GOVERNMENT OF
THE DEMOCRATIC REPUBLIC OF TIMOR-LESTE
MINISTRY OF FINANCE
REQUEST FOR PROPOSAL
FOR
CONSULTING SERVICES
Section 2
PROPOSAL DOCUMENT
For Design & Construction Supervision of New Central Post Office
at
Kampo Alor, DILI, Timor Leste
Simplified Technical Proposal
Consultant Selection by QCBS, FBS or LCS methods
Lump - Sum Contract
RFP No. RDTL-06-04-512-P-0316
RFP Name Construction of Central Post Office, Kampo Alor – Dili
TABLE OF CONTENTS
No. Document
Code Description
Page
Data Sheet 3
SOS - D Scope of Services – Design Services 7
TOR - D Terms of Reference – Design Services 11
SOS- CS Scope of Services - Construction Supervision Services 13
TOR - CS Terms of Reference – Construction Supervision Services 16
Form T1 Technical Proposal Submission Form 20
Form T2 Consultant’s Organizational Profile 21
Form T3 Consultant’s Experience 22
Form T4 Proposed Technical Approach & Methodology 23
Form T5.1 Consultant’s Team Composition & Staffing Assignments 24
Form T5.2 Consultant’s Staffing Schedule 25
Form T5.3 Consultant’s Work Program 26
Form T6 Curricula Vitae : Consultants Professional Staff 27
Form F1 Financial Proposal Submission Form 29
Form F2 Summary & Breakdown of Costs by Activity 30
DATA SHEET
Paragraph
Reference DATA DETAILS
1.1
Name of the Client:
Ministry of Planning & Finance Procurement Service Building No. 5 Room 03A
Palacio do Governo DILI Timor Leste
1.1
Name of Client Requesting Agency/ Project Owner
Ministry of Transport & Communications Directorate of Postal Services
1.2
Name of Supervising Technical Agency
Ministry of Public Works – Directorate of Public Works
1.2 Method of selection
QCBS FBS LCS
YES NO NO
1.2
The name of the assignment is Financial Proposal to be submitted together with
Technical Proposal
YES – in separate sealed envelope
Construction of Central Post Office, Kampo Alor – Dili, Timor Leste
NOTE : PROPOSALS SHALL BE PRESENTED AS TWO PARTS (1) DESIGN SERVICES (2) CONSTRUCTION SUPERVISION SERVICES
1.3
A pre-proposal conference will be held: YES A site visit will be held ? YES
Pre-proposal conference
date & time Thursday 26 October 2006 10:00 HTL
Site visit date & time Immediately following pre- proposal meeting
Kampo Alor, Dili - Timor Leste
Attendance at pre - proposal conference & site visit is compulsory ?
YES
1.3 The Client’s representative for liaison is: Name : Joao Magno
Position : Procurement Officer
Agency : MPF Procurement Service
Telephone: 726 1975
Facsimile:
E-mail : jmagno@mopf.gov.tl
The Supervising Technical Agency Representative is : Name : Octavio P.M. Marques
Position : National Public Building Supervisor
Agency: Ministry of Public Works
Telephone: 3310121
Facsimile:
E-mail : ockto13@yahoo.com
1.4 The Client will provide the following inputs and facilities: N/A
1.6.1 (a) The Client envisages the need for continuity for downstream work:
Yes / No [If yes, outline in the TOR the scope, nature, and timing of future work]
1.12 Proposals must remain valid after the submission date forSIXTY (60) DAYS
1.13a Participation in this Request for Proposals is restricted to companies whose ownership is at least 51% Timorese N/A 2.1 Clarifications may be requested not later than SEVEN
days before the submission date.
The address for requesting clarification is :
Ministry of Planning & Finance Procurement Service
Building No. 5 Room 03A
Palacio do Governo DILI Timor Leste 3.1 Proposals shall be submitted in the following language ENGLISH 3.3 (a) Short listed Consultants may associate with other short - listed Consultants: YES
3.3 (b) The estimated number of professional staff-months required for the assignment is : 30 Person Months (12 person months Design; 18 person months Construction Supervision)
The available budget is: NOT DISCLOSED
US DOLLARS
[In the case of Selection under a Fixed Budget (FBS), select the following sentence] The Financial Proposal shall not exceed the available budget of:
NOT APPLICABLE US DOLLARS
3.4 The format of the Technical Proposal to be submitted is Full Technical
Proposal Simplified TechnicalProposal
NO YES
3.4 (g) Training is a specific component of this assignment: NO
. [If yes, provide appropriate information]:
3.6 For the purposes of establishing the value of payments to the Consultant for additional services required by the Client, reimbursable costs to be listed in form F3 shall include costs of :
a per diem allowance in respect of Personnel of the Consultant for every day in which the Personnel shall be absent from the home office and, as applicable, outside the Client’s country for purposes of the Services;
YES
necessary travel, including transportation of the Personnel by the most appropriate means of
transport and the most direct practicable route YES office accommodation, investigations and surveys YES
applicable international or local communications such as the use of telephone and facsimile required
for the purpose of the Services YES
purchase, rental and freight of any instruments or equipment required to be provided by the
Consultants for the purposes of the Services YES printing and dispatching of drawings & reports to be produced for the Services YES
further items required for purposes of the Services not covered in the foregoing YES 3.7 Amounts payable by the Client to the Consultant under the contract to be subject to local taxation: YES
The Client will reimburse the Consultant for any such taxes paid by the Consultant, OR NO
The Client shall pay such taxes on behalf of the Consultant: YES 4.3 Consultant must submit the original of the Technical Proposal and TWO (2)
4.5 The Proposal submission address is:
Administration Office Procurement Services Ministry of Planning & Finance
Building No. 5, Palacio do Governo, DILI Timor Leste
NOTE : Proposals for Design Services and Construction Supervision Services will be evaluated separately The Client reserves the right to split award if this is in Client’s and the public’s best interest
5.2 (b) Criteria, sub-criteria, and point system for the evaluation of Simplified Technical Proposals are : i. SSpecific experience of consultants relevant to the assignment
10 points
ii. AAdequacy of proposed methodology and work plan in responding to the Terms of Reference
a. Technical approach and methodology 20 b. Work plan 20
c. Organization and staffing 10
50 points
iii. Key professional staff qualifications and competence for the assignment :
Design Team
NOTE : All personnel will be evaluated according to sub criteria below & an average will be calculated ( total of all scores / no. of staff proposed)
20 points
20 points
The number of points to be assigned to each of the above positions or disciplines shall be determined considering the following three sub-criteria and relevant percentage weights:
1) General qualifications 30%
2) Adequacy for the assignment 60%
3) Experience in region and language 10%
Total weight: 100%
The minimum technical score St required to pass is: 70
5.6 Currency conversion does not apply – all Financial Proposal prices shall be expressed in US Dollars 5.7 The formula for determining the financial scores is the following:
Sf = 100 x Fm / F
,in which
Sf
is the financial score,Fm
is the lowest price andF
the price of the proposal under consideration. The weights given to the Technical and Financial Proposals are:[ technical proposal weight is normally 0.7 or 0.8; financial proposal 0.3 or 0.2; total T + P must be 1.0]
Technical T Financial P
6.1 Expected date and address for contract negotiations:
Friday 17 November, 2006; MPF Procurement Service, Room 03A, Building 5 Palaciao do Governo, Dili 7.2 Expected date for commencement of consulting services
Monday 27 November, 2006
RATING DEFINITIONS
EXCELLENT 100% Proposal substantially exceeds the sub criteria requirements
VERY GOOD 90% Proposal exceeds the sub criteria requirements
ABOVE AVERAGE 80% Proposal fully meets the sub criteria requirements
AVERAGE 70% Proposal adequately meets the sub criteria requirements
BELOW AVERAGE 50% Proposal has significant deficiencies against sub- criteria requirements, withprobable negative effects on assignment implementation
EVALUATION FORMS
Samples for Information of Consultants
REQUEST FOR PROPOSALS – CONSULTING SERVICES
SUMMARY EVALUATION FORM – TECHNICAL PROPOSALS
RFP No. RDTL0604512P0316 RFP NAME Design & Supervision Services – New Dili Post Office
5.2b SELECTION CRITERIA FIRM1 FIRM2 FIRM3 FIRM4 FIRM5 SCOREMAX.
(i) Preliminary design presentation from the Company 10
(ii) Adequacy of proposed methodology & work plan
a. Technical Approach & Methodology (20) b. Work Plan (20) c. Organization & Staffing (10)
SUBTOTAL (ii) 50
(iii) Key professional staff qualifications & competence for the assignment
a. Design Team - average score (20) b. Construction Supervision Team - average score (20)
SUBTOTAL (iii) 40
TOTAL SCORE – TECHNICAL PROPOSAL 100
REQUEST FOR PROPOSALS – CONSULTING SERVICES NARRATIVE EVALUATION FORM – CONSULTING FIRM
RFP No. RDTL0604512P0316 RFP NAME Design & Supervision Services – New Dili Post Office FIRM NAME
No. Sub - Criteria Rating(%) Weight Score Explain the basis of your rating – good & poor featuresREMARKS – Basis of Rating Please refer to TOR & eligibility/ qualification requirements
1
EXCELLENT 100% Feature evaluated substantially exceeds the sub – criteria requirements
VERY GOOD 90% Feature evaluated exceeds the sub – criteria requirements
ABOVE AVERAGE 80% Feature evaluated fully meets the sub – criteria requirements
AVERAGE 70% Feature evaluated proposed adequately meets the sub – criteria requirements
BELOW AVERAGE 50% Feature evaluated has significant deficiencies against sub – criteria requirements, with probable negative effects on assignment implementation
REQUEST FOR PROPOSALS – CONSULTING SERVICES
NARRATIVE EVALUATION FORM – CONSULTANT’S PERSONNEL
RFP No. RDTL0604512P0316 RFP NAME Design & Supervision Services – New Dili Post Office FIRM NAME
POSITION IN TEAM DESIGN : TEAM LEADER/ ARCHITECT NAME OF PERSON
No. Sub - Criteria Rating(%) Weight Score Explain the basis of your rating – good & poor featuresREMARKS – Basis of Rating Please refer to TOR & eligibility/ qualification requirements
1 QualificationsGeneral 30 X 0.2= 6
...
TOTAL SCORE 20 WEIGHT – Consultant’s Personnel (Sub Criterion Weight X 0.4)
RATING SCALE
EXCELLENT 100% Person proposed substantially exceeds the sub – criteria requirements
VERY GOOD 90% Person proposed exceeds the sub – criteria requirements
ABOVE AVERAGE 80% Person proposed fully meets the sub – criteria requirements
AVERAGE 70% Person proposed adequately meets the sub – criteria requirements
BELOW AVERAGE 50% Person proposed has significant deficiencies against sub – criteria requirements, with probable negative effects on assignment implementation
SCOPE OF SERVICES – DESIGN
1. Principal Features
Project Name New Central Post Office Building
Infrastructure Category OFFICE BUILDINGS & WAREHOUSES
Client Name Ministry of Planning & Finance Procurement Service Timor Leste
Project Owner Ministry of Transport & Communications Directorate of Postal Services
Location Kampo Alor, Dom Aleixo sub district, DILI
Supervising Technical Agency - Directorate of Public WorksMinistry of Public Works
CPV No. 604462 RFP No. RDTL 06- 04 – 512 – P - 0316
Estimated Total
Person months 12.0 Budget Cost Estimate Not specified
General Description of Works
Consulting professional & technical services are required for the design of works for :
a new two-storey post office building of gross floor area 5000 square meters and an external landscaped area of 1000 square meters for vehicle parking & maneuvering, pedestrian movement and gardens, which will include the following
oPost office service counter area
oPrivate letter boxes
According assessments of client needs and provisions for future functions, the design shall accommodate the following space requirements :
1. Post Office Service Counter Area
a. ten counter positions with customer space at front and parcel & mail space at back – positions to include two for parcels and two for finance & philatelic products
b. an independent parcel area adjacent to customs & poste - restante with two counters & direct public access
c. Postmaster office with interface to public space
d. Counter Supervisor office with good visibility of counter positions e. two safe rooms with high security safes for valuables, stamps &
cash
a. with 1200 standard dimension letter boxes
b. with capacity to expand by at least 600 additional boxes c. after hours direct customer access using magnetic card
3.
Mail Processing Centrea. with vehicle dock for loading & unloading mail – space for at least two vehicles
adjacent to loading / unloading zone, with
a. space for general mail sorting
b. space for special mail sorting, including b. private letter boxes
c. posted restate
d. Domestic mail – with routing compartments e. International mail – with routing compartments c. Mailroom Supervisor office
d. Registered mail & Express Mail Services (EMS) room
200 m2
300 m2
40 m2
5. Customs Services
with direct public access 40 m2
6. Common Services Area
a. WC male & female b. lunchroom
c. mail processing centre and delivery centre archives d. store for supplies & products
e. IT equipment room – server, central communications & UPS
400 m2
7.
Passageways & Unusable Areas – Ground Floor 200 m28. Administration Services – upper floor
a. Office for Director & administrative support b. Administration office
c. open plan space for administrative & technical support staff d. large multipurpose room for board meetings, conferences &
9.
Passageways & unusable areas – First Floor 200 m210. Exterior Space & Access
a. parking area visitor/ customer for 16 vehicles b. parking area official for 8 vehicles
c. designed using standard dimension for vehicle maneuvering d. with pedestrian walkways & gardens
1000 m2
11.
Perimeter Fencing: with hollow block walls at rear side,left side and right side of the office and front side half meter of hollow block wall on the top provide steel fence with maximum 1.50 meters including two unit of steel gate.
Total Area for Space Requirement 5000 m2
2.
Background
in the proposed areas.
For the establishment of a new central post office, a parcel of land of 5000 m2 has been
allocated at Kampo Alor, Dom Aleixo sub-district, Dili close to the alignment of Avenida Presidenti Nicolao Lobato to the North of the former heliport – refer 1:10 000 Cadastral map 51.5-072
Required design services will enable construction of a new central post office building for which works will be undertaken within the current budget year, using CFET funds of the Ministry of Transport & Communications Directorate of Postal Services. This building will assist in improving the processing efficiencies for incoming and outgoing international and domestic mail in Timor Leste
3. Services Required
The Design Consultant shall provide the following services :
i. undertake site survey, mark boundaries and prepare topographical site plan ii. identify and map power, communications and water utility services within
boundaries of site
iii. assess & inventory the designated site and estimate equipment and manpower needs for demolition of present structures, cleanup & disposal of waste materials
iv. assess ground conditions for soil profile, soil bearing capacity and drainage v. work closely with the Project Owner to fully define functional, performance
and aesthetic requirements of the Building works and optimize the application of findings to design of the works and current year budget appropriations
vi. prepare engineering design & specifications special provision (if applicable) for building works. Specifications shall conform to MPW standard specifications for building works
vii. prepare bills of quantity for all works viii. prepare engineering estimate ix. prepare work program
x. designs, specifications, bills of quantity and works program are to include site preparation, structural, plumbing & sanitation, electrical, IT & telephone, air-conditioning and landscaping works
xi. assist MPW Directorate of Works and MPF Procurement Services in the preparation of bidding documents and presentation of the technical brief to the pre bid meeting
xii. assist MPW and MPF Procurement Services in the evaluation of contractor bids and preparation of recommendations for award of contract
xiii. provide guidance to construction supervision consultants according to Client’s request
xiv. assisting the Client in resolving matters of dispute or controversy arising from construction
4.
Approach, Methodology & Work Plan
The Consultant shall outline proposed approach, methodology and work plan in accordance with Form T4. This shall identify the time inputs, roles and tasks of Consultant’s personnel, item 5 following, using Forms T5.1 and T5.2
5.
Consultant’s Personnel
The Consultant shall propose personnel according to professional & technical categories and person month inputs appropriate to task requirements ( total man months not more than those specified in Data Sheet)
Staff field and home office rates to be applied to additional services requested by the Client shall be presented in Form F3, Table 3.1
6. Non-Personnel Costs
Reimbursable costs to be applied to additional services requested by the Client shall be presented in Form F3, Table 3.2. These shall include testing for site investigation
7.
Timeframes
Design services work items i. to vii. for components A and B above shall be completed within
a period of 12 weeks from date of commencement of services.
The Consultant’s work plan shall be defined on Form T 5.3, referring to deliverables parcels stated in item 8 following
Design services work items viii. And ix. will be undertaken according to the Client’s requested scheduling
8. Deliverables & Payment Schedule
DELIVERABLE QTY TIMING AMOUNT
A. INCEPTION REPORT
o Inception report containing : site assessment outcomes ; preliminary site & building design; floor layouts; & preliminary cost estimate
o Drawings A3 & soft copy CD-RW
5 sets
5 sets WEEK 4 20 % contract price B FINAL REPORT
o Final report containing final design drawings; engineering cost
estimate; bills of quantity; specifications special provisions; work-plan; technical briefing for pre-bid meeting and pre-bidding document
o Bidding document with final design drawings, bills of quantity & specifications special provision
5 sets
15 sets WEEK 12 80 % contract price
Provision of assistance in bid evaluation 10 hoursnom. TBA At cost – hourly rates &reimbursable items Provision of technical guidance to
Construction Supervision Consultants 40 hoursnom. TBA At cost – hourly rates &reimbursable items
NOTE – DRAWING REQUIREMENTS
Description Required Scale
Floor plan, elevation, sections 1:100
Roof structure 1:50
Construction detail drawings 1:5 to 1:20 Plumbing & sanitation 1:20 & 1:50 Electrical, communications, IT – approved by certified electrical
engineer 1:20 & 1:50
GENERAL TERMS OF REFERENCE
DESIGN SERVICES
1. CONSULTANT RESPONSIBILITIES
The Consultant
a. is legally liable and professionally responsible for the competence and integrity of design services to be provided under contract to the Client and ensuring that these conform to prevailing regulations and professional ethical practice codes b. has a duty of care to ensure that engineering & architectural designs and
specifications present no potential hazards for human injury or loss of life, within construction processes and subsequent long term use
c. is responsible for ensuring that, within the limits of budget and engineering design constraints, the design produced meets the functionality, environmental, comfort, occupational health & safety requirements of the Project Owner
2. CONSULTANT’S PERSONNEL RESOURCES
According to the provisions of Instructions to Consultants paragraph 3.3 a. and Data Sheet, the total budget for design services or the total man months will be specified, but not both. The Scope of Services indicates the types of professional and technical disciplines which the Client considers should be employed
In preparing its proposal for design services, the Consultant shall propose the professional and technical disciplines appropriate for the execution and delivery of the services and the corresponding person – day or person – month input for each position proposed for the Consultant’s team
3. INFORMATION ASSEMBLY & AVAILABILITY
The Client, the Supervising Technical Agency (the “Engineer”) and the Project Owner will assist the Consultant by providing or identifying most of the information necessary for establishing the basis for design, in the form of specific terms of reference, national building codes, local building ordinances, engineering standards and specifications, site test reports and general site information
The Consultant is responsible for, and shall apply due diligence to, seeking and verifying all information relevant to interpreting the scope of works, defining the functional use and the assessing physical conditions of the locality designated for construction. Any mistakes in planning for design and construction execution resulting from mistakes or carelessness in information assembly will be the responsibility of the Consultant
4. DESIGN PRINCIPLES & TECHNICAL REQUIREMENTS
The Consultant for Design Services shall apply an approach and deliver the services in full consideration of the following principles and requirements
a. General
o optimizes fitness for purpose across all design considerations
o complies with and is sensitive to local land use and urban planning principles
o meets with functionality requirements of the owner and regular users
b. Architectural & landscape design
o avoids negative impacts and is sympathetic to the local natural and built environments
o maximizes beneficial use of locality and climatic conditions for shade and air movement
o preserves the use and prolongs the life of heritage trees and forest
o recognizes and responds to local cultural values and principles
c. Structural
o ensures that all structural elements are capable of withstanding design loadings and present minimal risk to human well being for accident or injury resulting from structural failure
o tolerant of loadings imposed by natural disasters to the extent indicated by recognized international standards for climatic and geographical characteristics of Timor Leste ( wind, earthquake, flood )
d. Air Conditioning & Ventilation :
o minimizes solar heat gain
o in the absence of air conditioning, enables effective air movement and cross ventilation
o optimizes energy consumption e. Occupational Health & Safety
o avoids use of materials known to be injurious or toxic to human occupants
o electrically safe with ground fault & lightning protection
o creates no conditions conducive to breeding of mosquitoes, rodents and other carriers of disease
o enables the use of potable water and maintenance of effective sanitation practices
f. Economy & efficiency
o facilitates good efficiency in construction
o maximizes use of local resources in construction
o facilitates low maintenance cost over design life
TERMS OF REFERENCE
FOR
SCOPE OF SERVICES – CONSTRUCTION SUPERVISION SERVICES
1. Principal Features
Project Name New Central Post Office Building
Infrastructure Category OFFICE BUILDINGS & WAREHOUSES
Client Name Ministry of Planning & Finance Procurement Services Timor Leste
Project Owner Ministry of Transports & CommunicationsDirectorate of Postal Services
Location Kampo Alor, Dom Aleixo sub district, DILI
Supervising Technical Agency - Directorate of Public WorksMinistry of Public Works
CPV No. 604462 RFP No. RDTL-06-04512-P-0316
Estimated Total
Person months 18.0 Budget Cost Estimate Not specified
General Description of Works
Consulting professional & technical services are required for the construction supervision of works for :
a new two-storey post office building of gross floor area 5000 square meters and an external landscaped area of 1000 square meters for vehicle parking & maneuvering, pedestrian movement and gardens, which will include the following
oPost office service counter area
oPrivate letter boxes
For the establishment of a new central post office, a parcel of land of 5000 m2 has been
allocated at Kampo Alor, Dom Aleixo sub-district, Dili close to the alignment of Avenida Presidente Nicolao Lobato to the North of the former heliport – refer 1:10 000 Cadastral map 51.5-072
Required design services will enable construction of a new central post office building for which works will be undertaken within the current budget year, using CFET funds of the Ministry of Transport & Communications Directorate of Postal Services. This building will assist in improving the processing efficiencies for incoming and outgoing international and domestic mail in Timor Leste
3.
Services Required
The Consultant shall act as Engineer in delivering construction supervision services to the Client/ Employer within the contract for execution of the works for New Central Post Office construction, wherein such services include the tasks and responsibilities of contract administration and site supervision
General Terms of Reference for Construction Supervision Services following
4. Approach, Methodology & Work-plan
The Consultant shall outline proposed approach, methodology and work plan in accordance with Form T4. This shall identify the time inputs, roles and tasks of Consultant’s personnel, item 6 following, using Forms T5.1 and T5.2
5. Consultant’s Personnel
The Consultant shall propose personnel according to professional & technical categories and person month inputs appropriate to task requirements ( total man months not more than those specified in Data Sheet)
These must include inputs for :
Principal Engineer, Site Engineer, Site Inspectors , Records/ Administration Officer
Staff field and home office rates to be applied to additional services requested by the Client shall be presented in Form F3, Table 3.1
6. Non Personnel Costs
Reimbursable costs to be applied to additional services requested by the Client shall be presented in Form F3, Table 3.2
7. Timeframes
Construction supervision services shall be provided throughout a construction completion period of Eight (8) months.
The Consultant’s work plan shall be defined on Form T 5.3, referring to deliverables parcels stated in item 8 following
8. Payment Schedule
DELIVERABLE QTY TIMING AMOUNT
Commencement Report – Contractor’s Work Program/ Facilities/ Equipment/
Personnel; site cleanup & preparation 5 set Month 1 10% Contract Price Monthly reports (4), monthly payment
certificates (4 ), Completion Certificate, Completion Report
5 set Month 4 20% Contract Price
Monthly reports (4), monthly payment certificates (4 ), Completion Certificate,
Completion Report 5 set Month 8 40% Contract Price As built drawings, Defects Liability
Certificate (DLC), approval of
Contractor’s Final Account (CFA) & Final Report
GENERAL TERMS OF REFERENCE
CONSTRUCTION SUPERVISION SERVICES
1. CONSULTANT RESPONSIBILITIES
The Consultant for Construction Supervision
a. will be designated as and act as “Engineer” within the terms of the Contractor’s contract with the Employer ( also the Client for Construction Supervision Services)
b. is legally liable and professionally responsible for the competence and integrity of construction supervision services to be provided under contract to the Client and ensuring that these conform to prevailing regulations and professional ethical practice codes
c. has a duty of care to ensure that engineering specification standards are correctly applied and prudent worksite safety practices are observed so that no potential or actual hazards are presented by way of human injury or loss of life, within construction processes and subsequent long term use.
d. moreover, the Consultant also has a duty of care to promptly and objectively report any problems arising from latent site conditions and Contractor work practices which may compromise the safety and quality of works and attendant completion time and final cost
e. is responsible for ensuring that designs and specifications produced by the Design Consultant are faithfully followed and are transformed by the Contractor into a quality final product which meets the functionality, environmental, comfort, occupational health & safety requirements of the Project Owner
2. CONSULTANT’S PERSONNEL RESOURCES
According to the provisions of Instructions to Consultants paragraph 3.3 a. and Data Sheet, the total budget for construction supervision services or the total man months will be specified, but not both. The Scope of Services indicates the types of professional and technical disciplines which the Client considers should be employed
In preparing its proposal for construction supervision services, the Consultant shall propose the professional and technical disciplines appropriate for the execution and delivery of the services and the corresponding person – day or person – month input for each position proposed for the Consultant’s team
3. INFORMATION ASSEMBLY & AVAILABILITY Contract for execution of the works
The Consultant is responsible for, and shall apply due diligence to, seeking and verifying all information relevant to interpreting the scope of works and design drawings, assessing the Contractor’s resources and capabilities, and physical conditions of the locality designated for construction.
4. CONSTRUCTION SUPERVISION SERVICES ACTIVITIES & DOCUMENTATION
The following guidelines shall be generally read in conjunction with “Construction Supervision Guide for ADB Assisted Emergency Infrastructure Rehabilitation Project Phase 2 ( EIRP II)” with Site Manual Annexes A [Flow of Activities – Organization – Forms] & B [Quality Control Program and Laboratory Forms]
The Consultant for Construction Supervision Services shall apply an approach and deliver the services in full consideration of the following activities
4.1 Range of Activities – the Consultant shall :
a. oversee and guide the execution of construction works to ensure satisfactory completion in terms of quality, completion period, safety and cost
b. check and study all documents pertaining to construction execution and the Contractor’s obligations under Contract, particularly the Conditions of Contract, Contract Data, General Specifications, Specifications Special Provisions and Drawings
c. check shop drawings submitted by the Contractor
d. assess, monitor, report and where necessary correct the use of material, equipment, personnel and construction methods
e. collect data and field information related to project implementation and to resolve problems that emerge during execution of construction works
f. verify, monitor and report the mobilization of Contractor’s personnel resources in terms of quantity, qualification & experience required by the Contract with the Employer
g. verify, monitor and report the mobilization of Contractor’s equipment in term’s of quantity, capacity and availability required by the Contract with the Employer
h. inspect and verify the type and quality of purchased and naturally occurring materials provided by the Contractor, confirm conformance with specific Contract requirements and the specifications, or otherwise reject defective or substandard materials
i. hold periodic site meetings and report on supervised work on a daily, weekly and monthly basis in accordance with the Employer’s requirements
j. carry out inspection and verification of pay item quantities claimed in the Contractor’s invoices
k. evaluate, negotiate and endorse Contractor work program revisions for approval by the Employer
l. evaluate, negotiate and endorse Contractor claims for variations and compensation events, for approval by the Employer
m. assist the Employer in preparing Contract change orders
n. review and approve as – built drawings before acceptance and transfer of work by the Contractor
o. carry out inspections, identify defects and supervise defects rectification within the defects liability period
p. together with the Design Consultant, formulate operation and maintenance guidelines for long term use of the infrastructure resulting from the works q. assist the Owner and the Supervising Technical Agency in preparing and
4.2 Documentation – the Consultant shall :
a. prepare & maintain a site log book which documents all significant events; weather conditions; communications with the Employer, instructions from the Employer; communications with the Contractor, instructions to the Contractor; disputes; work suspensions and resumptions; variation orders ; compensation events
b. produce daily reports which among others record :
o material deliveries accepted and rejected
o tests ordered & results received
o manpower category and quantity on site
o equipment movements on to & off site; use hours
o works inspected and quantified
c. produce weekly reports and monthly reports as a consolidation of daily reports. These shall serve to : confirm that in terms of quality, time and cost, the contractor is performing according to contract requirements; identify problems encountered or foreseen and solutions applied or recommended.
d. produce brief reports specific to variation (change) orders, detailing reasons for changes and amendments to bills of quantities
e. check, verify and arrange correction where necessary as-built drawings produced by the Contractor and issue these as final versions
TECHNICAL PROPOSAL
DOCUMENTS
o
refer to Section 1 Instructions to Consultants, clauses 4.2 to 4.5
o
bind these documents into one document clearly named
‘TECHNICAL PROPOSAL’, marked ‘ORIGINAL’, with your firm’s
name, the RFP No. and the RFP name
o
clearly mark additional copy as ‘COPY’
FORM T1 – TECHNICAL PROPOSAL SUBMISSION FORM
[Location, Date] To: Ministry of Planning and Finance
Procurement Services Room 2a, Building No. 5 Palacio do Governo DILI Timor Leste
Dear Sirs:
We, the undersigned, offer to provide the consulting services for [Insert title of assignment] in accordance with your Request for Proposal dated [Insert Date] and our Proposal. We are hereby submitting our Proposal, which includes this Technical Proposal, and a Financial Proposal sealed under a separate envelope.
We are submitting our Proposal in association with: [Insert a list with full name and address of each associated Consultant]
We hereby declare that all the information and statements made in this Proposal are true and accept that any misinterpretation contained in it may lead to our disqualification.
If negotiations are held during the period of validity of the Proposal, i.e., before the date indicated in Paragraph Reference 1.12 of the Data Sheet, we undertake to negotiate on the basis of the proposed staff. Our Proposal is binding upon us and subject to the modifications resulting from Contract negotiations.
We undertake, if our Proposal is accepted, to initiate the consulting services related to the assignment not later than the date indicated in Paragraph Reference 7.2 of the Data Sheet. We understand you are not bound to accept any Proposal you receive.
We remain,
Yours sincerely,
FORM T2 – CONSULTANT’S ORGANIZATIONAL PROFILE
Please provide here a ONE PAGE outline description of your firm/entity and each associate firm or consultant for this assignment. Your description should include brief information on the following :
o Company history & origins
o Period of operation as a consulting firm to date
o Core business activities and key consulting competencies
o Types of infrastructure specialty areas : roads, bridges, flood control; surveying; office & commercial buildings; warehouses & industrial buildings; school buildings; housing; landscaping; irrigation; water supply; ports & harbors; airports; electrical transmission & distribution
o Capacity for computer aided design & drafting
o Capacity for materials testing and construction quality control o Capacity for construction inspection and works supervision
o Particular attributes of your firm which make it well suited to required consulting services of this RFP
FORM T3 – CONSULTANT’S EXPERIENCE
Using the format below, list consulting contracts of a similar nature your firm, and each associate firm has successfully completed within the past three years while being contracted individually as a CORPORATE IDENTITY or as one of the major companies within an association, for carrying out consulting services similar to the ones requested under this assignment
Please note that once prepared well, this information can be used again many times with only minor changes to suit the context of each RFP process.
You should prepare and keep on file a record of every contract completed, in the format below
Assignment name: Approx. USD value of the Project :
Assignment duration (months) :
Country:
Location within country:
Total staff-months your firm Total staff-months your associate firms
Name of Client: Approx USD value of services from your firm
Approx USD value of services from your associate firms
Address: Start date (month/year): Completion date (month/year):
Name of associated Consultants, if any: Name of senior professional staff of your firm involved and functions performed
(indicate most significant profiles such as Project Director/Coordinator, Team Leader):
Narrative description of Project:
Description of actual services provided by your staff within the assignment:
FORM TECH 4 – PROPOSED TECHNICAL APPROACH & METHODOLOGY
For small or very simple assignments the
Technical approach, methodology and work plan are key components of the Technical Proposal. You are suggested to present your Technical Proposal – a maximum of five (5) pages of narrative, supported by relevant & appropriate charts and diagrams divided into the following three sections:
a. Technical Approach and Methodology a. Work Plan
b. Organization and Staffing,
a. Technical Approach and Methodology.
In this section, you should explain your understanding of o the objectives of the assignment
o approach to the services & methodology for carrying out the activities o obtaining the expected output
o the degree of detail of such output.
You should highlight the tasks & problems to be addressed and their importance, and explain the technical approach you would adopt to address them.
You should also explain the methodologies you propose to adopt and highlight the compatibility of those methodologies with the proposed approach.
b. Work Plan
In this section you should propose:
o the main activities of the assignment, their content and duration o phasing and interrelations of the main activities
omilestones - including interim approvals by the Client and delivery dates of the reports The proposed work plan should be consistent with the technical approach and methodology, showing understanding of the TOR and ability to translate them into a feasible working plan. A list of the final documents, including reports, drawings, and tables to be delivered as final output, should be included here.
The work plan should be consistent with the Work Schedule of Form T 5.2
c. Organization and Staffing.
FORM T5.1 – CONTRACT ANNEX 5
CONSULTANT’S TEAM COMPOSITION & STAFFING ASSIGNMENTS
PROFESSIONAL STAFF
NAME OF STAFF FIRM AREA OF EXPERTISE POSITION ASSIGNED TASKS ASSIGNED
FORM T5.2 – CONTRACT ANNEX 5 CONSULTANT’S STAFFING SCHEDULE
No. Name Position
STAFF INPUT - MONTHS (NOMINAL) Person Months
1 2 3 4 5 6 Field Home Office Total
1
2
3
4
5
6
WEEKS 4 8 12 16 20 24
FORM T 5.3 – CONTRACT ANNEX 6 CONSULTANT’S WORK PROGRAM
No. ACTIVITY START DATE
MONTHS (NOMINAL)
1 2 3 4 5 6 DURATIONACTIVITY
4 8 12 16 20 24
FORM T6 - CURRICULUM VITAE (CV)
FOR PROPOSED PROFESSIONAL & TECHNICAL STAFF
1. Proposed Position : ………[only one candidate shall be nominated for each position] 2. Name of Firm ……….[Insert name of firm proposing the staff]
3. Name of Staff ………[Insert full name]
4. Date of Birth: ……….. Nationality: ………..
5. Education [Indicate college/university and other specialized education of staff member, giving names of institutions, degrees obtained, and dates of obtainment]:
o ……….
o ……….
6. Membership of Professional Associations:
……… ………
7. Other Training Indicate significant training since degrees under “5. Education” above were obtained]
………. ………. ……….
8. Countries of Work Experience: [List countries where staff has worked in the last ten years]:
9. Languages [For each language indicate proficiency: good, fair, or poor in speaking, reading, and writing]:
o Tetum
o Portuguese
o English
o Bahasa Indonesia
10. Employment Record [Starting with present position, list in reverse order every employment held by staff member since graduation, giving for each employment (see format here below): dates of employment, name of employing organization, positions held.]:
12. Work Undertaken that Best Illustrates Capability to Handle the Tasks Assigned
[Among theassignments in which the staff has been involved, indicate the following information forthose assignments that best illustrate staff capability to handle the tasks listed under point 11.]
Name of assignment or project:
I, the undersigned, certify that to the best of my knowledge and belief, this CV correctly describes myself, my qualifications, and my experience. I understand that any wilful misstatement described herein may lead to my disqualification or dismissal, if engaged.
Full name of authorized representative: ………
FINANCIAL PROPOSAL
DOCUMENTS
o
refer to Section 1 Instructions to Consultants, clauses 4.2 to 4.5
o
bind these documents into one document clearly named
‘FINANCIAL PROPOSAL’, marked ‘ORIGINAL’, with your firm’s
name, the RFP No. and the RFP name
FORM F1 – FINANCIAL PROPOSAL SUBMISSION FORM
[Location, Date]
To: [Name and address of Client]
Dear Sirs:
We, the undersigned, offer to provide the consulting services for [Inserttitle of assignment] in accordance with your Request for Proposal dated [Insert Date] and our Technical Proposal. Our attached Financial Proposal is for the sum of [Insert amount(s) in words and figures1]. This amount is
exclusive of the local taxes, which shall be identified during negotiations and shall be added to the above amount.
Our Financial Proposal shall be binding upon us subject to the modifications resulting from Contract negotiations, up to expiration of the validity period of the Proposal, i.e. before the date indicated in Paragraph Reference 1.12 of the Data Sheet.
Commissions and gratuities paid or to be paid by us to agents relating to this Proposal and Contract execution, if we are awarded the Contract, are listed below2:
Name and Address Amount and Purpose of Commission
of Agents Currency or Gratuity
We understand you are not bound to accept any Proposal you receive.
We remain,
Yours sincerely,
Authorized Signature [In full and initials]: Name and Title of Signatory: Name of Firm: Address:
1 Amounts must coincide with the ones indicated under Total Cost of Financial proposal in Form FIN-2.
FORM F2 (CONTRACT ANNEX 3)
SUMMARY & BREAKDOWN OF COSTS BY ACTIVITY
2.1 DESIGN SERVICES
DELIVERABLE QTY TIMING AMOUNT
A. INCEPTION REPORT
o Inception report containing : site assessment outcomes ; preliminary site & building design; floor layouts; & preliminary cost estimate
o Drawings A3 & soft copy CD-RW
5 sets
5 sets WEEK 4 20 % contract price B FINAL REPORT
o Final report containing final design drawings; engineering cost estimate; bills of quantity; specifications special provisions; work-plan; technical briefing for pre-bid meeting and bidding document
o Bidding document with final design drawings, bills of quantity &
specifications special provision
5 sets
15 sets WEEK12 80 % contract price
Provision of assistance in bid evaluation 10 hoursnom. TBA At cost – hourly rates& reimbursable items Provision of technical guidance to
Construction Supervision Consultants 40 hoursnom. TBA At cost – hourly rates& reimbursable items
TOTAL AMOUNT
5 set Month 1 10 % Contract Price
Monthly reports (4), monthly payment
certificates (4), 5 set Month 4 20% Contract Price Monthly reports (4), monthly payment
certificates (4), Completion Certificate,
Completion Report 5 set Month 8 40% Contract Price As built drawings, Defects Liability
Certificate (DLC), approval of Contractor’s
Final Account (CFA) & Final Report 5 set
On issue DLC &
CFA 30% Contract Price
FORM F3/ CONTRACT ANNEX 4
BREAKDOWN OF REMUNERATION & REIMBURSABLE EXPENSES
3.1 REMUNERATION
Information contained in this table shall only be used to establish payments to the Consultant for possible additional services requested by the Client
NAME POSITION STAFF MONTHLY RATES (USD) FIELD HOME OFFICE
3.2 BREAKDOWN OF REIMBURSABLE EXPENSES
Information contained in this table shall only be used to establish payments to the Consultant for possible additional services requested by the Client
No DESCRIPTION UNIT UNIT COST
Daily allowances (per diems) day Vehicle expenses km Communications – between …… and
………. minutes
