REQUEST FOR TENDER (RFT) NO: 4 FOR. Athletes Games Village Fitout

Transcription

1 REQUEST FOR TENDER (RFT) NO: 4 FOR Athletes Games Village Fitout Package A. Lycee School Package B. Anabrou School Package C. Institut de Technologie Vanuatu (INTV) Package D. Freswota School Package E. Central School Package F -Scope of Works Summary by commodity type Miscellaneous Fitout Due Date: 18 April, :00 Hours

2 Table of Contents Introduction 4 1 Objective 4 2 Terms & Conditions Purpose of the Request for Tender Definition and Administrative Requirements Definitions Van Terms and Conditions Late Applications Eligibility Evalutation Changes to Applicant's Response Applicant's Expenses Proposal Validity Currency and Taxes Sub-Contracting Liability for Errors Modification of Terms Ownership of Applications Use of Request for Proposal (RFT) Disclaimer Contract 7 3 Project Proposal Submissions Overview of Company Description of Similar Work Undertaken Pricing Specification Pricing Unit Prices/Rental Prices Sponsorship Proposal (optional) Alternate Proposals Questions 12 4 Equipment & Material Requirements Village Fitout Scope of Works Summary 14 5 Submissions 17 Van2017 RFT#4 Form-Village Fitout (attached spreadsheet document ) Form 1 NOTICE OF INTENT TO TENDER AND MANDATORY SITE MEETING (Registration form) Item Specification Pricing List Form 2 Package A to E Page 2 of 17

3 Form 3 Scope of Works Summary by commodity type-package F Form 4 Miscellaneous Fitout(Misc. Fitout- Labour Sheet) LBS-PACKAGE A Detailed Specifications ABS-PACKAGEB Detailed Specifications INTV-PACKAGE C Detailed Specifications FBS-PACKAGE D Detailed Specifications CS-PACKAGE E Detailed Specifications VILLAGE FITOUT MILESTONES Page 3 of 17

4 ALL companies who are proposing to tender, fill up Form 1 in the attached spreadsheet Van2017 RFT#4 Form-Village Fitout and provide this registration form to Van2017 within 7 business days of the issue date of this tender. Failure to do so may result in disqualification from the tender process. Introduction The 2017 Pacific Mini Games will be held in Port Vila Vanuatu 4 th - 15 th December, The Games will showcase the participation of more than 2500 athletes from 24 Pacific Nations in 13 sports disciplines. The success of this event rests on the ability of a number of different agencies working collaboratively to ensure that while all tasks are undertaken, there is no duplication of effort and to maximize the use of limited resources. The appointed service providers for the 2017 Pacific Games will play a vital role in planning, developing and delivering a world class sporting event. 1 Objective The purpose of this Request for Tender (RFT) is to obtain suitable detailed proposals from interested and competent suppliers to be considered by VAN2017 Association Committee ( VAN2017 ) for providing quality building and maintenance services for the rehabilitation/refurbishment of the Athletes Village for the Pacific Games. It is the intention to select a supplier(s) that can provide village fitout services, subject to the pricing and indicative schedule and labour plans and demonstrate their ability to deliver the required services as according to the Items Specification Pricing List attached to this RFT. It is also the desire that through this RFT, a valid and mutually benefitting sponsorship proposal will be made, and this sponsorship will become part of the contract. Depending on the outcome of this RFT, VAN2017 may go straight to negotiations with one or more companies. It is the intention to appoint one or more suppliers on or before April 30 th, 2017 depending on the outcome of this RFT. Suppliers are encouraged to provide pricing and proposal for any or all of the Packages. Packages will be evaluated on a Package by Package basis with a view to minimizing costs across all Packages. Further packages for additional small scale construction/ ad-hoc modifications will be issued at a later time. 2 Terms & Conditions 2.1 Purpose of the Request for Tender The purpose of this Request for Tender is to obtain affordable and quality building and maintenance services from interested and competent companies to be considered by VAN2017 for executing of jobs at the Athlete Games village. Page 4 of 17

5 2.2 Definition and Administrative Requirements Definitions Throughout this Request for Tender, the following definitions apply: RFT means this Request for Tender. VAN2017 or Games means the 2017 Pacific Mini Games. Supplier means an individual or company that submits, or intends to submit, an application in response to this RFT. Application or Response means the written submission from an Applicant/Supplier. FOB Destination means seller pays freight charges, bears freight charges, owns goods in transit and files claim (if any). Ex-Works means the seller to deliver goods at his or her own place of business. All other transportation costs and risks are assumed by the buyer. Production Lead Time manufacturing time between the design of a product and its production. Order Lead Time - means the time from the placing of an order to the delivery of the goods Van2017 Van2017 is a company established under the laws of Vanuatu. It is not a government entity. Van2017 has its own Board of Directors and is responsible for the payment of any services contracted. Van2017 will dictate and negotiate with the successful supplier(s) the terms and conditions associated with the delivery and payment of services Terms and Conditions The following terms and conditions will apply to this RFT. Submission of an application to this RFT indicates acceptance of all the terms that follow and that are included in any addenda issued by the VAN Late Applications Late applications will not be accepted Eligibility Applications will not be evaluated if the applicant s current or past corporate or other interests may, in the VAN2017 s opinion, give rise to a conflict of interest in connection with the project described in this RFT Evaluation Page 5 of 17

6 Evaluation of applications will be by a Committee formed by the VAN2017 and may include employees and contractors of VAN Changes to Applicant s Response By submission of a clear and detailed written notice, the Applicant may amend or withdraw its application to this RFT prior to the closing date and time. The applicant may not change the wording of its application after closing and no words or comments will be added to their response unless required by the VAN2017 for clarification Applicant s Expenses Applicants are solely responsible for their own expenses in preparing their responses and for subsequent proposals, negotiations etc., with the VAN2017, if any. If the VAN2017 elects to reject all responses, the VAN2017 will not be liable to any Applicant for any claims, whether for costs or damages incurred by the Applicant in preparing their response, loss of anticipated profit in connection with any future Contract, or any other matter whatsoever Proposal Validity Applications must be open for acceptance for hundred and twenty (120) days after the closing date Currency and Taxes All prices quoted are to be: In Vatu Exclusive of duty No VAT shall be included in pricing Valid for 120 Days Sub-Contracting Using a sub-contractor (who must be clearly identified in the application) is acceptable. This includes a joint submission by two Applicants having no formal corporate links. However, in this case, one of these Applicants must be prepared to take overall responsibility and this should be clearly defined in the application. Sub-contracting to any firm or individual who s current or past corporate or other interests may, in the VAN2017 s opinion, give rise to a conflict of interest in connection with the project or program described in this RFT will not be permitted. Page 6 of 17

7 Where applicable, the names of approved sub-contractors listed in the application will be included in any subsequent Contract. No additional sub-contractors will be added, or any other changes made, to this list in the Contract without the written consent of the VAN Liability for Errors While the VAN2017 has used considerable efforts to ensure information in this RFT is accurate, the information contained in this RFT is supplied solely as a guideline for Applicants. The information is not guaranteed or warranted to be accurate, nor is it necessarily comprehensive or exhaustive. Nothing in this RFT is intended to relieve Applicants from forming their own opinions and conclusions with the respect to the matters addressed in this RFT Modification of Terms The VAN2017 reserves the right to modify the terms of this RFT at any time, including the right to cancel this RFT at any time prior to the closing date and time Ownership of Applications All applications submitted to the VAN2017 become the property of the VAN Use of Request for Proposal (RFT) Any portion of this document, or any information supplied by the VAN2017 in relation to this RFT may not be used or disclosed, for any purpose other than for the submission of an application Disclaimer The lodgement of an RFT shall not be treated as a contractual obligation between VAN2017 Pacific Games Ltd and any company and no agreement will be established or assumed until a formal written contract is signed and executed between VAN2017 Pacific Games Ltd and the nominated service provider. VAN2017 reserves the right to appoint any contractors it deems required and appropriate for the services required for this work. VAN2017 reserves the right to reject any and all proposals submitted. Van2017 reserves the right to negotiate directly with any supplier upon submission of this tender. The use of the 2017 Pacific Games logos or trademarks is not permitted on documents submitted by interested parties, or in any other way, shape or form without the express written permission of the VAN2017 Pacific Games Limited. Page 7 of 17

8 2.3 Contract RFT NO: 4 Successful proponents will be required to enter into a form of contract with Van2017. The contract will detail terms of payment, penalties, and insurance requirements. At a minimum any company providing services are required to have 20 million public liability insurance naming Van2017 as a co-insured. 3 Project Proposal Submissions Proponents must follow this format in the submissions of their proposals. All interested suppliers are required to submit FORM 1- NOTICE OF INTENT TO TENDER & MANDATORY SITE MEETING. This form will be used to transmit to any registered parties changes in the tender requirements or answers to questions arising during the tender period. 3.1 Overview of Company Registered Legal entity, Place of Incorporation and Description of Overall Business Description of Similar Work Undertaken Provide 3 relevant project scopes and references for similar work undertaken in the last 5 years Pricing All pricing must be expressed in Vatu exclusive of VAT, Duty and Ex-works. Companies must provide information on where the equipment is coming from. Shipping must be shown as a separate cost on all packages All shipping and delivery to Venue Sites will be negotiated separately with proponents. Page 8 of 17

9 3.1.3 Specification Pricing Interested suppliers must refer to the attached spreadsheet document Van2017 RFT#4 Form-Village Fitout as a guide to quote for services they can deliver on time and in full. Suppliers can choose to provide pricing and proposals for one or more packages. Suppliers that choose to provide pricing on a package by package basis must fill out Form 2 in the Van2017 RFT#4 Form-Village Fitout document under the chosen package category. E.g. Page 9 of 17

10 Suppliers that choose to provide pricing and proposals by commodity type shall fill out Form 3 in the Van2017 RFT#4 Form-Village Fitout document for chosen commodity types. E.g. Any discounts for bulk packages should be indicated in the appropriate forms.. Van2017 will evaluate on a package by package basis but will also evaluate overall price of multiple packages where a supplier may provide additional pricing discounts or sponsorship based. Page 10 of 17

11 UNIT PRICES/ RENTAL PRICES The prices provided must be indicative of complete costs of use including installation/removal/hook up etc. See package tabs for specifics. For pricing purposes for any commodities needed to be brought in offshore, Van2017 will want the items installed no later then November 25. Where plant and equipment is available in Port Vila the rental period may be less and preference will be given to companies who have the acceptable equipment and quantities here in Port Vila. All companies are encouraged to source local labour opportunities. Companies must demonstrate a local labour knowledge working in Vanuatu. Local labour prices must be inclusive of transport for workers to sites and required safety gear. Location of all sites will be in Port Vila. All companies must comply with VAN2017 Safety policies and procedures and adhere to Vanuatu safety compliances, building, plumbing electricity regulations, standards and codes. EXAMPLE: Page 11 of 17

12 All contractors are urged to provide as much supporting material and documentation to explain and detail their pricing as well as services. 3.2 Sponsorship Proposal (optional) Sponsorship of the Games provides the following benefits for the companies. Use of the Games brand and rights of association with all aspects for the Games in order to increase the brand awareness of the company and involve the Games and the Games properties in company promotions and marketing campaigns. Access to other sponsors of the Games for networking and business development purposes. Engagement of the company staff and potentially their customers in a unique product/event that is a once in a lifetime opportunity here in Vanuatu. The Sponsorship can be in the form of cash, value add services. Respondents are requested to provide a separate proposal for sponsorship. 3.3 Alternate Proposals Van2017 will accept and review alternate proposals from qualified suppliers. I.e. Propose to reassemble cistern buy fitting new/like new internal components instead of buying a complete set. Cheaper fix for replacing doors, supplier patches holes professionally with a new like finish with the structural integrity of the door still intact. Van2017 will evaluate all proposals based on price, ability to deliver within the timeframes specified, sponsorship proposals. Suppliers should clearly indicate that they are submitting alternate proposals. In order to be reviewed and evaluated, suppliers MUST CLEARLY indicate on the ITEM SPECIFICATION PRICING LIST THAT THEY ARE PROVIDING AN ALTERNATE SOLUTION, AND PROVIDE A COSTING AND FULL DESCRIPTION OF SUCH SOLUTION ON A SEPARATE DOCUMENT. 3.4 Questions Suppliers MUST submit all questions during the open period of the tender to Van2017 in writing. They must be addressed to info@van2017.com Subject Line must be Marked Van2017- RFT # 4 Questions All questions may be shared with all registered suppliers. Page 12 of 17

13 4 Equipment & Material Requirements RFT NO: 4 Requirements for the services outlined in this document are in accordance with their packages. The MS Excel spreadsheet is the item specification pricing list which interested suppliers are required to submit their proposals in accordance with. All services specified in this document and further detailed in the Item Specification pricing list spreadsheet will be carried out in Threes Phases; Phase 1: 13 th -28 th of May 2017 (Schools first term break) Phase 2: 26 th August 10 th September 2017 (Schools second term break) Phase 3: 18 th - 28 th November 2017 Evaluation of tender- 18 th April-30 th April Suppliers must formulate an indicative schedule and labour plan to execute these services during the time periods mentioned above. Supporting documents for Proposals containing annual turnovers, workforce numbers, years of operation and full company portfolio may be an advantage. Refer to Item Specification Pricing List spreadsheet under sheet heading Village Fitout Milestones for more details of the project timeline. All specifications are ideal conditions, any and all substitutes that fulfil the needs of VAN 2017 will be accepted and reviewed based on best value/lowest cost. VAN 2017 encourages alternative pricing submissions for items that fit the needs of the games, but are not necessarily specified in the following. All suppliers are encouraged to provide as much detail as possible on specifications, pictures, and information about their products. Requirements for the services outlined in this document are in accordance with their packages. The MS Excel spreadsheet is the item specification pricing list which interested suppliers are required to submit their proposals in accordance with. Page 13 of 17

14 4.1 Villages Fit Out Scope of Works Summary The Athlete Games Village will be hosted by five (5) of Port Vila s city schools, namely Lycee Louis Antoine de Bougainville, Anabrou School, Institut de Technologie Vanuatu (INTV/VIT), Freswota School and Central School. These schools will be the homes for over 2500 athletes and officials arriving from other Pacific Island Nations during the course of the Van2017 Pacific Mini Games in December. Van2017 is planning to utilize school dormitories and classrooms to accommodate these athletes as well as use of classrooms as office spaces for Games Village Operations and Games Officials usage. As to the purpose of this scope, Van2017 has launched this RFT to obtain suitable detailed proposals from interested and competent suppliers to be considered by VAN2017 Association Committee ( VAN2017 ) for providing quality building and maintenance services for the Fitout (rehabilitation/refurbishment) of the Athletes Village for the Pacific Mini Games. The Scope of Works has been organized in to packages by Location (Package A-Lycee School, Package B- Anabrou ) and a package by commodity type (Doors, Toilets, etc). The Item specifications shall be attached as a spreadsheet document entitled Van2017 RFT#4 Form-Village Fitout. Items will have an Item condition rating (ICR) that will help potential bidders identify the size and plant requirements to deliver the services as listed in these documents. Works shall be listed by location with work required at its respective locations in the item specification document attached. ( Van2017 RFT#4 Form-Village Fitout ) Item condition rating (ICR) 5 No problems noted, minor cleaning if applicable. 4 Some minor problems, minimal work required Structural elements show some minor deterioration, need moderate attention 3 to refurbish all primary elements are sound but may have minor section loss, need 2 intensive work to refurbish Advanced deterioration of primary structure, loss of functionality, out of 1 service, beyond repair 0 Item does not exist, needs to be fitted/installed/constructed a) Windows i) Louver Replacement Replace Louvers that are missing from louver frame. The sizes vary across all schools. ii) Louver/Window Frame Refurbish minor damages to window frames with obvious ware and tare damages. If Window frames are found to be beyond repair, put together an estimated cost for rebuilding the window frame. b) Doors i) Door/toilet doors Using the ICR and item specifications in the appendices contractor shall refurbish and or replace doors. Sizes of doors vary across all schools. ii) iii) Shower doors Shower doors that have an ICR rating of 1 or less shall be removed and replaced with a shower curtain system. (Shower drapes and fixtures). Door locksets Using the ICR and item specifications in the appendices contractor shall refurbish and or replace door locks. In some cases doors just need to be adjusted so the locks can function properly. Page 14 of 17

15 c) Plumbing i) Toilets All existing ablution blocks must be examined closely on a functionality basis. Any toilets with a condition rating 1 to be replaced, if it has a ICR rating of 2 or more, determine the cost of to refurbish a unit. ii) Hand basins / Hand basin troughs The hand basins or sinks of any sort must have a item ICR of 1 to be replaced, if not it is the duty of the contractor to refurbish. iii) Taps The taps must have a item condition rating of 2 or less to be replaced, if not it is the duty of the contractor to determine cost to refurbish or install new taps where lines have been plugged off. This must be verified with the school facility manager/ handyman as to why it has been blocked off before refitting new taps to plugged lines. The same applies to shower heads. d) Electrical i. Fans The contractor shall replace fans that have a item condition rating of 2 or less. In some cases only fan regulator switches need replacing. ii. General Purpose Outlet (GPO) The contractor shall replace GPO s that have a item condition rating of 2 or less. iii. Switches (lights) The contractor shall replace switches that have a item condition rating of 2 or less. e) Painting Not all interiors of buildings will need painting. As marked on the specification spread sheet the contractor shall only paint the interior of the listed buildings. If contractors find sectors to also be painted this shall be carried out at no cost to Van2017 or must be communicated to Van2017, works must not go ahead on such works without written approval from Van2017 and Project Manager. For example: Painting Item Condition Rating (ICR) 4 Very Good No painting need 3 Good Minimal cleanup 2 Satisfactory Rub down with industrial grade detergents plus touch up paint 1 Fair Heavily soiled or non uniform, complete paint over required. Also all paint colours must match that of the current facility the contractor is dealing with. Van2017 shall supply a list of exact paint codes/names and type upon request. As much as possible the supplier shall paint over all graffiti in classrooms and in common areas plain to sight. Page 15 of 17

16 f) Miscellaneous Fit out The contractors may be asked to perform ad-hoc miscellaneous jobs such as: i) Accessibility Ramps ii) Hand Rails iii) Hand rails in 1 toilet and 1shower per sanitary facilities iv) Benches in Showers/ that can be used in showers/ plastic chairs (sturdy) v) Clothes Lines. vi) Laundry Sinks and associated plumbing s vii) Privacy Screens/Partitions (Outdoor & Ablution Blocks) viii) Remove and Isolate Electronics. Suppliers may be asked to carry out such works at the request of Van2017 hence the need for indicative costings for labour for such works. Find Form 4 in the VAN2017 RFT#4 Form- Village Fitout spreadsheet. Suppliers are encouraged to submit indicative costings of labour for such works listed above (Miscellaneous Fitout) appropriate heads. (Supervisor, handyman, carpenter, plumber, electrician etc) Page 16 of 17

17 5 Submissions RFT NO: 4 The Pricing must be on a PACKAGE BY PACKAGE BASIS-, Suppliers can supply one or more packages and CLEARLY MARKED AS PACKAGE A/PACKAGE B. Suppliers may choose to price specific items only. (I.e. Doors/Painting) Van2017 will evaluate on both package by package basis as well as by commodity type. The Packages may be submitted under one cover as long as they are clearly marked as individual packages. Packages may be submitted electronically, but suppliers are encouraged to provide as much supporting detail as is available. Proposals can be supplied in English, Bislama or French Packages can be ed to info@van2017.com The subject line must identify as Van2017 Pacific Games- RFT Number 4- Athlete Games Village Fitout The PRICING spreadsheets MUST be returned as excel sheets Suppliers may also drop off proposals clearly marked as Van2017 Pacific Games- RFT # 4- Athlete Games Village Fitout at the Games Offices in TGE Building Opposite Traverso Teouma St. Van2017 is not responsible for any late submission of tenders or loss of tenders due to the internet transmission issues. Proposals must be sealed and MUST contain a USB stick with the Spreadsheets. The USB will NOT be returned to the suppliers. ALL PROPOSALS MUST BE SUBMITTED BY April 18, 2017 at 4:00 pm Contact info@van2017.com for questions and clearly mark the subject as RFT#4 Athlete Fitout. Page 17 of 17