Government of Samoa CONSULTANCY FOR DESIGN AND SUPERVISION. REQUEST FOR PROPOSAL ( RfP ) For CONSULTANCY SERVICES

Transcription

1 Government of Samoa CONSULTANCY FOR DESIGN AND SUPERVISION REQUEST FOR PROPOSAL ( RfP ) For CONSULTANCY SERVICES SEPTEMBER

2 Letter of Invitation 15 September 2017 Dear Sir/Madam, Request for Proposals ( RfP ) 1. The Samoa International Finance Authority ( the Principal ) intends to engage the service of a qualified consultant for the design and supervision of its new Office Building. The Building will be located at Apia on land described as Lots 1 & 4 on Plan where the Old Court House and surrounds is presently situated. RfP Documents 2. This RfP includes the following documents: i. Letter of Invitation ii. Annex 1: Instructions to Consultants iii. Annex 2: Technical Proposal Standard Form iv. Annex 3: Financial Proposal Standard Form v. Annex 4: Tender Form It is important that you take into account all the information in the Annexures, as nonresponsive (non-compliant) and late proposals will not be considered. The RfP documents are now available for download from the Principal s website at 3. Please inform us via offshore@lesamoa.net to confirm: (a) that you received the RfP documents; and (b) whether or not you intend to submit a proposal. 4. A compulsory pre-tender meeting will be held at the site (Old Court House, Apia) at 10.00am Friday 22 September Attendance is mandatory. Failure to attend will result in automatic disqualification from the tendering process. 5. The deadline for submission of proposals will be 11.00am Monday 23 October 2017 at the Tenders Board, Ministry of Finance, Level 4, Central Bank Building. Yours sincerely, Tootoooleaava Dr Fanaafi Aiono-Le Tagaloa Chief Executive Officer: Samoa International Finance Authority 2

3 ANNEX 1 Terms of Reference and Scope of Services (TOR) 1. Introduction / Background The Samoa International Finance Authority ( the Principal ) wishes to build its new Offices ( SIFA Building ) on its newly acquired property in Apia where the Old Court House and surrounds is presently situated. The need for a separate, specific SIFA Building is due to the space constraints in the current rental space in parts of Levels 3 and 6 of the DBS Building, Savalalo. The SIFA Building will be funded fully and solely by the Principal. The hope is for the construction to commence in December 2017 and to be completed by December Objectives The primary objective of this consultancy is to ensure that the Principal obtains high quality, well constructed, long lasting and sustainable buildings for their intended purposes. This primary objective can be further elaborated into three (3) parts: (i) (ii) (iii) Design; Drawings & Technical Specifications; and Supervision. Additional objectives are as follows: Ensuring a close liaison between Contractor and the Principal; Ensuring that, the Contractor conforms to project design, specifications, drawings and otherwise meets its contractual obligations; Ensuring that the works are executed in accordance with the agreed construction program(s) and methodologies; Ensuring that any claims made by the Contractor are considered and dealt with in a fair and reasonable manner; Ensuring that all payments made under the Construction Contract are checked, verified and processed expeditiously; Ensuring that the Principal is well informed through regular reporting; 3. Scope of Services The Scope of Services follows the three (3) outlined in the Objectives namely: (i) Design; (ii) Drawings & Technical Specifications; and (iii) Supervision. 3

4 (i) DESIGN: The Principal requests a design of the SIFA Building. The design should take into account the geotechnical report of the site, a copy of which can be uplifted from the Principal s Office at Level 6, DBS Building, Savalalo. Goal: The goal is to maintain as much as possible the facade of the original historic building. Minimum Specifications: Retain the current facade and outward look/style of the Old Court House Building ( the Building ); Retain the current height of the Building; Add an additional storey within the current height to make the two(2) storey building a three (3) storey building; Remove the stairs and walkway adjoining the two (2) parts of the building so that the Design is of a single structure with the stairs and lifts inside; Remove the Court Annex extension and car port at the back of the current building; Remove the separate two (2) storey structure that used to house BDM & District Court, behind the building; Remove front car park and design garden and paving to allow vehicle access for drop off only; Car park to be designed for behind the building with a section under cover; and Design appropriate fencing and gate(s) to suit building and surroundings. Costings: The Design should provide two (2) options for COSTINGS. Cost if renovate; and Cost if rebuild. (ii) DRAWINGS & TECHNICAL SPECIFICATIONS: If the bidder s Design is successful, the bidder is required to provide the following: Prepare and finalize the Drawings & Technical Specifications of the approved Design with the Principal. Meet with the Principal to discuss and identify priority areas that need urgent works based on initial estimates of the cost of the proposed works. Ensure all documentation is compliant with Samoan laws in development and Construction. Prepare bidding documents, construction cost estimates, application for development consents and permits with relevant Ministries and Authorities. Provide advice to the Principal on the implementation plan. Provide technical advice to the Principal during bid process, bid evaluation and recommendation for award of construction contract(s). 4

5 (iii) SUPERVISION: Supervision of construction works and administration of contract(s) including: (i) Establishment of a positive and amicable, but impartial, liaison with the construction Contractor; (ii) Daily site visits and overview of progress, with particular attention to ensuring Contractor s adherence to the design and construction drawings and specifications; (iii) Review and comment upon the Contractor s Works Program; (iv) Written records of all powers and duties exercised under this Contract; (v) Provision to the Principal of copies of any certificates and material provided to the Contractor under this Contract; (vi) Keeping the Principal informed as soon as practicable of all significant developments in the Works or exercises of its powers as Project Supervisor; (vii) Ensuring the Contractor s complete and timely compliance with the Works Program in relation to the Works; (viii) Random (but at least fortnightly), scrutiny of the Contractor s daily records, material-testing results, batch records, setout survey records etc; (ix) Random sampling and testing of Contractor s materials to ensure compliance with the Specifications; (x) Advise the Principal or the Principal s authorized representative of matters of concern; (xi) Prepare pre-forma supervision reports with support photos for the Principal; (xii) Review and make recommendations on any claims submitted by the Contractor for additional payments and extensions of time; (xiii) Conduct formal Site Meetings with the Contractor and keep minutes of matters of concern; (xiv) Guide the Contractor on critical elements of construction, including but not limited to: (a) Interpretation of technical specifications; (b) Matters relating to worksite safety and traffic management; (c) (d) (e) (f) Construction methodology; Receipt and checking of Contractor s Progress Claims, preparation of payment certificates in the format prescribed and forwarding to the Principal or the Principal s authorized representative in a timely manner for due payment etc; and Confirm that Practical Completion has been reached, and advise the representative of the Principal accordingly. Advise the Principal on any defects during the defects liability period as they arise and supervise remedial works. COSTING: Full Costing for the one design should include full costings for Design and Supervision. TIMEFRAME: The bidder can estimate Timeframe for the Construction Works for both Costing Options: To renovate; and To rebuild 5

6 A. Power and Authority The Project Designer & Supervisor may exercise the authority which is stipulated for this position in the Standard Conditions (but subject to the terms and conditions of the Principal s agreement with the Contractor) to give the Consultant the desired authority. The Project Designer & Supervisor will have the following powers and authority, which may be reduced or expanded (expansion with written agreement with the Contractor) at any time by the Principal. (a) To represent the Principal in relation to the Services to be provided under this Contract in the role of Project Designer & Supervisor; (b) To freely access the work sites and Contractor s records, for the purposes of carrying out the Services; (c) To freely approach the respective Site Foreman (or other officers as the Contractor may nominate), in order to discuss general progress, site or construction difficulties; (d) To advise the Contractor directly, on matters of interpretation of the contract documents in relation to design and construction; (e) To recommend Change Orders (Variations) to the representative of the Principal; (f) To issue Site Instructions; (g) To recommend suspension of the works in instances of non-adherence to critical elements of the specifications (including the drawings), by the Contractor(s), and further recommend remedial action; (h) To suspend operations where, in the considered, professional opinion of the Project Supervisor, operations are, or have the potential to be, dangerous to the safety of the workmen, public, or the integrity of the construction itself; and (i) To maintain and forward to the Principal or the Principal s authorized representative, meeting Minutes/Notes in relation to the above items. B. Operations The Project Designer & Supervisor shall operate either from their office or at the site of Works, and provide all supplementary facilities and equipment necessary for the execution of its obligations under this assignment including: Measuring equipment; Basic field survey equipment, including dumpy level, staff and theodolite (may be available ex-contractor); PC and peripherals; Word-processing, copying and report-binding resources; Telecom including ; Photographic (preferably digital) equipment; Personal safety apparel and equipment; and Any other equipment necessary. C. Liaison with the Client Pursuant to the Objectives, the Consultant shall work in close co-operation with the Principal, in particular, the Principal s authorized representative. 6

7 4. Qualifications and Experience Consultant will be a technically qualified Architect with more than 10 (ten) years of proven working experience either in an Architectural/ Engineering or Clerk of Works Firm. Must possess a valid business licence to operate in Samoa as a consultant. Specific experience in the design and construction supervision of new and refurbished buildings is a requirement. Experience in the restoration and conservation of historic building is desirable with a sound knowledge of waste water and solid waste management. 5. Level of Input & Duration It is expected that the level of input for this assignment will be approximately: Design: (20 working days) Supervision (dependent on milestones) as provided by bidder under TIMEFRAME. 6. Reporting / Deliverables The consultant will be required to provide the following deliverables: Design Preliminary design drawings & estimate. Final Design Report including detailed construction drawings. Obtain Development Consent & Building Permit. Bid documents: technical specifications, bill of quantities & drawings. Bid evaluation report to Tenders Board. Supervision Monthly progress reports including site meeting minutes, issues arising etc Payment certificates Practical Completion/Certificate of Occupancy and other Project Completion Reports 6 weeks Throughout the construction timeframe. Defects Liability Period Liaise with the Principal and provide Contractor with advice and instructions on rectifying any defects during the 12 month period. Monthly/daily/as required by the Client NB: 1 week means 5 working days 7

8 Contract Stage Timeframe Payment Milestone Feasibility Feasibility report (including compliance with Samoan Development and Construction Legislation) Preliminary Cost estimate Week 1 Implementation Plan Week 2 10% Detailed design Full set of Detailed design drawings Detailed Specification Bill of Quantities Facilitate: Environmental Impact Assessment report and or PEAR report for Development Consent Supply Engineers design report and certificate (as required by MWTI) Development Consent and Building Permit Granted Week 4 20% Tender Compilation of Bidding Documents (including drawings, specifications and bill of quantities) for Tender Provide technical advice during bidding period Supervision Provide Technical Advice during Evaluation Stage Monthly progress report to client including: Weekly site meeting minutes Issues arising Construction program Report on Issuance of Payment Certificates to contractor Week 6 30% As building commences 8

9 Practical completion certificate When 40% Defects Liability Period Provide Inspection report and advice to the Principal and Contactor 12 months post practical completion Hourly rate 7. Ensuring your Proposal is Responsive The five (5) documents that are required for your Proposal to be responsive are set out below. If the Evaluation Panel deems any Proposal to be non-responsive, then that Proposal will not be considered. It is therefore important that you submit all documents as set out below. 7.1 Document 1:- Cover Letter The cover letter should introduce your proposal, list your attachments and be no more than one (1) page. 7.2 Document 2:- Eligibility and Capability Statement The proposal must provide evidence of capability and experience in Architectural/ Engineering or Clerk of Works Annex 2 provides the template for the descriptions of relevant project/consultancy services experience and written references from relevant referees that should be attached to the capability statement provided in this RfP. The Bidder may be a natural person, private entity or any combination of them in the form a Joint Venture ( JV ) under an existing agreement and must meet the following basic eligibility requirements: - Must possess a valid business licence: o The Bidder must be based in Samoa, as the consultancy services sought are to be conducted in Samoa, therefore the bidder must hold a business licence in accordance with the Business Licences Act 1998, unless exempted from doing so in accordance with that Act. - be free from insolvency, bankruptcy or similar status; - has legal capacity to enter into contracts; - has an adequate record of business integrity; - possess professional indemnity and public liability insurance; - not be excluded on the grounds of being debarred from contracting their services to the Government of Samoa; - does not possess a criminal record nor does the Consultant have any pending litigation; - a fully completed and correct Financial Proposal using the appropriate format in Annex 3; and - a duly executed Tender Form in the form set out in Annex 4. 9

10 In the case of JV: (a) all partners shall be jointly and severally liable for the execution of the Contract in accordance with the terms of the Contract, and (b) the JV shall nominate a Representative who shall have the authority to conduct all business for and on behalf of any and all the parties of the JV during the bidding process and, in the event the JV is awarded the Contract, during the contract execution. 7.3 Document 3:- Current Curriculum Vitae The CV for the Bidder should be no more than four (4) pages. The CV should be prepared so as to address the qualifications and experience that are required for this assignment. The CV must be accompanied by a declaration by the Bidder that the content is correct and true. 7.4 Document 4:-Financial Proposal The financial proposal should be presented using the format provided in Annex 3 Financial Proposal Standard Form. Fee must be in Samoan Tala. Fees must include all relevant taxes (VAGST and Withholding etc.). Proposals must remain valid for a period of 90 days after the closing date of bid submissions, during which time the Bidder shall undertake to maintain, without change, the proposed key staff, and shall hold to both the rates and total price proposed, and in case of a request to extend the validity period, the Consultant retains the right not to do so. 7.5 Document 5:-Tender Form Bidders must submit an original proposal marked ORIGINAL and three (3) copies, each copy of the proposal should be marked COPY and in hard copy. The Bidder s proposal must be accompanied by a duly executed Tender Form as set out in Annex 4 of this RfP. Please refer to paragraph 10 of these instructions for more details. 10

11 8. Value for money assessment The Principal will convene an Evaluation Panel that will rank proposals on the basis of both technical/professional competence and price, ensuring value for money. (a) (b) Evaluation for Technical Proposals The minimum technical score required to pass the evaluation of the Technical Proposal is 70 points. Proposals that are not technically compliant in accordance with this RfP will not be considered further, regardless of cost. Evaluation for Financial Proposals For the financial evaluation, the lowest price will be noted 100 points. The formula for determining the financial score Sf is as follows: Sf = 100 x Pi/Pm, where Sf is the point given to the Proposal Pi is the lowest price Pm is the price of the evaluated Proposal. (c) Global evaluation of the Proposal The technical proposal is given a weight of 75% and the financial Proposal 25%. The global score is determined as follows: S = 75% St + 25% Sf Where: S is the global score St is the score of the technical proposal Sf is the score of the financial proposal The Proposal achieving the highest combined technical and financial score will be selected. The Principal will enter negotiations with the highest rated Consultant for the award of the contract. The Principal reserves the right to negotiate the final price in line with the scope of services with the highest rated proposal. If negotiations with the highest rated proposal are unsuccessful, the Principal may invite the Consultant with the second highest rating and so on until a contract award is finalized. 9. Technical Enquiries To ensure probity, all relevant technical questions and answers to technical queries will be referred to all other Bidders via . All questions must be lodged in writing, and telephone call enquiries will not be responded to, so as to ensure fairness and probity. 11

12 Only those who have registered their intention to tender will be provided with this information. But it is noted that a registration of intention to tender does NOT commit potential consultants to proceeding with a Proposal. The source of the question will not be divulged neither will the names of the field of Bidders. The Principal reserves the right not to answer questions which may materially affect a Bidder s proposal and be deemed as additional information. Registration of intention to tender and all technical enquiries should be in writing and directed to: Tootoooleaava Dr Fanaafi Aiono-Le Tagaloa Chief Executive Officer Samoa International Finance Authority APIA offshore@lesamoa.net All s regarding technical enquiries must include Design and Supervision for SIFA Building in the subject line. 10. Submitting your Proposal Closing time and date for submitting of Proposals: 11.00am Monday 23 October Envelope Bidders are required to submit BOTH their Technical Proposal and their Financial Proposal in one (1) envelope containing two (2) separate sealed envelopes clearly marked: (i) For the Technical Proposal: Technical Proposal: Design and Supervision for SIFA Building (ii) For the Financial Proposal: Financial Proposal: Design and Supervision for SIFA Building And with the warning stating: - Do Not Open, except in the Presence of the Government of Samoa Tenders Board before Monday 23 October Number of copies The Consultant must submit in hard copy, an original marked ORIGINAL, and three (3) additional copies, each of which must be marked COPY. 12

13 10.3 Addressing the proposal to the Tenders Board The Proposal must be addressed and delivered to: The Secretary Tenders Board Private Bag Ministry of Finance Level 4 - Central Bank Building Apia SAMOA Subject to paragraph 10.5 below late proposals will not be accepted Proposals by fax or Proposals submitted by fax or may not be accepted. If proposals by fax or are accepted then instruction 6.1 (4) of the (Part K) Treasury Instructions Government Procurement 2013/1 shall apply Late Proposals Proposals delivered after the closing time will be deemed to be late and will be returned unopened. The date cited in this RfP is in accordance with the date in Samoa and Samoan time zone. The Principal reserves the right to open late proposals if the proposals received before closing time are less than three (3). The Principal shall not be responsible or held liable for misplacement, losing or premature opening if the outer envelope is not sealed and/or marked as stipulated. This circumstance may be a case for proposal rejection Opening of Proposals All Proposals received shall be opened in public at Tenders Board, Level 4 - Central Bank Building at 11.00am, Monday 23 October All Bidders who submitted Proposals are invited to be present at the opening of the Proposals as referred to above. 13

14 11. Right to Reject Proposals The Principal reserves the right to reject any or all of the proposals without assigning any reason whatsoever. The Principal further reserves the right, at its complete discretion, and without assigning any reasons to cancel, vary the terms and conditions of, or discontinue this bidding process. 12. Amendment of the RfP No amendment shall be made to this RfP unless by an Addendum issued by the Principal. The Addendum shall be annexed to the RfP and will be sent to all Bidders who have uplifted the RfP. The Principal will keep all contact details of all Bidders who have uplifted the RfP. 14

15 ANNEX 2 TECHNICAL PROPOSAL STANDARD FORM FOR CONSULTANCY SERVICES Bidder s Experience (Template) Procurement of Services Consultant for Design and Supervision of SIFA Building Using the template below, provide information on no more than seven (7) relevant projects, such as this for which you were legally contracted. This supportive information should be provided as part of Document 2 (refer to paragraph 4 of Annex 1). Essential Experience and Qualifications Project name: Approx. value of the contract (in current SAT$) Name of client: Total number of months in the project: Country: Duration of project (months): Functions performed (e.g. Project Director/Coordinator, Team Leader) Narrative description of Project: Summary of Project impact: Name and contact details for referee: Name.. Position. Telephone number. 15

16 ANNEX 3 FINANCIAL PROPOSAL TEMPLATE FOR CONSULTANCY SERVICES Procurement of Services Consultant for Design and Supervision of SIFA Building This Financial Proposal remains valid for 90 days from the closing date of the RfP. Name of Bidder.. Number of person days Daily rate (working days, as regarded as a short term project) Total Consultancy Fee (in SAT$) Number of days x daily rate Total Consultancy Fee (inclusive of VAGST & all other applicable taxes) This Consultancy Fee is inclusive of all local taxes. Bidder is liable to pay 10% withholding tax and 15% VAGST as all bidders must be based in Samoa. Both taxes must be factored into the Financial Proposal. 16

17 ANNEX 4 TENDER FORM FOR CONSULTANCY SERVICES TO: BY: [insert] [Insert name of Bidder] [Insert registered address of Bidder] 1. THE OFFER 1.1 I/We.. The undersigned, tender(s) to perform the Consultancy Services in accordance with Annex 1 in this RfP and my/our Financial Proposal which is in a sealed and appropriately marked envelope. 1.2 I/We undertake, if my/our Proposal is accepted to forthwith commence the Consultancy Services and to perform them in accordance with Annex I/We agree to be bound by this Proposal for the Tender Validity Period of 90 days from the closing date of this tender. 1.4 This Tender will not be deemed to be accepted unless and until the Government of Samoa and the Tenderer sign the formal contract. 1.5 I/We understand that the Government of Samoa is not bound to accept the lowest price Proposal of any Proposal that it may receive. The successful Bidder will be selected on the basis of value for money. 1.6 I/We guarantee that in preparation of this Proposal, I/we have not communicated in any way or arrived at any understandings with any potential Bidder, ensuring that there is no collusion with any other Tenderer that may reduce competitiveness of the tender process for this assignment. 1.7 I/We acknowledge that this Proposal binds each party constituting the Tenderer both jointly and severally (where applicable). 2. ADDRESS OF THE BIDDER Address of the office/place of business of the Bidder: Address for serving of notices (not a PO Box address): Telephone number 17

18 Fax number.. contact If a firm, the name and address of the Authorized Executive representative.. Dated this.day of Signed by:. For and behalf of the Bidder in the presence of: Signature of Witness:.. Name of witness:.. Occupation:.. 18