JOB PROPOSAL - WHAT YOU NEED TO KNOW ABOUT GETTING A GOVERNMENT CONTRACT (FADAMA)



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
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