FORM OF TENDER. Lead Consultancy for Labasa Office (Vatunibale) Restoration Project. June 4, 2018

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Cathleen Shelton
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1 FORM OF TENDER TENDER DOCUMENT Page 1

2 TABLE OF CONTENTS SECTION A FORM OF TENDER PROJECT DETAILS SUMMARY OF SCHEDULE OF DESCRIPTIONS... 6 SECTION B : ADDITIONAL INFORMATION REQUIRED... 7 A. COMPANY PROFILE DATA.. 8 B. COMPANY STRUCTURE & ORGANIZATION, PROJECT APPRECIATION AND COMPLIANCE... 9 C. PROPOSED DESIGN RATIONALE AND METHODOLOGY, RELEVANT COMPANY EXPERIENCE.10 D. PROPOSED RESOURCES/ PROJECT PERSONNEL E. FINANCIAL AND INSURANCE F. CONSULTING SERVICE FEE.. 12 SECTION C: CONDITIONS OF TENDERING...13 A. GENERAL B. TERMS & CONDITIONS C. LEAD CONSULTANT S ADMINISTRATIVE ARRANGEMENTS D. SUNDRY ITEMS E. CONDITIONS OF TENDERING ANNEXURE 1 TERMS OF REFERENCE (TOR) TENDER DOCUMENT Page 2

3 SECTION A FORM OF TENDER TENDER DOCUMENT Page 3

4 **This Document is to be filled and submitted with Tender Submission** 1.0 FORM OF TENDER (To be submitted with Tender Submission) Tender for: Lead Consultancy Services for Labasa Office (Vatunibale) Restoration Name of Tenderer We, the undersigned hereby offer to execute and complete the whole works as stated on the said documents for the Tender Sum of:- (in words and numbers) Tender Percentage Fee (.%) The above Percentage Fee payment will include VAT (9%) and with no provision for fluctuations in the cost sub-consultants, and to be valid for 3 months from date of submission. As witness our hands this. Day of Signature of Consultant... Office Stamp Address Witness (Signatures and Block Capitals) Address Occupation Date TENDER DOCUMENT Page 4

5 2.0 PROJECT DETAILS Tender for: Duration Eighty-three (83) Weeks (including construction) Defect Liability Period (DLP) Twelve (12) Months Period of Final Measurement and Valuation from date named in the Certificate of practical Completion Period for issue of Final Certificate Twelve (12) Months Upon completion but no later than 2 weeks after the expiry of DLP Liquidated and ascertained Damages Five hundred dollars ($500.00) per day Professional Indemnity Cover (PI) FJD $1,000, minimum Workers Compensation FJD $750, minimum TENDER DOCUMENT Page 5

6 3.0 SUMMARY OF SCHEDULE OF DESCRIPTION SCHEDULE OF DESCRIPTION 1.0 Lead Consultant (Total) 1.1 Detailed Design Review, Tender Documentation, Permit Stage Drawings, Final Cost Plan, Approvals from Regulatory Authorities, Quantity Surveying 1.2 Construction Tender Evaluation, Contract Documentation and Construction Set Drawings 1.3 Mobilization [construction commencement] 1.4 Construction supervision and Contract administration Period with monthly reports 1.5 Practical Completion Certificate with As-Built Drawings 1.6 Defect Liability Period with Final Completion Certificate TOTAL TENDER [PERCENTAGE] PERCENTAGE COST Note: The Tender Summary is not in any way a Bill of Quantities and the services shown on the TOR and Consultant s attached documents (all exceptions included) shall take precedence. SIGNATURE OF CONSULTANT CONSULTANT S SEAL DATE TENDER DOCUMENT Page 6

7 SECTION B ADDITIONAL INFORMATION REQUIRED TENDER DOCUMENT Page 7

8 COMPANY PROFILE DATA PROJECT: Contents A B C D E F Company Profile Data Company Structure and Organization, Appreciation and Compliance Proposed Design Rationale and Methodology, Relevant Company Experience Proposed Resources / Personnel Financial Status and Insurance Consulting Services Fees Notes to Tenderers 1. All questions shall be answered precisely and written neatly. 2. Additional information shall be attached at the back. 3. All the information required under this Section is all MANDATORY. 4. Form of Tender is to be filled, stamped with Company Seal and submits with submission. TENDER DOCUMENT Page 8

9 A. Company Structure and Organization, Appreciation and Compliance 1. Name of Company: Contact Person:.. Telephone Number. Fax No: Mobile: Address: 2. Description of Company (for example, Architectural Company) 3. Please indicate here or attach an organization chart showing the company structure including the position of directors and the key personnel. 4. Detail your understanding of the and particular key issues and constraints associated with. 5. Submit valid FNPF Compliance Certificate, valid Tax Compliance Certificate, valid insurance documents (Public Indemnity & Workers Compensation), valid Business License, Company Registration Certificate and any other relevant certificates. TENDER DOCUMENT Page 9

10 B. Proposed Design Rationale and Methodology, Relevant Company Experience 1. Outline Design rationale and methodology to address issues and constraints mentioned in part A. Include in submission key examples of cost and time control tools used on similar projects. 2. Number of years experience as a Company in Fiji. 3. Annual value of works undertaken as Lead Consultant/ Manager & Architect for each of the last two years with attached evidence. E.g. s list with values and pictures Current commitment and value of work in hand 2018 including attached evidence. E.g. s with values and pictures 5. Previous similar works (Lead Consultant / Manager) including attached pictorial evidence and costs. TENDER DOCUMENT Page 10

11 C. Proposed Resources / Personnel 1. Total Number of Staff in the Company. Technical Administrative.. 2. List staff and name proposed to work on this with attached CV and any other Personnel or site staff. Name: Position Years of Service (Please note that the names of staff provided are to be actually working on this project.) 3. Please indicate the main Management software s considered by the Company to be necessary for undertaking the project and whether the software s are already in the company s ownership or will be purchased. 4. List Sub-Consultants and roles in the project, state names and address of subconsultants to be engaged and submit letter of intent. 5. Previous similar works and reference of the sub-consultant companies. TENDER DOCUMENT Page 11

12 D. Financial Status & Insurance 1. Attach copies of the Company s previous two years accounts statements compromising of: a) Assets and Liabilities/Financial Statement b) Profit and Loss Accounts Statement. (Unaudited accounts to be submitted with bank statement and Accountant s report.) 2. Name and Address of Bankers from who references can be obtained. Provide Bankers Report on financial status and overdraft facilities. 3. Name and Address of Accountant. 4. Please provide valid Professional Indemnity Cover (PI). E. Consulting Services Fee 1. Submit Fees in the Summary of Schedule of Description in section 3.0 TENDER DOCUMENT Page 12

13 SECTION C CONDITION OF TENDERING TENDER DOCUMENT Page 13

14 A. GENERAL The name of the is Lead Consultancy for Labasa Office (Vatunibale) Restoration The Employer: Land Transport Authority The Client: Land Transport Authority Principal: Land Transport Authority / Construction Implementation Unit B. TERMS & CONDITIONS Refer to Terms of Reference attached (Annexure 1) C. LEAD CONSULTANT S ADMINISTRATIVE ARRANGEMENTS Deemed to be implicit in the Contract and listed for convenience in pricing at the discretion and risk of the Lead Consultant: a. Head office administration b. Construction Administration; c. Contract Administration; d. Supervision of other sub-consultants; e. Quantity Surveying f. Safety, health and welfare of personnel; and g. Transportation of workmen D. SUNDRY ITEMS Deemed to be implicit in the Lead Consultant and listed for convenience in pricing at the discretion and risk of the Lead Consultant. a. Testing of materials (if required) b. Testing of the works (if required) c. Protecting the works (if required) d. All statutory obligations E. CONDITIONS OF TENDERING 1.0 DESCRIPTION OF SCOPE OF SERVICES 1.01 The Lead Consultant will coordinate and carry the overall responsibility for quality work and performance of all secondary and specialist design Sub- Consultants for the effective provision of their services and the integration of outputs towards the successful completion. This entails the provision of Management and Quantity Surveying. TENDER DOCUMENT Page 14

15 2.0 TENDERER TO BE INFORMED FULLY 2.01 The Tenderer shall inspect the project site and be familiar with all relevant aspects and details in relation to the Scope of Works before submitting the Tender. The Tenderer shall ensure an understanding of the availability, quantities and qualities of the work, the existing conditions and the pertinent risks, contingencies and circumstances which may affect the Tender 2.02 Inspection of the site is to be carried out with the Client through prior arrangement of a Pre-Tender site inspection. 3.0 TENDERS Proposals are to be submitted on the enclosed FORM OF TENDER fully completed. The hard copies of the Proposal are required to be submitted no later than 4pm on 22 nd JUNE, 2018, in a sealed envelope. This shall be submitted in a plain sealed envelope, marked: Tender Committee Chairman RFT [Tender No & Name] Land Transport Authority P.O. Box 6677 Lot 1 Daniva Road, Valelevu, Nasinu, Fiji 3.01 The Tender submission closing deadline: Time: 4 pm on specified date as per the advertisement, i.e. 22 nd June Late or faxed Tender submissions shall not be accepted and the lowest or any Tender will not necessarily be accepted. Tenderers may also upload their submission electronically to the tender site - by the above-mentioned timeline The Land Transport Authority reserves the right to approve modification of the Terms of Reference to suit budgetary or client requirements and after consultations with the Final Design to be confirmed prior to the Contract being signed All clarifications on the Tender Documents must be made with the Client and resolved by all parties in writing before the end of the Tender period deadline for closing Where there is a discrepancy between the amount in figures and in words, the amount in words will prevail as the correct figure. If the Tenderer does not accept this, its Tender submission will be disqualified. TENDER DOCUMENT Page 15

16 4.0 QUALIFICATION OF TENDERS 4.01 Tenders not complying with any Tender condition as stated in the Tender documents are deemed non conforming and shall be disqualified Failure to submit the Form of Tender fully completed, will render the Tender invalid and it will be disqualified. 5.0 FLUCTUATION 5.01 For the purpose of this Tender submission, the Tender Percentage Fee is to be on approved rate from LTA and Construction Implementation-Ministry of Economy and will not be subject to Government regulated monetary fluctuations or any variations unless approved by the Client and Construction Implementation-Ministry of Economy Where the cost of the total project is over 10% of the initial estimated project cost, there shall be an allowance of variation granted and the same must be approved by the LTA and Construction Implementation-Ministry of Economy The Lead Consultant must state at what percent the variation fees will be charged and the same shall be valid for at least 76 weeks from the date of signing the contract Any notification of variation must be notified in writing to the client within thirty [30] consecutive days from the date the said variation becomes legitimate. 6.0 FINAL MEASUREMENT AND VALUATION 6.01 The period of final measurement and valuation for Final Completion shall be twelve months from the date of the Practical Completion certificate. 7.0 DELAYS/TIME EXTENSIONS 7.01 Period of delay allowed due to loss or damage caused and client endorsements shall be a maximum of 6 weeks in instances of Heavy Rain, Hurricane, Cyclone and/or floods. Cost of such delays must be clearly stipulated in the submission Causes of delays includes: Heavy Rain, Hurricane, Floods and endorsements. TENDER DOCUMENT Page 16

17 8.0 LIQUIDATED AND ASCERTAINED DAMAGES 8.01 This shall be in accordance with clause 22 of the Terms of Reference and shall be Five hundred dollars ($500.00) per day. 9.0 CLAIMS AND PAYMENT 9.01 Progress Payment Claims and Certified Payments are to be made on an agreed basis e.g. upon the submission and verification of valid, properly documented Progress Claims All payments shall be settled within twenty [20] working days from the date of submission, unless the submitted claims are disputed by any party DEFECTS LIABILITY PERIOD This period shall be twelve (12) months from Practical Completion 11.0 MISCELLANEOUS The work must be carried out with absolute care and every effort must be made to ensure that project objectives are met The Lead Consultant must at all times take full ownership of the project collectively with Client and Administrator. TENDER DOCUMENT Page 17

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