If you are reading this article, you must be seeking a contract from the Federal Government or a private sector/company/persons. I believe it will give you a clue in what is expected during the period of a contract. This articles is a example of with the invitation for bidding, letter of awarded contract, letter of acceptance, letter of request for fund release, and letter of memorandum. I choose to use a poultry farm from (FADAMA - this does not have any full meaning, it just means fertile land in Hausa language) for illustration but you can decide to edit it to the type of business contract you are seeking.
INVITATION FOR
BIDDING
The Federal Government of Nigeria has received a
credit from the International Development Association (IDA) towards the cost of
the Third National Fadama Development Project, part of which proceeds have been
on-lent to the (Name of State) Government. The (Name of State) Government has
allocated a part of the credit and its own funds for ……………….. in …………….. L.G.A.
It is intended that these funds will be applied to eligible payments under
contracts to be given out by the Fadama Users Groups (FUG). We hereby invite
you/your firm/agency to make a sealed offer for the following services; …………………………………………..
Proof that the person(s) have suitable education and
experience (including knowledge of the local language and culture) for the task
Provide cases (if available) of documents prepared
for a similar assignment. You /your firm/agency may obtain further information
from the Chairman or Secretary of the FCA or the Leader of the User group at
the following address (address). The bids, with all the information requested,
shall be delivered to the Leader of the User group before (date and time). Late
entries cannot be considered.
Date:
Signature/Thumbprint:
…………………………..
Chairman
of FUG
………………………….
Leader
of User Group
This is to state one part, and on behalf of the
contractor (name and address of the applier) of the other part. It has been
agreed as follows:
CLAUSE 1
CONTRACT OBJECTIVES
This contract is for Construction of poultry farm
Sub-project Construction of poultry farm
The village of (name of village)
The works assigned to the contractor consist of:
The detailed explanation or reference to a
description/list of quantities in an attachment)
CLAUSE 2
SUBCONTRACTING
The contractor may subcontract one or several parts
of his work only under his entire responsibility.
CLAUSE 3
CONTROL OF THE WORK EXECUTION
The execution of this contract is controlled by the
committee of the (name of CBO). The government, that provides a major part of
financing for the subproject, may send its owned technicians to inspect the
work being done or completed.
The case of non conformity to the norms or rules of
the of profession, the Representative of the community/farmers group, upon a
report of the person in charge of the Government technicians, may bring to the
attention of the contractor the breach of contract. An assessment will be made
by the government technicians.
The works poorly executed shall be repaired or
improved by the contractor.
CLAUSE 4
RESPONSIBILITY
The contractor is responsible during the execution
of the work for the damages and accidents of their kinds caused to a third
party by the personnel and equipment of the contractor.
CLAUSE 5 LIQUIDATED
DAMAGES
In the event that works specified in the contract
are not completed on schedules, the contractor shall be subjected to a penalty
of 1/1000 of the price of the works ordered per calendar day of delay, except
in the case of force majeure, that would need to be confirmed by a governments
technician appropriate authorities of the (name of CBO)
CLAUSE 6
INTERIM RECEIPT
The interim receipt will be acknowledged in a report
and issued completion of the works. A certificate of acceptance will be provided
by the Committee of (name of CBO), which may first request on opinion from a
Government appointed technician.
CLAUSE 7 FINAL
RECEIPT
The final receipt will be acknowledge in a report of
the Committee of (name of CBO), who may seek the prior opinion of a Government
technician appointed by the authorities responsible for the implementation of
the (name of the Government /IDA financed project).
CLAUSE 8
AMOUNT OF THE CONTRACT
The amount of the contract is N482, 900 (currency
unity)
CLAUSE 9
SCHEDULE OF PAYMENTS
The schedules of payments are:
Advance for Start-up (amount)
First state at (define the first stage) (amount)
Second stage at (define the second stage) (amount)
Stage (
) (amount)
After Final Receipt (amount)
CLAUSE 10
This agreement is signed as follows:
Done at…………………….. (place and date)
Names of CBO representatives …………………………
Signature:……………………. Date:…………………….
Names and position of the Contractor: (Name of
contractor)
Director
Signature:………………… Date:……………………
LETTER OF AWARD
We, the Entire member of the above Fadama Community
Association officially award the construction of Poultry Production for our FUG
at the total cost (amount), to your firm.
Congratulations as we await your reply of
acceptance.
Thanks,
Yours faithfully,
--------------------------
Secretary FUG
LETTER OF
ACCEPTANCE
With
reference to your letter dated (date and year) for an award, we the (Name of Farms)
gratefully accept to construct your FUG Poultry Production Farm at the total of
(amount)
Our
service will convince you the more.
Thanks for your patronage.
……………………….
Yours
sincerely,
Director
APPLICATION
FOR RELEASE OF FUND
We
humbly write for the release of fund, for Poultry Production at the total cost
of (amount to our service provider
in the name (name of director) according to the project document.
Thanks,
………………………
Yours
faithfully
FUG secretary
MEMORANDUM OF UNDERSTANDING
This
Memorandum of Understanding id made this (date) of (year) between Fadama Coordinating
Office of the Third National Fadama Development Project.
Whereas:
The
beneficiaries intend to undertake the implementation of the activity together
with the service provider.
a)
Not make any
withdrawal from the account without the consent of the SFCO
b)
Appoint and
supervise a management committee
c)
Undertake and
implement the sub-project with due diligence and efficiency and in accordance
with the technical, financial, operational and environmental guidelines
detailed in the project implementation manual.
d)
Use the goods and
services to be financial out of the proceeds of the amount exclusively for
carrying activities of their sub-project.
e)
Provide the
project implementing Agency, the project representatives, and international
Development Association all the information related to the sub-project(s) they
may reasonable request.
The
following has been agreed between both parties
§ General provisions and definitions
§ Notices
Any
Notice, request or consent under this agreement shall be in writing at the
writing at the following addresses:
FOR AND ON BEHALF OF
OF SFCO GROUP/FCA
……………………..
Chairman
FUG/FCA
FOR AND ON BEHALF
……………………..
NFDP
III