GENERAL DIRECTORATE FOR REGIONAL DEVELOPMENT PHARE FOUNDS

Transcription

1 GENERAL DIRECTORATE FOR REGIONAL DEVELOPMENT PHARE FOUNDS M.I.E. IEŞIRE Nr. Ziua «Zi» Luna «Luna» Anul To: «Companie» «Adresa» Fax: «Fax» Dear Ms. / Mr. «Persoana_de_Contact», Subject: Minutes of Meeting TENDER REF: Rehabilitation of 17 School Laboratories and Workshops in the south part of the South Region and Bucharest-Ilfov Region - RO 2004/ Please find attached the Minutes of Clarifications Meeting. These should be read in conjunction with the Tender Documents. Please confirm receipt of this letter within 3 days of receiving it, at fax: Yours faithfully, Maria Crivineanu Director General - PAO Encl: 8 pages Bld. Libertatii 12, Bucuresti, sect 5, tel , fax

2 ECONOMIC AND SOCIAL COHESION PROGRAMME PHARE 2004 Project No. RO 2004/ REHABILITATION OF 17 SCHOOL LABORATORIES AND WORKSHOPS IN THE SOUTH PART OF THE SOUTH-REGION LOTS NO 7.1, 7.2, 7.3 & 7.4 MINUTES OF INFORMATION MEETING Attendees Representatives of the Ministry of European Integration as per attached tables Representatives of the Regional Development Agency as per attached tables Contractor s representatives as per attached tables Representatives of Idom-Hill International as per attached tables Location a) Date Thursday 7 th September 2006 : 13:00 Location: RDA Bucharest-Ilfov Office, Bucharest. 1 INTRODUCTION It was explained that the purpose of the meeting was to provide information and guidance to potential tenderers for the Work contracts and to address any questions tenderers may have. However, the information provided at this meeting is not intended as comprehensive guide to tendering. All tenders must be completed in strictly accordance with Volume 1 Instructions to Tenderers of the Tender Dossier. The Minutes of Meeting will be issued to all registered tenderers for this Tender Dossier. 2 PROJECT BACKGROUND The participants were presented with a brief background of the project covering the objectives, financing and parties involved. 2.1 Timetable Tenders have to be submitted to the Ministry of European Integration by 16th October 2006 at 16:00. It is expected that the works will be contracted by 30 th November 2006 with work on site starting by 1 st February The time to complete the works is 365 days. The Defects Notification Period is 365 days. 3 PROJECT DETAILS The participants were presented with information about the Works. 3.1 Nature of the Works. Each school listed in the tender will have part of the school rehabilitated or a new building constructed. The rehabilitation work is typically roof repairs, replacement windows and doors, painting, repair and replacement of floors, some consolidation, electrical wiring, heating systems, new buildings and new toilet facilities. The scope of the work at each school is defined in the Tender Dossier: TD07_Meeting_Minutes.doc Page 1 of 8

3 Volume 3 Specifications in particular Volume 3B which lists data for each school. Volume 4 The Bill of Quantities Volume 5 The Drawings. Tenderers were remained of the importance of reviewing all the information supplied in the Tender Dossiers. 3.2 Lots The tender is divided into 4 Lots. Each Lot contains schools relatively close together. A separate Contract will be awarded for each Lot. Therefore 4 contracts will be awarded from this Tender. Each tenderer may choose which Lot or Lots to bid for. The minimum number of Lots is one. The maximum number is all of them. Tenders for parts of Lots are not permitted. 4 THE TENDER DOSSIER The participants were given information about the structure and contents of the Tender Dossier. 4.1 Obtaining the Tender Dossier The Procurement Notice gives details of how to obtain the tender dossier from the Ministry of European Integration. This is published on the Ministry of European Integration website. 4.2 Tender Documents The tender dossier is in five volumes Volumes 1, 2, 3, 4 & Volume 1 Instructions to Tenderers This volume explains how to tender for the work and contains the Forms that must be completed. It also contains the Tender Form and Appendix to Tender. This appendix gives important contractual information such as the length of the Contract, penalties for late completions, currency of payment etc Volume 2 Conditions of Contract This document contains Particular Conditions of Contact and example Contract forms. The Conditions of Contract are the FIDIC Conditions of Contract for Construction (known as the Red Book). Volume 2 does not contain the standard clauses. Details of where these can be obtained are given in Volume Volume 3 Specifications This Volume contains technical details about the required quality of the work. This is broken down into 3 parts: 3A - Specifications for the General Items (e.g. offices for the engineer, insurances). 3B Special Technical Specifications details about the work at each school 3C General Technical Specifications details about the methods and materials to be used in construction Volume 4 Bill of Quantities. An itemized list of works and quantities. Also an explanation of how the work is measured Volume 5 Drawings. A set of drawings for each school and a set of Standard details. TD07_Meeting_Minutes.doc Page 2 of 8

4 5 ELIGIBILITY The participants were given an overview of the eligibility requirements and minimum criteria stated in the Tender Dossier. Tenderers were advised that Tenders must be in compliance with the requirements of Volume 1: Instructions to Tenderers. 5.1 Nationality A list of eligible nationalities in included in Volume 1, Instructions to Tenders. These include Romanian and all EU countries. See Clause 3 of Volume 1: Instructions to Tenders. 5.2 Registration Companies must prove they are properly registered in an eligible country and provide copies of registration documents not more the one year old. See Clause 3 of Volume 1: Instructions to Tenders. 5.3 Grounds for Exclusion Companies must not be bankrupt, in administration, or have been guilty of an offence related to their profession or fraud. They must also be up to date with tax and social security payments. More details are set out in section of the Practical Guide to contract procedures for EC external actions (available from the EC website at See also Clause 3 of Volume 1: Instructions to Tenders. 5.4 Other Tenders Except in exceptional circumstances described in Volume 1: Instructions to Tenderers, no company tendering for this project may be a part of another tender for this project. Both tenders will be disqualified. See Clause 5 of Volume 1: Instructions to Tenders. 5.5 Minimum Criteria All tenderers must meet the minimum criteria given in the Instructions to Tenderers and the Procurement Notice. The minimum values of turnover and credit are given for each Lot. These amounts are cumulative if a tenderer is bidding for more than one Lot. Turnover Accounts must be included and Form 4.4 signed by a Chartered Accountant. See Sub- Clause 4.2 of Volume 1: Instructions to Tenders. Credit Line The tenderer must have access to credit or financial resources to cover cashflow requirements during the Contract. Evidence of this must be a document provided by a recognized bank and state that it is specifically for this project. See Sub-Clause 4.2 of Volume 1: Instructions to Tenders. The Tenderer must have the capability of doing at least 70% of the works. (A maximum of 30% of the works can be subcontracted). See Sub-Clause 4.2 of Volume 1: Instructions to Tenders. Experience and evidence of completing at least one similar project in the last five years of a similar type of works and similar or greater value. Copies of the taking over/final acceptance certificate must be included. It is recommended that tenderers submit evidence of several projects, if available. See Sub-Clause 4.2 of Volume 1: Instructions to Tenders. Key staff must have at least 8 years experience. See Sub-Clause 4.2 of Volume 1: Instructions to Tenders. 5.6 Failure to Meet Minimum Criteria This will result in a tender be rejected. However, smaller companies may form a consortium, or partnership, to undertake the project. Special rules apply to Consortium and these are given in Volume 1: Instructions to Tenders, Sub-Clause 4.3. TD07_Meeting_Minutes.doc Page 3 of 8

5 6 THE TENDER SUBMISSION The participants were given information on completing an eligible submission. Tenders must be submitted by 16 th October :00 local time at the address stated in the Procurement Notice. 6.1 Language The Tender documents must be submitted in English. 6.2 Number of Copies One Original and Five Copes must be submitted. 6.3 Documents to be Submitted The participants were given an overview of the documents to be submitted with a tender. See Sub- Clause 14.3 of Volume 1: Instructions to Tenders. 6.4 Bill of Quantities The tenderer should enter his rate in the BoQs for each item. The rates should include the full cost of the work including material, labour, storage, transport, temporary works, overheads, profit, etc. Tenderers must quote all components of the bill of quantities / breakdown of the overall price exclusive of taxes and customs and import duties. No payment will be made for items which have not been costed; such items will be deemed to be covered by other items on the bill of quantities. 6.5 Electronic Bill of Quantities Each tenderer will be supplied with the Bill of Quantities in electronic format (Microsoft Excel). This must be filled in and submitted on CD with the Tender. A completed paper copy of the BoQ must also be submitted. It is recommended that the paper copy be printed from the final electronic version so they are identical. 6.6 Currency All rates and amounts must be in EURO. The winning Contractor will be paid 75% in Euro and 25% in Lei (converted from Euros at the prevailing monthly INFOREURO exchange rate). 7 QUESTIONS The following questions where addressed. Q1) What happens if the quantities in the Bill of Quantities differed from those found during the execution of the project? A1) The contract is a re-measure contract. Generally, the Contractor will be paid for the work undertaken at the rates quotes in his offer and in accordance with the FIDIC Red Book Conditions of Contract. Please refer to the clauses regarding payment in Volume 4: Bills of Quantities and Volume 2: Conditions of Contract. Q2) Can the Tenderer change the quantities stated in the Bill of Quantities? A2) No. If a tenderer believes there is an error, he should submit a question requesting clarification in writing in accordance with Clause 9 of Volume 1: Instructions to Tenderers. Q3) Can the Tenderer change the Provisional Sums stated in the Bill of Quantities? A3) No. The tenderers are advised that the Provisional Sums will only be spent on Work specifically instructed by the Engineer. Tenderers should refer to the clauses about Provision Sums in TD07_Meeting_Minutes.doc Page 4 of 8

6 Volume 2: Conditions of Contract and Volume 4: Bill of Quantities. Q4) Can small companies tender if they do not meet all the minimum criteria? A4) Yes, but only as part of a consortium with other companies or as a sub-contractor to a larger company. The Lead Partner of a consortium must have the capacity to undertake 50% of the works tendered for. All partners must have the capacity to undertake at least 10% of the Works. Together, a consortium must meet the minimum criteria. Tenderers should refer to Sub-clause 4.3 of Volume 1: Instructions to Tenderers. Q5) How much of the Works can be subcontracted? A5) A maximum of 30%. Tenderers should refer to Sub-clause 3.7 of Volume 1: Instructions to Tenderers. Q6) Is possible to tender for one school? A6) No. Each tender must be for all the schools in a Lot. Tenderers should refer to Sub-clause 1.1 of Volume 1: Instructions to Tenderers. Q7) For a Consortium, does the minimum turnover requirements, given in sub-clause 4.2.3, have to be met by the Lead Partner alone? A7) No, the combined turnover for all the consortium partners will be considered. Q8) Is a certificate of Site Visit/Information Meeting necessary. A8) No. Q9) How are payments made under FIDIC Red Book? A9) Payment procedures are given in Volume 2: Conditions of Contract. Q10) Does qualification evidence have to be provided for sub-contractors and suppliers? A10) Yes, if they are providing more than 10% of the works. Tenderers should refer to Sub-clause 3.5 of Volume 1: Instructions to Tenderers. Q11) When is the tender guarantee returned to the tenderer? A11) The tender guarantee will be returned to the successful contractor after the Contracting Authority has received the signed contract and the performance guarantee, to the satisfaction of the Contracting Authority. The tender guarantee shall be returned to unsuccessful tenderers once the contract has been signed with the successful tenderer and the performance guarantee of the successful tenderer is accepted. Tenderers should refer to Clause 18 of Volume 1: Instructions to Tenderers. Q12) It is possible to send further documents if a tenderer did not submit all the necessary documents with his bid? A12) No tender may be altered after the deadline for submission. The Evaluation Committee may ask a tenderer to clarify any aspect of his tender. Tenderers should refer to Clauses 24 & 27 of Volume 1: Instructions to Tenderers. Q13) When is it necessary to sign the Credit Line? A13) The tender must include a reference or certificate about the tenderers access to credit facilities. The reference/certificate must be provided by a recognized bank and state that it is specifically for this project. See Sub-Clause 4.2 of Volume 1: Instructions to Tenders. Q14) Form 4.5b (Legal Entity Form) in Volume 1: Instructions to Tenders has two parts; one is called Private Companies, other Public Entities. Which form should be completed? A14) Registered commercial companies should complete the form called Private Company and leave the second form Public Entities blank. The Public Entities form is only completed by governmental legal entities or non-governmental organizations (NGOs). Please note that all TD07_Meeting_Minutes.doc Page 5 of 8

7 tenderers, regardless of their legal status, must complete Form 4.5a (Financial Identification Form). Q)15 Which documents should be translated into English. Also which documents in the tender should be translated by an authorized translator and which documents can be translated by the tenderer? A15) The language of the tender procedure in English and the Tender documents must be completed in English. Supporting documents may be in another language provided they are accompanied by an accurate translation. Tenderers should refer to Clause 13 of Volume 1: Instructions to Tenderers. 8 FURTHER QUESTIONS` The Participants were requested to submit all questions in writing to: Ministry of European Integration, 12 Libertatii Blvd., 4th floor, room 409, , Bucharest, Romania. Tel , Fax These will be answered and copies sent to tenderers who have obtained the tender dossier fro the Contracting Authority. The deadline for sending questions is 21 days before the submission deadline. Question therefore must be received by 25th September. These will be answered by the 5 th October. 9 CLOSE The participants were thanked for their attendance and the meeting was closed. Attached: Register of attendees. TD07_Meeting_Minutes.doc Page 6 of 8

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