IPA Publication reference EuropeAid/132680/M/WKS/HR QUESTIONS AND ANSWERS

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1 IPA 2009 Publication reference: EuropeAid/132680/M/WKS/HR QUESTIONS AND ANSWERS 1. Publication reference EuropeAid/132680/M/WKS/HR 2. Procedure Open 3. Programme IPA 4. Financing National Programme for Croatia under the IPA Transition Assistance and Institutional Building Component for Contracting Authority Central Finance and Contracting Agency, Ulica grada Vukovara 284, objekt C, Zagreb, Croatia QUESTIONS ANSWERS Date: 28/3/2012 Q1. WORKS PROCUREMENT NOTICE Reconstruction of Maškovića han in Vrana - Works SELECTION AND AWARD CRITERIA - Technical and professional capacity of candidate : Item 2.a. reads : ''All members of the joint venture/consortium must be registered companies or natural persons authorized for carrying out the specified works. Members of the joint venture / consortium must have the licence, consent A1. Yes, this implies that all members of the joint venture/consortium must have the license, consent or similar permission to conduct works on cultural monuments, if such permission is necessary in the country of principal place of business of the tenderer. If such evidence is not issued in the country of the principal place of business of the tenderer, it may be replaced by a sworn/solemn statement made at the judicial or administrative authority, a notary or other qualified professional body of the same country. 1

2 or similar permission,.'' Please clarify : Does the above imply that all members of the joint venture /consortium must have the licence, consent or similar permission,or not? Date: 4/4/2012 Q2. Which amount of stone is available at the construction site (in %)? A2. Such calculations haven t been made neither is this information relevant for the submission of the tender. Tender should be submitted on the basis of quantities provided in the Volume 4, Bill of Quantities XIII. Stone dressing and stone cutting works. Date: 4/4/2012 Q3. Why aren t there any specifications (i.e. specification of the type of wood) on items under joinery works? A3. Type of wood for all inside and outside joinery is specified as 1 st class larch in Volume 4, Bill of Quantities X. Joinery works. Date: 5/4/2012 Q4. According BoQ: Vol 4- A- I- 23 Is it allowed to use methods described in Vol using core drills with water cooling (collecting water during drilling) with two different diameter a) ϕ 75mm b) ϕ 150 mm? Q5. Vol 4- A- IV- 29 A4. No, this is not allowed. Use of core drills is envisaged for drilling of vertical drillings for PEHD pipes for precipitation drainage and should not be used for the grips of smaller dimensions for mounting installation in stone walls. Method prescribed in Tender Documentation (Volume 4, Bill of Quantities, I. DEMOLITION AND REMOVALS, Item 23) should be used. A5. The complete tender has been prepared on the basis of the main design (confirmation of 2

3 Can we get some detailed drawing for the chimnies with height and dimensions of chimneys cap.? the main design issued). This documentation is considered to be sufficient for the stage of submission of offers. Tender for this item should be submitted on the basis of information provided on chimneys and chimney caps in Volume 5, Section 5.1, Architectural Design Drawings layouts A3-A9 (e.g. A9 - roof area plan including chimneys plans). Sections and front sides where all chimneys are marked are shown in Volume 5, Section 5.1, Architectural Design Drawings sections and front-sides A10-A19. Date:10/4/2012 Q6. Please let us explain exactly what you mean when say manafacturer s documents fully describing the equipment must be submitted with tender, according to the Instruction to Tenderers, Subclause ? A6. In line with provisions of the sub-clause of the Instructions to tenderers (Volume 1 of the Tender dossier) describing mandatory information to be provided by tenderer concerning his technical qualification, it is mentioned inter alia that the tenderer must provide specific information about list of plant proposed for execution of the contract (including list of materials and any supplies intended for use in the works) as requested in the form (Volume 1, Section 4 of the Tender dossier). Tenderer must without any exception provide all the information requested in the form (e.g. type, make, model, power/capacity etc.). In addition, tenderer is expected to provide manufacturers documents containing technical description of equipment presented in the form (e.g. technical brochure or equivalent document describing listed equipment). Date: 11/4/2012 Q7. Is it necesery and obligation mounting by lead pouring for all kind of door and window A7. Joinery items in the stone frames and all the metal and wood elements (e.g. doors and 3

4 elements (made of wood or iron) grids) should be mounted by lead pouring. or we can use some other method for fixing element in stone ( volume 4 : A X. JOINERY WORKS, A XI. METAL WORKS)??? Date: 12/4/2012 Q8. Please confirm which exactly financial statements we need to attach,according to the Instruction to Tenders, Sublaise ( eg. balance sheets and profit/loss accounts or forms BON-1/BON-2 ). Do we need translate orginal annual financial statements? A8. According to the Instructions to tenderers, sub-clause and Form 4.4 (Financial statement), following documents must be provided: reference/certificate about the financial situation of the company and its access to credit facilities (maximum amount of credit facility to be stated in euro or NC equivalent), accompanied by a financial statements for the years 2009, 2010 and 2011 verified by a chartered accountant, projections for the next 2 years (2012 and 2013). Under financial statements, we consider Profit/loss accounts and Balance sheets verified by chartered accountant. Submission of forms BON-1/BON-2 being specific for Croatian entities is not mandatory. As stated under Point 10.2 of the Instructions to tenderers, if the supporting documents are not written in one of the official languages of the European Union, a translation into the language of the call for tender must be attached. Where the documents are in an official language of the European Union other than the one of the procedure, it is however strongly recommended to provide a translation into the language of the call of tenders, in order to facilitate the evaluation of documents. Q9. VIII. METAL SHEETING WORKS 8.4. quantity for lead tin flashing of 2mm thickness A9. Volume 4, Bill of Quantities, VIII. METAL SHEETING WORKS, Item 4 4

5 is m' (it is not in m2) for this case of m' we need dimension of unfolded width for that material?? What is the correct unit of measurement for lead tin flashing of 2mm thickness? Please note that the correct measurement unit for Volume 4, Bill of Quantities, VIII. METAL SHEETING WORKS, Item 4 (Volume 3, Technical Specification 8.4.) is m² and not m'. Thus under particular tender, the quantities shall be understood as: Item No.4: 175,00 m² Volume 4, Bill of Quantities, VIII. METAL SHEETING WORKS, Item 5 Unit for Volume 4, Bill of Quantities, VIII. METAL SHEETING WORKS, Item 5 (Volume 3, Technical Specification 8.4.) is m'. It relates to procurement and production of lead tin flashing of 2mm thickness for horizontal roof gutters with section 20X30cm and overall length 45m (as in Volume 5, layout A 09 and sections A 13 and A 14). Tender for this item should be submitted on the basis of these information. Q10. IV. MASONARY WORKS 27. Mounting the calc-sinter vaults, formwork and supports included, chiselling of calc-sinter blocks are not included. Is with this description included only cleaning of existing calc-sinter vaults and not masonary of new one (not possiblle to buy one)?? A10. This item refers only to vault reconstruction works. Procurement and chiselling are included in Stone dressing and stone cutting works under Volume 4, Bill of Quantities XIII. STONE DRESSING AND STONE CUTTING WORKS, Item 9. Date: 13/4/2012 Q11. Please let me know whether it is obligatory use of recommended three types of stone, or in the tender we can offer similar type and quality of stone as the types that are A11. Technical specifications (Volume 3 of the Tender Dossier) are referring to Mironja or Veselje Unito or Avorio for illustrative purpose, hence they are not considered mandatory. In that sense, tenderer may offer 5

6 recommended. Q12. Concerning Clause what documents are meant to be delivered with clauses ? Q13. Concerning c) Technical andprofessional capacity of candidate: it says that the tenderer has successfully completed as a sole contractor at least 1 works contract with a budget of EUR ,00 does it equivalent type of stone which must however fully comply with all the provisions of the Technical specifications (including specified standards, norms, parameters, production method and any other related requirement) as well as to be approved by the Engineer/Ministry of Culture-Conservation Department in Zadar prior to being built in. A12. As stated under sub-clauses of the Instructions to tenderers, every tenderer, member of the joint venture/consortium, every subcontractor providing more than 10% of the works and every supplier providing more than 10% of the works must certify that they meet the eligibility requirement (nationality rule) by a document dated less than 1 year earlier than the deadline for submission of tenders, drawn up in accordance with their national law or practice or by copies of the original documents defining the constitution and/or legal status and establishing the place of registration and/or statutory seat and, if it is different, the place of central administration. An example of such document is extract from the court register. In addition, tenderers and all members of the joint venture/consortium must provide declarations to the effect that they are not in any of the situations listed in section of the Practical Guide to contract procedures for EU external actions (PRAG). The Contracting Authority may accept other satisfactory evidence that these conditions are met. For further information please refer to section of PRAG. A13. According to article c) Technical and professional capacity of candidate of the Instructions to tenderers, the tenderer must had successfully completed at least 1 works contract with a budget of EUR ,00 in 6

7 means 1 work with budget EUR ,00 or it can be summed up several contract that give that amount? Q14. Concerning Volume 1, Section 4, Form 4.3.Power of attorney, do we have to fill this form because in our case the Companies Director is a signatory? Q15. Concerning Volume 1, Section 4, Form 4.2. Organisation chart, do we have to give this details on your page, or can we just attached our chart above? This is the question for all forms alike, do they have to be on your given pages or we can just attach them on our memorandum? Q16. Concerning Volume 1, Section 4: form Overview of the tenderer s personnel in this form is given technical staff (engineers, surveyors, formen, etc...) in part i) overview do we have to have all those staff given above and what if we dont have? Do we write N/A in places we dont have? And the same quesstion for part ii)? And what does it the years 2009, 2010, 2011 or 2012 (projects referenced for the year 2012 must have been completed by the deadline for submission of tenders. Value of referenced contracts must not be artificially cumulated just for the purpose (summed up) of meeting quoted requirement. Tenderers are reminded of obligation to provide the Contracting Authority with copies of the Final Acceptance Certificates/Performance Certificates (or equivalent) for the purpose of supporting provided references. A14. Yes, regardless of any powers which particular person might have, for the purpose of this tender you and all the members of consortium/joint venture (if any) must fill in Volume 1, Section 4, Form 4.3 Power of attorney, because this document gives the authorization and empowerment to a person or persons to sign the tender and all related documentation on behalf of the tenderer. A15. Tenderers may print forms on their memoranda, provided that the content of document fully corresponds to content of the forms from the Tender dossier and contains all required information. A16. Under the Form part (i), the tenderers must provide an overview of all the company s personnel. Under the Form part (ii), the tenderers must provide a list of personnel proposed to be employed on this contract. The personnel have to be listed under the appropriate category. In addition, under the Form , the tenderers must provide 7

8 mean if relevent for site operatives to be employed on the contract? What is we dont have one of those key staff; can we have a service contract and attach this contract with this section of we must take a joint venture? Q17. Concerning Volume 1, Section: Form Plant What proof docuements must we deliver for plant? Does we have to deliver booklets of vehicles for each plant? And if so, does it need to be translated in English or it can be in Croatian (as it is)? Can it be just a copy or it must be certified by a notary public? What must we deliver for plant that isnt our ownership (that is hired)? Do we have to attach contract of rental for this machinery that is hired? additional information in relation to the Key personnel identified under Point 16 of the Procurement Notice and point 12.2 of the Instructions to tenderers. The information related to the personnel to be employed on the contact will be evaluated for the purpose of establishing the tenderer s technical capacity. As indicated under point 16 of the Procurment Notice and point 12.2 of the Instructions to tenderers, the tenderer can also rely on the capacities of other entities, regardless of the legal nature of the links which it has with them. In this case, it must prove to the Contracting Authority that it will have at its disposal the resources necessary for performance of the contract. Such evidence can be in free format. A17. For the type of documents to be provided in relation to Plant, please refer to Answer 6. For the language of the same documents, please refer to Answer 8. English translation does not need to be certified by the notary. For the outsourced capacities please refer to Answer 16. As for the materials and supplies, the tenderers must only provide the information required under Form and no additional documents are required. In this form says- please provide details on materials and supplies listed below, stating their origin- what documents and details are meant for this? In what language, and could it be just a copy or it must be certified? Q18. Concerning Volume 1, Section 5: Administraive compliance grid and evaluation grid do we have to put this forms in our offer? A18. No, mentioned grids are only for information purpose. 8

9 Q19. Concerning Volume 2, Section 1: Contract form, do we have to put this in our offer? And if so, do we have to fill places that are supposed for filling for the Contractor? Q20. Concerning Volume 2, Section 4: Specimen performance guarantee do we have to put this in our offer? Q21. Concerning Volume 2, Section 5: Specimen prefinancing payment guarantee do we have to put this in our offer? Q22. Concerning Volume 2, Section 6: Specimen retentionguarantee do we have to put this in our offer? Q23. Concerning Volume 2, Section 7: Form of dispute adjucation agreement do we have to put this in our offer and if so do we have to fill places that are supposed for filling for the Contractor? A19. No. A20. No, performance guarantee is to be provided only by successful tenderer at the contracting stage. A21. No. A22. No. A23. No. Q24. Do we have to make page numbering and where and how? A24. It is recommended. There is no predefined mode of page numbering. 9