from those countries.
_______________ 5 The goods and works to be contracted for the Project and financed with resources from the Multilateral Investment Fund must originate from the MIF donor countries and the regional developing member countries of the Bank.
2.04 Public Bidding that May Be Restricted to the Local Level. The procurement of goods or the execution of works that are financed entirely with local currency from the Financing or with local counterpart funds or with a combination of these two types of funds and whose amounts are equal to or exceed those indicated in the Special Stipulations of this Contract, must be carried out through public bidding, which may be restricted to the national level.
2.05 Other Procedures for the Execution of Works or Procurement of Goods. When the procurement of goods or the execution of works is financed exclusively with resources that do not come from the Financing or the Borrower6, the Tenderer may use procedures agreed upon with the provider of those resources for this purpose. However, the procedures must be compatible, to the satisfaction of the Bank, with the Borrower's obligation to carry out the Project with due diligence and efficiency. Likewise, the goods and works to be procured must: (a) be of satisfactory quality and conform to the technical requirements of the Project; (b) have been delivered or completed in a timely manner; and (c) have been procured at market prices. The Bank may request that the Tenderer inform it about the applicable procedure and the results obtained.
_______________ 6 Such as from commercial banks, suppliers, or other international financial organizations.
2.06 Procedures Applicable to Bids for Amounts Below the Limits Established in the Special Stipulations. (a) The procurement of goods or the execution of works for amounts lower than those indicated in the Special Stipulations shall be governed, in principle, by the provisions of the respective local legislation. As far as possible, the Tenderer shall establish procedures that allow the participation of several proponents, and shall give due attention to aspects of economy, efficiency, and reasonableness of prices. When foreign currency from the Financing is used, the procedures employed must also allow the participation of bidders of goods or works from the Bank's member countries.
(b) When this Contract indicates that the Bank's supervision of certain procurements shall be carried out on an ex-post basis, that is, after the signing of the corresponding procurement contracts, the Tenderer shall notify the Bank of each contract as soon as possible, sending it the basic details thereof, and shall retain, so that the Bank can carry out said supervision, the background documentation of the procurement, and in particular, the following documentation:
(i) The corresponding bidding documents.
(ii) The notices and letters related to the publicity given to the bidding.
(iii) The reports that analyzed the offers and recommended the award.
(iv) The corresponding signed contracts. The Tenderer also undertakes to present to the Bank any additional information that the Bank may require.
(c) Procurements supervised on an ex-post basis are also subject to the Bank's policies. The Bank reserves the right to (i) not finance or cancel the resources for those contracts whose prior procurement procedure was not in accordance with said policies; (ii) to require reimbursement, with interest and commissions, of those resources already disbursed for the cited contracts; and (iii) not to recognize, as part of the local counterpart, those resources that the Borrower had allocated for the cited contracts. The Bank also reserves the right to establish that for future contracts, supervision shall be carried out on an ex-ante basis.
2.07 Eligible Participants and Goods. The goods or works to be contracted for the Project and financed with resources from the Financing must originate from the Bank's member countries.7 To determine that origin, the following rules shall be followed:
_______________ 7 The goods and works to be contracted for the Project and financed with resources from the Multilateral Investment Fund must originate from the MIF donor countries and the regional developing member countries of the Bank.
1. For bids for works 2.08 Criteria for Establishing Nationality. Only firms or companies from one of the Bank's member countries may participate in bids for works. To determine the nationality of a bidding firm, the Tenderer must verify that:
(a) The firm is incorporated and operating in accordance with the legal provisions of the member country where the firm has its principal domicile.
(b) The firm has its principal place of business in the territory of a member country.
(c) More than 50% of the firm's capital is owned by one or more natural or legal persons of one or more member countries or by "bona fide" citizens or residents of those eligible countries.
(d) The firm constitutes an integral part of the economy of the member country in which it is domiciled.
(e) There is no arrangement under which a substantial part of the net profits or other tangible benefits of the firm are credited or paid to natural persons who are not citizens or "bona fide" residents of the member countries; or to legal persons who are not eligible according to the nationality requirements of this paragraph.
(f) In the case of a contract for the execution of works, at least 80% of the personnel who must provide services in the country where the work is carried out, whether the persons are employed directly by the contractor or by subcontractors, are citizens of a member country. For the purposes of this calculation, if the firm is from a country different from that of the construction, citizens or permanent residents of the country where the construction is carried out shall not be taken into account.
(g) The above rules shall apply to each of the members of a consortium (association of two or more firms) and to firms proposed to subcontract part of the work.
The requirements dealt with in this paragraph must be known to the interested parties. These must supply the Tenderer with the pertinent information to determine their nationality, whether on the prequalification forms, registration forms, or bidding forms, as applicable.
2. For bids for the procurement of goods 2.09 Criterion for Establishing the Origin of Goods. Only goods whose country of origin is a Bank member country may be procured. The term "country of origin" means:
(a) That in which the material or equipment has been extracted, grown, produced, manufactured, or processed; or (b) That in which, as an effect of manufacturing, processing, or assembly, another commercially recognized article results that differs substantially in its basic characteristics from any of its imported components. The nationality or country of origin of the firm that produces, assembles, distributes, or sells the goods or equipment shall not be relevant for determining the origin thereof.
2.10 National and Regional Margins of Preference for Bids for the Procurement of Goods. In cases of international public bids for the procurement of goods, the Tenderer may apply the following margins of preference:
2.11 National Margin of Preference. When suppliers from the Borrower's country participate in the bids, the Tenderer may apply a national margin of preference in favor of those suppliers. The following criteria shall be used for this purpose:
(a) A good shall be considered of local origin when the cost of the local materials, labor, and services used in its manufacture represents no less than 40 percent of its total cost.
(b) In the comparison of local and foreign offers, the price proposed or offered for articles of national origin shall be the delivery price at the Project site, after deducting: (i) the import duties paid on principal raw materials or manufactured components; and (ii) the national sales, consumption, and value-added taxes incorporated into the cost of the article or articles being offered. The local proponent shall provide proof of the amounts to be deducted, in accordance with subparagraphs (i) and (ii) above. The price proposed or offered in the foreign offer shall be the CIF price, excluding import duties, consular fees, and port charges, to which the handling costs at the port and local transport, from the port or border to the project site in question, shall be added.
(c) The conversion of currencies to establish price comparisons shall be made based on the exchange rate applied by the Bank itself in this Contract.
(d) In the award of bids, the Tenderer may add a margin of preference of 15% or the actual customs duty, whichever is less, to the CIF price of foreign offers expressed in the equivalent of its national currency.
2.12 Regional Margin of Preference (a) For the purposes of the Contract, the Bank recognizes the following subregional or regional integration agreements: (i) Central American Common Market; (ii) Caribbean Community; (iii) Andean Subregional Integration Agreement; and (iv) Latin American Integration Association. In cases where the Borrower's country has signed more than one integration agreement, the subregional margin of preference or the regional margin may be applied, according to the country of origin of the good.
(b) When suppliers from a country other than that of the Borrower, which is a member of an integration agreement to which the Borrower's country is also a party, participate in a bid, said suppliers of goods shall be entitled to a regional margin of preference that shall be recognized for them using the following criteria:
(i) A good shall be considered of regional origin when it originates from a country that is a member of an integration agreement to which the Borrower's country is a party and complies with the rules that regulate origin and other aspects related to the trade liberalization programs established by the respective agreements.
(ii) The local value added is no less than that stipulated for the national margin of preference.
(iii) In the comparison of foreign offers, the Tenderer may add to the price of offers for goods originating from countries that are not parties to the respective integration agreement either a percentage of 15%, or the difference between the import duty applicable to those goods when they originate from countries that are not parties to the integration agreement and that applicable to those goods when they come from countries that are parties to the agreement, whichever is less.
2.13 Association of Local and Foreign Firms. The Bank encourages the participation of local suppliers and contractors in procurement processes, to foster the development of local industry. Local suppliers, industrialists, and contractors may bid independently or in consortiums with foreign firms, but it may not be established that the formation of consortiums or any other type of association between local and foreign firms is mandatory, nor may mandatory participation percentages be established.
III. INTERNATIONAL PUBLIC BIDDING
PUBLICITY General Procurement Notice 3.01 General Rule and Special Requirements. Unless the Bank agrees otherwise, the Project shall require the publication of a General Procurement Notice "GPN". This notice shall aim to notify interested parties in a timely manner about the possible procurements of works, goods, or services that will take place for the Project, as well as their approximate date, and must include the following information:
(a) Name of the country.
(b) Reference to the Inter-American Development Bank loan.
(c) Name of the Project, amount of the loan, and its purpose.
(d) Brief description of each of the bids or group of bids that would be carried out for the Project, with a tentative indication of the quarter or semester of each year in which they will take place.
(e) Brief description of the Bank's publicity policy for specific bids, indicating the type of publication to be used and other sources of information (Embassies or others).
(f) Name of the Tenderer, its mailing address, telephone, and fax, where interested parties can obtain additional information.
3.02 Method of Publication. When the publication of the GPN has not been processed or carried out prior to the signing of this Contract, the Bank shall be responsible for its publication, on behalf of the Tenderer, in the United Nations newspaper called "Development Business". For this, the Tenderer shall send the text of the GPN to be published for review and publication by the Bank, following the requirements indicated in paragraph 3.01, no later than 30 days after the effective date of this Contract. Once the final text is agreed upon, the Bank shall be responsible for its publication, which may be done in any of the Bank's official languages.
3.03 Publicity Requirements for Specific Bids (a) Content of the announcement to prequalify The announcement for prequalification or for registration in the proponents' registry, as applicable, the text of which must have the prior approval of the Bank, must include, at least, the following information:
(i) General description of the Project and the work subject to the bid, its location, and its main characteristics. In the case of a bid for goods, their description and special characteristics, if any.
(ii) The prequalification method proposed to be used.
(iii) Approximate dates on which the invitations to bid will be issued, the proposals for the bid will be opened, the works subject to the bid will begin, and their construction will be completed.
(iv) The fact that the project subject to the bid is partially financed by the Bank, and that the procurement of goods or the contracting of works with said Financing will be subject to the provisions of this Contract.
(v) The place, time, and date on which companies may obtain the prequalification or registration forms, agreed upon between the Tenderer and the Bank, as well as their cost.
(vi) The other requirements that interested parties must meet to qualify and subsequently be invited or be able to participate in public bids.
(b) Content of bidding announcements and invitations to submit proposals The call for bids announcements published in the press when prequalification has not been carried out, or the invitations to bid delivered or sent to prequalified companies, the texts of which must have the prior approval of the Bank, must state, at least, the following:
(i) The description of the Project and the purpose of the bid, and the origin of the funds intended to finance the cost of the procurements or works.
(ii) The fact that the project subject to the bid will be partially financed by the Bank, and that the procurement of goods or the contracting of works with said Financing will be subject to the provisions of this Contract.
(iii) The general description of the equipment, machinery, and materials required, as well as the work, with the volumes or quantities of work, its main parts, and the term for its execution.
(iv) The office or place, day, and time where the bidding documents, including the bases, plans, and specifications, as well as the draft contract to be entered into, may be obtained.
(v) The office where the proposals must be delivered and the authority responsible for deciding their approval and award.
(vi) The place, day, and time when the proposals will be opened in the presence of the bidders or their representatives.
(c) Publicity (i) Local Publicity. Every bid for goods, works, or related services must include local publicity. Said publicity consists of the announcement of prequalification or registration, and that of the bid when there is no restricted invitation to prequalified firms, being published at least twice in a widely circulated newspaper or, at the option of the Tenderer, once in two widely circulated newspapers.
(ii) International Publicity. When bids are carried out whose estimated value equals or exceeds the amounts established in the Special Stipulations of this Contract, in addition to the local publicity referred to in subparagraph (i) above, the Tenderer must carry out international publicity. In these cases, the announcement of prequalification or registration and the bidding announcement, when prequalification has not been carried out, must be published in the United Nations newspaper "Development Business" and, if applicable, in any additional means of publicity indicated in the Special Stipulations.
BIDDING DOCUMENTS 3.04 Bank Approval. The bidding documents shall be approved by the Bank before being delivered to interested parties. These documents must also comply with the requirements established in paragraphs 3.05 to 3.16.
3.05 Clarity, Content, and Price of the Documents. The bidding documents prepared by the Tenderer must be clear and coherent. The goods, works, or services to be provided must be described carefully and in all necessary detail; the inclusion of conditions or requirements that hinder the participation of qualified contractors must be avoided; and the criteria to be used in the evaluation and comparison of offers must be clearly indicated. The detail and complexity of the documents may vary according to the nature of the bid, but generally these documents include: the call for bids; instructions to bidders; form for the offer; guarantee requirements; model contract; technical specifications; list of goods or quantities and, where applicable, price schedule. If a price is set for the bidding documents, it must reflect the cost of their reproduction and in no case be so high as to discourage competition.
3.06 Free Access to the Tenderer. The Tenderer must be available, once the bidding documents have been obtained and until a reasonable time before the opening, to answer questions or formulate clarifications to the proponents regarding the bidding documents. These inquiries shall be answered promptly by the Tenderer, and the respective clarifications must be made known to the other interested parties who have obtained the bidding documents and to the Bank. The names of the companies that requested clarifications shall not be disclosed.
3.07 Quality Standards. If the bidding documents mention quality standards to which the equipment or materials must conform, the specifications must indicate that goods complying with other recognized standards that ensure quality equal to or superior to the mentioned standards will also be acceptable.
3.08 Specifications for Equipment; Trademarks. The specifications must not refer to trademarks, catalog numbers, or types of equipment from a specific manufacturer, unless it has been decided that it is necessary to do so to guarantee the inclusion of a specific essential design, or performance, construction, or manufacturing characteristic. In such a case, those references must be followed by the words "or its equivalent," along with the criteria for establishing that equivalency. The specifications must allow offers of alternative equipment, articles, or materials that have similar characteristics, provide equal service, and are of equal quality to that established in said specifications. In special cases and with the prior approval of the Bank, the specifications may require the supply of a specific brand-name article.
3.09 Stipulations on Currencies. The bidding documents must contain the following provisions regarding currencies:
(a) Currency of the Bid The bidding documents must establish that the supplier may express the offer price in its own currency or, at the supplier's option, in a single currency selected by the Tenderer and indicated in the bidding documents, provided that it is widely used in international trade. The supplier that anticipates incurring expenses in more than one currency and wishes to receive payments in the same currencies as its offer, must indicate and justify the portion of its offer price in each of the corresponding currencies. As an alternative, the supplier may express the total price of its offer in a single currency and indicate the percentages of the offer price that must be paid in other currencies and the exchange rates used in the calculations. The bidding documents must clearly indicate the rules and procedures for making the conversion.
(b) Currency for the Evaluation and Comparison of Offers The currency or currencies in which the Tenderer would pay the price of the corresponding goods or works shall be converted into a single currency selected by it and identified in the bidding documents as the currency for the comparison of all proposals. The exchange rate to be used in said evaluation shall be the selling rate of the selected currency, published by an official source and applicable to similar transactions. The effective date for the conversion of the exchange rate must be indicated in the bidding documents. Said date must not precede the date established for the opening of the offers by more than 30 days.
(c) Currency to Be Used for Payments Generally, the payment currency to the contractors shall be the same currency or currencies used by the successful bidder in its offer. When payments must be made in both national currency and foreign currencies, the bidding documents must stipulate that the amounts in each currency must be detailed and justified separately. When the price of an offer is fixed in a given currency and the bidder had requested to also be paid in other currencies, indicating its needs for said currencies as percentages of its offer price, the exchange rates to be used to make said payments shall be those indicated by the bidder in its offer. This is intended to ensure that the value of the portions of its offer that were expressed in foreign currencies is maintained, avoiding losses or gains. It is the Tenderer's responsibility to clearly establish in the bidding documents and in the corresponding contract that the bidder must comply with the requirements described above, and also that it may not obtain payment in a currency different from that specified in the bidding bases, offer, and contract.
3.10 Exchange Risk. When payment to the contractor or supplier is based on the conversion of national currency or foreign currency, the exchange risk must not be borne by the contractor or supplier.
3.11 Bid Security. The surety bonds or bid securities shall not be for such high amounts,8 nor their validity so prolonged, as to discourage the participation of responsible bidders. The successful bidder's security shall be returned when the contract is perfected and its performance bond or guarantee is accepted. Those who placed second and third shall have theirs returned within a period not exceeding three months, counted from the award or upon the perfection of the contract if this occurs before said period. The other proponents shall have their security returned within five days following the award.
_______________ 8 Some bidding practice limits the amount of bid securities ("bid securities", "tender guarantees" or "bid bonds") to a certain percentage of the price of each offer. In general, it is recommended that the Tenderer establish a fixed percentage related to the estimated cost of the work that is common to all bidders. This is to prevent the price of each offer from being disclosed more easily before the opening, should the amount of the security become known. This fixed percentage varies between 1% for very large contracts, greater than the equivalent of US$100 million, and 3% for smaller contracts.
3.12 Performance Bond or Guarantee. The specifications for construction works must require performance bonds or other guarantees that ensure the works will be carried to their conclusion. Their amount shall vary according to the type and magnitude of the works, but must be indicated in the bidding documents and be sufficient to give the Tenderer adequate protection. The amount of the bond must ensure that, in the event of default by the contractor in the execution of the works, these shall be completed without cost increases. The validity of the bond or guarantee must exceed the term of the works contract, to cover a reasonable warranty period. If necessary, bonds or guarantees may be required for equipment supply contracts. These guarantees may consist of the retention of a percentage of the total payment during a test period.
3.13 Criteria for Offer Evaluation. The award shall be made to the most advantageous offer, which is the one that includes factors that, in addition to price, must be taken into account in the comparison of offers. The latter is the "offer evaluated as the lowest." To select the offer evaluated as the lowest, the bidding documents must clearly establish which factors, besides price, must be taken into account in the evaluation and the value to be given to each factor. These factors should preferably be expressed in monetary terms or, at minimum, be given a relative weighting in accordance with the criteria indicated in the bidding documents. The factors that are usually taken into account are, among others, the costs of transportation to the project site; the payment schedule; the delivery time for the works or goods; the operating costs; the efficiency and compatibility of the equipment; the availability of maintenance service and spare parts; and the proposed construction methods. The relative weight assigned to these factors must reflect the costs and benefits that said factors will bring to the project. Factors not listed in the bidding documents may not be considered in the evaluation of proposals. The amount, if any, of the price adjustment included in the proposals must not be taken into account.
3.14 Curable errors or omissions. The bidding documents shall distinguish between curable and non-curable errors or omissions, both for the prequalification stage and for the bid submission stage. A Bidder shall not be automatically disqualified for not having submitted complete information, whether due to involuntary omission or because the requirement was not clearly established in the bidding documents. Provided that the errors or omissions are of a curable nature --generally because they involve omissions related to data verification or historical information-- the Borrower must allow, within a short period, the interested party to provide the missing information or correct the curable error. However, there are certain types of basic errors or omissions that, due to their seriousness, are not traditionally considered curable. Examples of these are not signing the bid or not submitting a specific guarantee. Finally, the correction of errors or omissions shall also not be permitted to be used by the bidder to alter the substance of its bid or improve it.
3.15 Rejection of bids. The bidding documents shall provide that the Borrower may reject all bids, in accordance with the guidelines indicated in paragraph 3.43.
3.16 Model contract. The model contract between the Borrower and the awardee shall be suited to the type of bidding process involved. The contract shall be drafted with the aim of achieving an equitable distribution of risks related to the respective operation, so that the most economical price and efficient execution of the operation can be obtained. Said contract shall include general and special conditions.
(a) General conditions of the contract The contract shall include general conditions containing, among others, general obligations of the contractor, provisions on bonds, indemnities and insurance, penalty and bonus clauses, payment retention percentage, termination, advances, form and currency of payment. When applicable, the general conditions shall also include the duties and responsibilities of the consultant(s), modifications, additional items, and particular situations of the site where the works are to be performed that may affect their construction. Special requirements related to some frequent clauses of the general conditions of the contract are included:
(i) Expenses financed with Bank funds chargeable to the contract The contract shall provide that the contractor or supplier shall not incur expenses for the purposes of the contract to be financed with Loan resources in the territory of a country that is not eligible for Project procurement.
(ii) Payments The Borrower shall carefully analyze any advance to the supplier or contractor for mobilization expenses, which may be authorized once the contract is signed. Other advances that may be authorized, such as for materials to be delivered to the work site but not yet incorporated into the work, shall be clearly provided for in the contract. When applicable, the payments to be made for works performed or goods delivered shall be indicated, to avoid excessively high bids resulting from the high cost of the contractor's or supplier's working capital. At the Borrower's request, the Bank may make disbursements for the acquisition of goods and construction services financed from the Financing, through: (1) direct disbursements to the Borrower in the form of advance payment or reimbursement of expenses; (2) disbursement to suppliers of imported goods or to contractors; and (3) an irrevocable agreement by the Bank to reimburse a commercial bank that has issued or confirmed a letter of credit to a supplier or contractor.
(iii) Price adjustment clauses When applicable, provisions may be included regarding adjustments (upward or downward) to the contract price for cases where changes occur resulting from inflation or deflation of the economy, affecting the main cost components of the contract, such as labor, materials, and equipment. The bases on which such adjustments will be made shall be clearly indicated in the bidding documents and in the contract.
(iv) Retention percentages When applicable, the bidding documents and the contract may stipulate retentions of a certain percentage of the total price to guarantee compliance with the contractor's obligations, as well as the conditions for their return and final payment.
(v) Penalty and bonus clauses The contract shall include penalty clauses in case delays in the completion of the project result in additional expenses, loss of income, loss of production, or inconveniences for the Borrower. Likewise, the contract may stipulate the payment of a bonus to the contractor for the completion of the contract before the scheduled deadline or for exceeding the minimum criteria established in the contract regarding performance.
(vi) Force majeure Among the general conditions of the contract, it is advisable to include clauses stipulating that the total or partial failure by one of the parties to fulfill its obligations under the contract shall not be considered a breach of said obligations if it is due to an event of force majeure (which shall be defined in the general conditions of the contract).
(vii) Resolution of disagreements It is advisable to include in the conditions of the contract, provisions regarding the applicable law and the forum for the resolution of disagreements.
(b) Special conditions of the contract The special conditions of the contract include the detailed description of the works to be constructed or the goods to be supplied; the source of financing; special requirements relating to matters such as currencies, payment, bonuses for early completion, and any modification that must be made in relation to the provisions of the general conditions.
Prequalification and registration of proposers 3.17 Scope of application. General rule. The Borrower shall use, in bidding processes for the execution of works, the system of prequalification or registration of proposers when dealing with large or complex civil works. The Borrower may also use prequalification or registration for the procurement of goods when it deems it appropriate.
3.18 Two-envelope system. Unless local legislation prohibits it, the Bank and the Borrower may agree, when there are circumstances that, in the judgment of the parties, make it advisable, to use the two-envelope procedure. This procedure must be clearly established in the tender documents for the call. Through this procedure:
(a) Every proposer shall submit, at the opening ceremony, two sealed envelopes, the contents of which shall be as follows:
(i) Envelope No. 1- Information on the financial, legal, and technical capacity of the firms. This information shall refer to topics such as: financial solvency, capacity to contract, general and specific experience, key personnel and machinery available for the project, executed contracts, contracts in execution, and existing commitments and litigation.
(ii) Envelope No. 2- The bid proper with the respective price quotation.
(b) At the opening ceremony, which will take place in a public ceremony on the scheduled day and time, Envelopes No. 1 shall be opened and it shall be verified whether the proposers have included the documents required by the bidding terms. If these Envelopes do not contain the required documentation, this fact shall be recorded in the minutes of the session, along with the information that is missing or incomplete, and Envelopes No. 2 shall be returned to the respective bidders unopened. Once these procedures are completed, the first ceremony shall be concluded, with Envelopes No. 2 of the bidders who had submitted all the information required in Envelopes No. 1 remaining closed.
(c) Based on this information, the prequalification of the bidders shall proceed within the deadlines indicated in the bidding terms.
(d) Once the prequalification is concluded and approved by the Bank, the second public ceremony shall take place, on the date, time, and place that had been indicated with adequate advance notice. In it, first, Envelopes No. 2 of the companies that had not been prequalified shall be returned, unopened. Then, Envelopes No. 2 of the prequalified companies shall be opened, and the price of each bid shall be read aloud, recording in the minutes the prices and most relevant details of the bids.
(e) The final analysis of the proposals and the award shall be carried out within the deadlines set in the tender documents and once the Bank has given its conformity to the actions taken.
3.19 Registration of proposers. The registration of proposers is a form of prequalification accepted by the Bank. To be acceptable, it is necessary that the registers: (a) be open permanently or that the opening, whether for updating data of registered firms or for the incorporation of new firms, be carried out frequently; (b) be open on the occasion of bidding processes carried out for projects financed with Bank loans; and (c) do not include requirements that hinder or prevent the participation of foreign companies or violate the principle of equality of applicants.
3.20 Timeframe for carrying out prequalification. The Borrower shall carry out the prequalification within a timeframe that harmonizes with the investment schedule agreed upon between the Borrower and the Bank.
3.21 Content of the prequalification or registration of proposers form. The prequalification or registration form, as the case may be, shall contain, among others, the following information:
(a) Legal background regarding the incorporation, legal nature, and nationality of the proposing company. A copy of the respective bylaws and constitutive documents shall be attached. The information relating to nationality shall comply with what is indicated in paragraph 2.08.9 (b) Technical background of the company.
(c) Financial situation of the company.
(d) Personnel and equipment available.
(e) Experience in the construction, manufacturing, and installation of goods or works similar to those constituting the object of the bidding process.
(f) Works being carried out or obligations already assumed by the company.
(g) Proof that the company has sufficient personnel and equipment to satisfactorily carry out the works contemplated within the project, and an indication of the location where said personnel and equipment are situated.
(h) Description, in broad terms, of the systems that the company would use in the execution of the work.
______________ 9 In cases where prequalification is carried out in a bidding process for the procurement of goods, the information referred to in this sub-paragraph shall also refer to the origin of the goods, in accordance with the provisions of paragraph 2.08.
3.22 Deadline for the submission of the forms. Interested parties shall have a period of at least 45 calendar days, counted from the last publication of the notice, to submit the prequalification or registration form. This period may be reduced to 30 days when the bidding process is restricted to the national scope.
Selection of prequalified parties 3.23 Qualified firms. Only firms that demonstrate, in accordance with the requirements established in the bidding documents or in those of the register, the technical, financial, legal, and administrative capacity to carry out the works may be prequalified or registered in the proposers' register. Forms presenting formal defects or evident errors may be admitted and their correction required, following the principles indicated in paragraph 3.14.
3.24 Technical report. The Borrower shall prepare a technical report on the firms that submitted, indicating which ones have been prequalified or duly qualified in the register and which ones have not, and giving the reasons for this. The report shall be sent to the Bank promptly, so that it may express its conformity or reservations in this regard.
3.25 Notification of the results. Once the Bank approves the technical report, the results shall be notified simultaneously to all participating firms.
3.26 Subsequent disqualifications. When a firm has been prequalified, it may not be disqualified for the corresponding bidding process, unless the prequalification or registration was based on incorrect information submitted by the firm or that supervening circumstances have occurred after the date of prequalification or registration that justify that decision.
3.27 Validity of the qualification. After one year has elapsed from having carried out a prequalification or registration without having called for bids, the Borrower shall make a new call for prequalification or registration, to admit new proposers and for the already prequalified or registered firms to update the original information. The new call shall meet the requirements established in this Procedure.
3.28 Lack of proposers (a) Should fewer than two proposers be prequalified or registered in the first call, a second call shall be made following the same procedure as for the first, unless the Bank authorizes a private bidding process under the terms established in the following paragraph, or to directly select the contractor.
(b) If, after the second call, two or more firms are not prequalified, the prequalification may be declared void and, with the prior approval of the Bank, a private bidding process may be carried out inviting at least three firms, including the prequalified one, if any.
3.29 Prequalification for several bidding processes (a) The Borrower may agree with the Bank to carry out a single prequalification of contractors for several bidding processes, when it foresees that, within a short period of time, it shall have to carry out several bidding processes for the construction of a set of works of the same nature that, due to their geographic location or other factors acceptable to the Bank, cannot be carried out through a single bidding process.
(b) The contractors thus prequalified may participate, if so established by the bidding terms, in one or more of the scheduled bidding processes. The Borrower may require, in each call for bids, that the proposers update information that may have changed since the time of prequalification and, especially, a demonstration that the execution capacity of each contractor continues to meet that required by the bidding terms.
(c) The validity of prequalifications for a set of bidding processes shall not exceed one year.
BIDDING Call for bids 3.30 When prequalification has been carried out. If prequalification has been carried out, the Borrower shall only send or deliver invitations to submit bids to the firms that were prequalified. Before sending or delivering said invitations, the Borrower shall submit to the Bank, for its conformity, the text of the invitation and, if it had not done so before, the bidding documents. At this stage, the publication of notices will no longer be necessary.
3.31 When prequalification has not been carried out. If prequalification has not been carried out, the provisions established in paragraph 3.03 regarding publicity shall be followed for the call for bids. Regarding the capacity of the proposers to carry out the work or provide the goods in question, the bidding documents shall clearly indicate the minimum requirements that said proposers must meet. For this purpose, the documents shall include a questionnaire, with content similar to the form indicated in paragraph 3.21 of this Chapter, which shall be completed by the interested parties and submitted together with the respective bids.
Deadlines for the submission of bids 3.32 Normal deadline. For the submission of bids in international public bidding processes, a period of at least 45 calendar days shall be established, counted from the date of the last publication of the bidding notice or from the date on which the bidding documents were made available to potential bidders, whichever is later.
3.33 Deadline for large or complex civil works. In the case of large or complex civil works, proposers shall have a minimum period of 90 calendar days to prepare their bid.
3.34 Deadline for national bidding processes. When the bidding process is confined to the national scope, the Borrower may reduce the deadline for submitting bids to 30 calendar days.
3.35 Confidentiality that must be maintained in relation to certain documents. The officials in charge of receiving the envelopes with the prequalification form or with the bid must verify that they are duly sealed. These envelopes shall be kept in a secure place until the date set for their opening. Once opened, no photocopies shall be made of the documents contained in the envelopes. Unless the law provides otherwise, after the public opening and the reading of the bid prices and before the announcement of the award, information regarding the examination, tabulation, clarification, and evaluation of the bids or related to the recommendations concerning the award thereof may only be provided to officials of the Borrower who are officially involved with the bidding process in question.
3.36 Modification or extension of the bidding documents. Any modification or extension of the bidding terms and specifications or of the bid submission date must have the prior conformity of the Bank and be communicated to all interested parties that have withdrawn the bidding documents. Should, in the judgment of the Borrower or the Bank, the modification or extension be substantial, at least 30 calendar days must elapse between the communication to the interested parties and the bid opening date.
3.37 Inquiries shall not modify the bidding documents. Inquiries addressed to the Borrower by interested parties regarding the interpretation of the bidding documents may not be used to modify or extend the bidding terms and specifications. The inquiries and their responses shall have no suspensive effect on the deadline for bid submission.
3.38 Single bid. When only one proposal is submitted in a bidding process, the Borrower may not award the contract, unless the Bank has given its prior consent.
3.39 Bid opening. Bids must be submitted in writing and in sealed envelopes. They must be signed by the legal representatives of the bidders and meet the requirements established in the bidding documents. They shall be opened in public on the scheduled day and time. The representatives of the bidders and of the Bank may attend the opening ceremony and examine the bids. Bids received after the date and time set for their submission shall be returned unopened. The name of the bidders, the price of each bid, and the term and amount of the guarantees shall be read aloud, as well as any substantial modification that had been submitted separately, within the deadline, but after the submission of the main bid. Minutes shall be drawn up of all proceedings, which shall be signed by the representative of the Borrower and by the bidders present who wish to do so.
3.40 Clarification of bids. The Borrower may request bidders to provide clarifications regarding their bids. The clarifications requested and given may neither alter the essence of the bid or its price, nor violate the principle of equality among bidders.
Analysis and comparison of proposals 3.41 Purpose. When analyzing and comparing the proposals, it shall be determined whether they comply with the terms and conditions stipulated in the bidding documents, and the value of each proposal shall be established, with the purpose of selecting the awardee.
3.42 Evaluation of the proposals. The provisions of paragraph 3.13 shall be taken into account in the evaluation of the proposals.
3.43 Rejection of bids. Bids that do not substantially conform to the bidding terms or that contain non-curable errors or omissions, according to the criteria established in paragraph 3.14, shall be rejected without going through the evaluation stage. The Borrower, after consulting with the Bank, may also reject all bids when none of them conforms to the bidding documents, or when it is evident that there has been a lack of competition or collusion. Bids should not be rejected and a new bidding process called solely based on price, when the price is only slightly higher than the estimated cost calculations. However, the Borrowers may, after consulting with the Bank, reject all bids if the lowest evaluated price bids are considerably higher than the official budget. In these cases, new proposals must be requested, at least from all those who were invited to submit bids initially, and sufficient time must be granted for their submission. Individual proposals may be rejected when they are so much lower than the official budget that it can reasonably be anticipated that the Bidder will not be able to complete the works or provide the goods within the scheduled timeframe and for the offered price.
3.44 Bid evaluation report. The Borrower shall prepare a detailed report on the analysis and comparison of the proposals, stating the precise reasons on which the selection of the proposal evaluated as the lowest is based. Said report shall be submitted for the Bank's consideration before awarding the contract. If the Bank determines that the draft award does not conform to the provisions of this Procedure, it shall immediately inform the Borrower of its determination, indicating the reasons therefor. Unless the objections presented by the Bank can be remedied, the contract shall not be eligible for financing by the Bank. The Bank may cancel the amount of the Financing that, in its opinion, corresponds to the expenses declared non-eligible.
Award of the bid 3.45 Conformity of the Bank. The bid shall be awarded to the bidder whose proposal has been evaluated as the lowest and conforms to the bidding documents, once the Bank has approved the draft notification of the award.
3.46 Communication of the award and signing of the contract. The Borrower shall communicate the award decision to all proposers, at the address they have indicated, within three business days following the award. Once said notification has occurred, the Borrower may no longer award to another party or declare the bidding process void, except in cases of fraud or other illegal acts or when facts unknown to it at the time of prequalification come to its knowledge that could affect the awardee's capacity to fulfill the contract. It shall send, within a short period, for the Bank's approval, a copy of the draft contract it proposes to sign with the awardee. The contract that is signed may not modify the awardee's bid or the terms and conditions stipulated in the bidding documents. Once the Bank approves the draft contract, its signing shall proceed, and the Borrower shall send the Bank a copy of the signed contract as soon as possible. Within the same period established for the signing of the contract, the awardee shall deliver the corresponding performance guarantee to the Borrower.
3.47 Modification of the award. If, for any reason, the awardee does not sign the contract or does not provide the corresponding performance guarantee within the period set for this, the Borrower may, without calling for a new bidding process, award it to the other proposers in the order in which their bids were evaluated.
Void bidding process 3.48 Report for the Bank. In any case where, for justified reasons, the Borrower intends to declare the bidding process void, it shall require the prior favorable opinion of the Bank, for which it shall send it a complete report including the reasons and evidentiary elements that served as the basis for proposing that measure.
3.49 Effects of the declaration. Once the bidding process is declared void, the Borrower must call for a second bidding process, following the same provisions of this Procedure. If the second bidding process is declared void, the Borrower and the Bank shall agree on the procedure to be followed for the purchase or contracting in question.
IV. DUE PROCESS
4.01 Appeals. The regulations applicable to bidding processes governed by this Procedure must ensure the legal protection of bidders, and permit the filing of the appeals necessary to make said protection effective.
4.02 Filing of protests. The Borrower may not impose conditions that prevent, hinder, or make more expensive the filing of protests by firms participating in bidding processes for the procurement of goods or execution of works with Project resources.
4.03 Communication of protests. The Borrower undertakes to communicate to the Bank, promptly, any protest or claim it receives in writing from the participating firms, as well as the responses it has given to said protests or claims.
V. NON-OBSERVANCE OF THIS PROCEDURE
5.01 Consequences of non-observance. The Bank reserves the right to refrain from financing any procurement of goods and services or contracting of works when, in its judgment, the provisions of this Procedure have not been observed in the corresponding bidding process." INTER-AMERICAN DEVELOPMENT BANK BANCO INTERAMERICANO DE DESENVOLVIMENTO LEG/SGO/CID/IDBDOCS# 1209506 Loan No. 1566/0C-CR Amendment No. 2 AMENDATORY CONTRACT AMENDATORY CONTRACT entered into on the 14th of November, 2007 between the REPUBLIC OF COSTA RICA, hereinafter "the Borrower", and the INTER-AMERICAN DEVELOPMENT BANK, hereinafter called the "Bank".
ARTICLE ONE The following amendments are introduced to the Loan Contract No. 1566/0C-CR, signed between the Borrower and the Bank on December 16, 2005 and amended on January 2, 2007 to finance the Sustainable Development Program for the Binational Sixaola River Basin:
l. Amendments to the Special Stipulations:
1. Section 3 on the "Executing Agency" is amended to henceforth read:
"3. EXECUTING AGENCY.
(a) The parties agree that the execution of the Program and the utilization of the Bank's financing resources shall be carried out by the Borrower, through its Ministry of Agriculture and Livestock, which for the purposes of this Contract shall be interchangeably called "Borrower", "Executing Agency", or "MAG", which shall act through the Program Coordinating Unit within the MAG Regional Directorate for the Huetar Atlántica Region.
(b) Likewise, for the purposes of the Program execution and in accordance with the provisions of Clauses 3.02(a)(ii) and 3.02(a)(iii) of these Special Stipulations, the Executing Agency shall have the support of three (3) District Program Committees (CD): Telire in the Upper Basin, Bratsi in the Middle Basin, and Sixaola-Cahuita in the Lower Basin; and a Sixaola River Basin Committee (CCRS), and a Program Advisory Council (CAP), whose responsibilities are detailed in Annex A of this Contract and in the Program Operational Regulations.
(c) The sectoral ministries and other governmental institutions that have signed inter-institutional agreements with the MAG, in accordance with the provisions of Clause 4.08 (b) of these Special Stipulations, shall also participate in the execution of the Program, in the activities corresponding to them according to their sectoral and political-administrative responsibilities." 2. Clause 4.08 "Special conditions of execution" of the Special Stipulations is amended as follows:
"CLAUSE 4.08. Special conditions of execution.
(a) For the purposes of the Program execution, the Borrower, through the Executing Agency, undertakes to create a Program Advisory Council (CAP) within a period not exceeding 60 days from the effective date of this Contract, which, in accordance with what is detailed in paragraph 4.01 of Annex A, shall be chaired by the Minister of MAG and composed of the ministers or their representatives of the following State institutions at the central level: Ministry of Agriculture and Livestock (MAG), Ministry of Environment and Energy (MINAE); Port Administration and Economic Development Board of the Atlantic Coast (JAPDEVA), and the Municipality of Talamanca.
(b) The Executing Agency must sign inter-institutional cooperation agreements with the entities benefiting from the Program interventions, in which the rights and obligations of each party are determined." (c) The Executing Agency must include in the bidding documents for projects included in the respective Annual Operating Plan (POA), and in accordance with the Program's Operating Regulations, among others, the following basic criteria for any project proposal: (i) a contribution in funds, labor, or in-kind depending on the type of project; and (ii) the inclusion of maintenance and operation mechanisms for infrastructure projects." 3. Subsection (b) of Clause 4.11 "Monitoring and Evaluation" of the Special Stipulations is amended as follows:
"Clause 4.11 Monitoring and Evaluation.
(b) The Executing Agency, through the UCP, shall contract specialized consulting services to carry out the following evaluations of the Program: (i) a mid-term evaluation, when fifty percent (50%) of the Financing resources have been committed, which shall pay special attention to the review of impact indicators between the Borrower and the Bank and provide recommendations for the continuity of Program activities; and (ii) a final evaluation when ninety percent (90%) of the Financing resources have been committed, which shall review the impact indicators and goals agreed upon with the Bank. Both evaluations shall take into account the reports prepared by the Executing Agency."
II. Amendments to Annex A
4. Paragraph 4.01 on "Execution" shall read as follows:
"4.01 The execution structure of the Program shall be implemented with the operation of the following organizational chart:
The Program Advisory Council referred to in Clause 4.08(a) shall advise on the execution of the Program, ensuring compliance with Government policy guidelines. Its functions include: (i) guiding the efforts of the State and other donors in the watershed (cuenca); (ii) channeling and coordinating the participation of national authorities; and (iii) reviewing the Program's progress reports, the watershed's POA, and the execution of the Program's budget. Said Council may be convened by the Minister of MAG or at the request of any of its members and shall meet at least once a year." 5. Paragraph 4.02 on "Execution" shall read as follows:
"4.02 The Sixaola River Watershed Committee (CCRS), referred to in Clause 3.02(a)(iii) of the Special Stipulations, shall be chaired by MAG and composed of nine (9) members, technical representatives of the following institutions: MAG, MINAE, JAPDEVA, IMAS, Municipalidad de Talamanca; and three (3) representatives of civil society organizations, one for each District Committee (Telire, Sixaola-Cahuita, and Bratsi) and the Coordinator of the project: Integrated Ecosystem Management of the Binational Sixaola River Watershed (GEF/IDB). The CCRS shall have, among others, the following attributions: (i) technically review the projects proposed in the planning exercises and demands of the District Committees; (ii) consolidate, concert, and recommend to the UCP the projects to be developed and define the institutional participation in each prioritized project; (iii) ensure compliance with the ERDS and the PIOTF of the Watershed agreed upon at the binational level; (iv) monitor execution based on the POAs approved by the UCP; (v) ensure the timely fulfillment of goals, objectives, and priorities according to the ERDS framework; (vi) provide a space and forum for dispute resolution, providing the required support to foster consensus among the various actors; and (vii) review annual reports and financial statements. Said committee, convened by MAG, on its own accord or at the request of two of its members, shall meet at least bimonthly, and the UCP Coordinator shall act as secretary of said Committee." 6. Paragraph 4.03 on "Execution" shall read as follows:
"4.03 The UCP shall be located in the Sixaola River Watershed and shall serve as a liaison between the stakeholders and the CCRS, and shall be responsible for the execution of the Program. The UCP shall be composed of a Coordinator responsible for the overall management of the Program, and a support team consisting of three (3) technicians, one technician for each intervention sub-area (subwatersheds), in support of each of the District Committees (CD), a financial administrator, and two (2) administrative technicians. It shall also be supported by specific contracts for various administrative and technical processes that cannot be obtained through the involved institutions." 7. Paragraph 4.04 on "Execution" shall read as follows:
"4.04 The UCP shall be the focal point before the Bank and shall have, in principle, the following functions on behalf of MAG: (i) execute the agreements or conventions with the different entities responsible for executing the Program components, regarding technical assistance, execution of studies, consultancies, and projects, and their supervision; (ii) coordinate and supervise the respective procurements; (iii) develop technical assistance projects, studies, specific projects, and productive pilot projects and carry out the procedures for contracting those requiring a feasibility level; (iv) support organizations and local governments in developing projects at the profile or feasibility level and carry out the procedures for contracting the necessary consultancies, verifying that they meet the eligibility and viability criteria specified in the ROP; (v) support the CDs in identifying projects and coordinate the Program execution process; (vi) manage and supervise activities related to the execution of the Program; (vii) prepare and submit to the Bank disbursement requests with due justification and advance notice; (viii) prepare the reports required by the Bank for the execution of the Program, including the report on the revolving fund; (ix) create and maintain control of the specific budget program in MAG and promote the opening of separate bank accounts for the financing resources and the local counterpart funds; (x) maintain specific and detailed accounting records on the use of the financing resources and the local counterpart funds; (xi) provide technical and administrative support to the CCRS in its working meetings; and (xii) request the execution of payments for corresponding services and goods." 8. Paragraph 4.05 on "Execution" shall state:
"4.05 The District Committees (CD, Telire in the Upper Watershed, Bratsi in the Middle, and Sixaola-Cahuita in the Lower) referred to in Clause 3.02(a)(ii) of the Special Stipulations shall operate with the support of the UCP and its specialists for each one. Each CD shall be composed of six (6) representatives: three (3) of them shall correspond to members of the district councils and the other three shall be selected through shortlists presented by the community of each District. Initially, their members shall be selected by the CCRS based on shortlists presented by the Community Civic Environmental and Productive Organizations (OCCAP) of the respective District, and subsequently by the CDs themselves, in accordance with their respective internal regulations. The CDs shall have, among others, the following functions: (i) support the prioritization of the project portfolio according to the strategies outlined, the ROP, the PIOTF, and the availability of resources according to the indicative budget prepared by the UCP; (ii) review and adjustment of the project portfolios; (iii) integration of the projects for the UCP's knowledge and their subsequent prioritization and recommendation by the CCRS; (iv) carry out monitoring and follow-up activities for the Program's activities in their District and make pertinent recommendations to the UCP; and (v) maintain a broad process of information and consultation with community organizations to receive, learn about, and review their initiatives. The CDs shall meet at least bimonthly and shall be convened by the President of each Committee on its own accord or at the request of the majority of its members." ARTICLE TWO The parties ratify all other provisions of Loan Agreement No. 1566/OC-CR, which remain in full force and effect.
IN WITNESS WHEREOF, the Borrower and the Bank, each acting through its authorized representative, execute this Amendment Agreement in two (2) counterparts of equal content, which shall enter into force on the date of signature by the Borrower.
REPUBLIC OF COSTA RICA INTER-AMERICAN DEVELOPMENT BANK /s/ Guillermo Zúñiga Chaves /s/ Fortunato Lari Minister of Finance Representative a.i. in Costa Rica Date; 14/Nov/07