MINUTES OF THE PRE-BID CONFERENCE MEETING, SWAKOPMUND CLARIFICATIONS 1

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1 26 March 2013 MINUTES OF THE PRE-BID CONFERENCE MEETING, SWAKOPMUND CLARIFICATIONS 1 CONSTRUCTION OF THE ARTS AND CRAFTS CENTRE IN SWAKOPMUND, ERONGO REGION Ref. MCAN/COM/IFB/1B02008 It is MCA-N policy that all additional information supplied to any bidder shall be provided to all prospective bidders. The engineer, Chris Chetty from Mott McDonald gave a brief overview of the design of the Arts and Craft centre. It was discovered that the sewerage line runs through the site, the engineer shall consult the Swakopmund municipality to determine if it is within the boundaries and should it be an error from the municipality side, it then need to be rectified as soon as possible. MCA-N Procurement Director provided an explanation on the different sections of the contract and importance of the bidding forms in the Invitation for Bid (IFB). The bidders were encouraged to provide the necessary information using the forms provided in the IFB. The Procurement Director also discussed the following: Bidders should submit all required information to prove that the firm is capable of executing the works as well as being financially capable. Bidders were reminded of the very strict construction time period of 12 months to complete works and that the penalty clause shall be used on delays as per the contract. It should be noted that the Compact closes on 16 September 2014 and no payment will be done after 15 September With reference to the Qualification form under Section III Evaluation and Qualification Criteria in the IFB, point 9 - Specific in Key Activities, it shall be noted that the boreholes, treatment, pipelines, storage tanks and fencing are not required for this Works and shall be deleted. Please find attached Annexure A that will replace the Qualification form in the IFB. Bidders are encouraged to read the tender instructions carefully and only submit the required documents opposed to submitting the whole bid document including drawings, ITB, etc. Only the Bidding Forms forming part of section IV, Bill of Quantities, compliance documents such as Social Security etc., Power of attorney and the Bid Security are required. There were no questions requested from the bidders. Should you need further clarification, please do not hesitate to contact the undersigned. Johann Botha Director: Procurement Millennium Challenge Account Namibia

2 Annexure A D. Qualification Bidder Factor Requirement Single Entity All partners combined Joint Venture or Association Each partner At least one partner Source of Verification 1. History of Nonperforming Contracts Non-performance of a contract did not occur within the last 5 years prior to the deadline for Bid submission, based on all information on fully settled disputes or litigation. A fully settled dispute or litigation is one that has been resolved in accordance with the Dispute Resolution Mechanism under the respective contract, and where all appeal instances available to the Bidder have been exhausted. by by Form: Contract Nonperformance 2. Failure to Sign a Contract Failure to sign a contract after submitting a Bid security has not occurred in the past five years. Any deviation should be explained in the enclosed Contract Non-Performance form. Form: Contract Nonperformance 3. Pending Litigation All pending litigation shall in total not represent more than ten percent (10%) of the Bidder s net worth and shall be treated as resolved against the Bidder. by by Form: Pending Litigation 4. Historical Financial Performance Submission of audited financials or, if not required by the law of the Bidder s country, other financial statements acceptable to the Employer, for the last five (5) years to demonstrate the current soundness of the Bidder s financial position and its prospective long term profitability. Form: Financial Situation, with attachments

3 5. Average Annual Turnover Minimum average annual turnover equivalent to the bid price for the Lots bid for, calculated as total certified payments received for contracts in progress or completed, within last five (5) years. twenty-five percent (25%) of the fiftyfive percent (55%) of the Form: Average Annual Turnover 6. Financial Resources Bidder must demonstrate access to, or availability of, financial resources such as liquid assets, unencumbered real assets, lines of credit, and other financial means, other than any contractual advance payments to meet: i. a cash-flow : of at least 25% of the of the bid price for the Lots that he is bidding for; and ii. the overall cash flow s for this Contract and its current commitments. twenty-five percent (25%) of the fiftyfive percent (55%) of the Forms: Financial Resources; Current Contract Commitments 7. General under contracts in the role of contractor, subcontractor, or management contractor for at least the last five (5) years prior to Bid submission deadline, and with activity in at least nine (9) months each year. Form: General 8. Similar Participation as contractor, management contractor, or subcontractor, in at least 3 contracts within the last 5 years, each with an average value of at least 60% of the bid price for the lots bid for, that have been successfully and substantially completed and that are similar to the proposed Works. The similarity shall be based on the physical size, complexity, methods, technology or other characteristics as described in Section IX, Technical Specifications. s for all characteristics for one characteristic Form: Specific experience Page 3 of 5

4 9. Specific in Key Activities For the above or other contracts executed during the period stipulated in 4.2 above, minimum experience in following key activities: a. Earth Works b. Building Works c. Electrical Reticulation and Lighting d. Plumbing e. Water supply infrastructure (Mechanical and Electrical) f. Sewerage reticulations g. Environmental management of construction activities in environmentally sensitive areas. s s the for five out of the seven key activities in which experience is required. Form: Specific in Key Activities 10. Personnel The bidder must demonstrate that it has the personnel, or has identified subcontractors, with adequate qualifications and experience for the following key positions and tasks: s s N/A N/A Form: CVs of Key Personnel a. Project/Contract Management b. Site/ Management c. Equipment/Plant Management d. Environmental and Social Compliance e. Public Health and Safety Compliance f. HIV/AIDS Prevention Compliance 11. Equipment The bidder must demonstrate that it has or can get access to all the plant and equipment required to implement the Works related to all the Lots that he is bidding for. s s N/A N/A Form: Equipment Page 4 of 5

5 12. Environmental, Social, Public Health and Safety and HIV Prevention The Bidder must demonstrate that it has sufficient experience and resources to ensure Environmental; Social; Public Health and Safety; and HIV Prevention Compliance. The bidder must demonstrate it has successfully implemented at least two (2) Environmental Management Plans (EMPs) and Health and Safety Management Plans. s for all characteristics Forms: Environment and Social Documents; Health and Safety Documents. Page 5 of 5