III.2 Guidance Notes - Persiapan Pembangunan Gedung Procurement Stage 22 Agustus 2017

(1)

Pembangunan Gedung dan Infrastruktur

PROCUREMENT STAGE

Oleh: Jayus, Ph.D

Kementerian Riset, Teknologi dan Pendidikan

Tinggi

Direktorat Jenderal Sumber Daya Ilmu

Pengetahuan, Teknologi dan Pendidikan Tinggi

DEVELOPMENT OF FOUR HIGHER EDUCATION

INSTITUTION PROJECT

(2)

TAHAPAN PEMBANGUNAN

ENGINEERIN

G PROCUREMENT CONSTRUCTION MAINTENANCE

6 9 14 12

Instalation and

Commissioni ng

4

(3)

(4)

(5)

PROCUREMENT STAGE

General Procurement Notice

Special Procurement Notice

Pre-Qualifcation Document

Report of PQ Process

NO OBJECTION LETTER

S Report of Bidding

Process

NO OBJECTION LETTER

Ministry Appointed Letter

(6)

PREQUALIFICATION

PROCESS

Prequalification Proces

User’s Guide

For

Prequalification Document

For

Procurement of Works

STANDARD PROCUREMENT DOCUMENTS

(7)

Application Evaluation, and Prequalification

Preparation and Issuing of the Prequalification Evaluation, and Prequalification

of Applicants

III.2 Guidance Notes

Qualification Criteria Pag

e

31

Prequalification

Evaluation Flow Chart _Pag

e

40

Specific Procurement Notice Invitation for Pre-qualification

P

ag

e

50

Section VII. Scope of Works

P

ag

e

(8)

1. Advertising

(Procurement Guidelines; Para 2.2, and 2.6)

• The Employer is required to prepare and submit to the Bank, a

General Procurement Notice (GPN)

. The GPN shall contain

information concerning the Beneficiary (or prospective Beneficiary),

amount and purpose of the loan, scope of procurement reflecting the

Procurement Plan, and the name, telephone (or fax) number, and

address (es) of the Beneficiary’s agency (ies) responsible for

procurement, and the address of a widely used electronic portal with

free national and international access or website where the

subsequent

Specific Procurement Notices (SPN) will be posted

.

If known, the scheduled date for availability of prequalification or

bidding documents should be indicated.

(9)

• The related

prequalification documents shall not be released

to the public earlier than the date of publication of the General

Procurement Notice. The Bank will arrange for publication of the

GPN in IDB’s Website on-line (www.isdb.org).

• Invitations to prequalify shall be advertised as Invitation for

Prequalification (IFP) in:

a. at least one newspaper of national circulation in the

Beneficiary’s Country or in the official gazette, or on a widely

used website or electronic portal with free national and

international access, and

b. IDB’s Website, and or in well-known technical magazines

(10)

• Notification shall be given in sufficient time to enable prospective

bidders to obtain prequalification and prepare and submit their

Applications. The Bank will arrange the simultaneous publication of

all SPNs prepared and submitted by the Beneficiaries on the

Bank’s website.

2. Preparation and Issuing of the Prequalification Document

The Employer and the Applicant should keep in mind that:

• The Employer is responsible for the preparation and issuance of

the Prequalification Document (PQD).

(11)

• The Employer

shall use

the Standard Prequalification Document

for Procurement of Works (SPD) issued by the Bank, as this is

mandatory for ICB/ MC contracts to be financed by the Bank.

• The Employer shall prepare the PQD using the published version

of the SPD

without suppressing

or

adding text

in Section I

Instructions to Applicants (ITA) and Section VI Bank Policy -

Corrupt and Fraudulent practices, which does not allow

modifications. All information and data specific

to an

individual prequalifcation process

must be

provided

by the Employer in the following

sections of the PQD:

(12)

• Section II, Prequalification Data Sheet

• Section III, Qualification Criteria and Requirements

• Section IV, Application Forms

• Section V, Eligible Countries

• Section VII, Scope of Works

• _{The Employer shall allow Applicants}

_suffient

time

for

studying

the

prequalifcation

documents, preparing complete and responsive

applications and submitting the applications

(see Advertising above).

(13)

3. Preparation of Application and Submission

The Applicant is responsible for the preparation and submission of its

application. During this stage, the Employer shall:

• Promptly

respond

to requests for clarifications from Applicants

and amend, as needed, the PQD,

• Amend

the PQD only with the

Bank’s “no objection”

in contracts

subject to the Bank’s prior review.

(14)

4. Evaluation of Applications and Prequalification

• The Employer is responsible for the evaluation of applications and the

prequalification of Applicants. To that effect,

the Employer shall

appoint experienced staff to conduct the evaluation of

applications.

Mistakes committed at the application evaluation stage

may later prompt complaints from Applicants, hence requiring

reevaluation of the applications, with the consequent delays and waste

of time and resources.

• The Employer, in observance of best practices, shall:

• Maintain the application evaluation process

confidential

;

• Reject any attempts or pressures to bias the evaluation, including

through

fraud

and

corruption

;

(15)

• Comply with the prior-review requirements of the Bank; and

• Apply the qualification

criteria

specified in the Prequalification

Document Section III, Qualification Criteria and Requirements in

a consistent manner.

• The Evaluation report should be sufficiently informative

instead of

merely stating “

complied

”, “

yes

” or “

no

”

. Past experience and

achievements of the

Applicants should be described in

sufficient detail

, e.g. amounts for average annual turnover, liquid

assets, contracts performed in the past, rates of production, etc. In

case the evaluation report is found deficient, the Bank may ask the

Employer to revise the report to the Bank’s satisfaction.

(16)

Pre-Qualifcation

Instructions to Applicants

Prequalifcation Data Sheet

Qualifcation Criteria and Requirements

Application Forms

Eligible Countries

Bank Policy – Corrupt and Fraudulent Practices

Scope of Works

(17)

PREQUALIFICATION

PROCESS

Eligibilit y

Nationality

Confift of Interest

Bank Eligibility

Government Owned Entity of the

Beneffiary fountry United Nations

resolution or

Beneffiary’s fountry law or Boyfott

(18)

PREQUALIFICATION

PROCESS

History of Non-Performing Contrafts

Suspension Based on Exefution of Bid Sefuring Deflaration

by the Employer

(19)

PREQUALIFICATION

PROCESS

(20)

Experienc e

General Construftion Experienfe

Spefiff Construftion & Contraft

Management Experienfe in Key

(21)

PREQUALIFICATION

PROCESS

Informasi

administrasi dan

hukum

Status hukum, terdaftar, tempat usaha,

kepemilikan

Surat kuasa dari penandatangan

prakualifkasi

Catatan proses pengadilan # tahun

terakhir

Kriteria Evaluasi

Penawar harus

memenuhi syarat untuk dapat berpartisipasi

Orang yang berwenang menandatangani

prakualifkaksi

Tidak terdapat riwayat atas tuntutan hukum

(22)

PREQUALIFICATION

PROCESS

Informasi Teknis

Pekerjaan “serupa" jenis

& ukuran (# tahun terakhir atau sedang

berlangsung)

Peralatan konstruksi utama yang diusulkan

Pimpinan manajemen lapangan & tenaga

teknis

Kriteria Evaluasi

Proposal untuk subkontrak (≥ 10

persen)

≥ # pekerjaan serupa.

Rencana perolehan (sendiri, sewa,

menyewa, dll)

Kontrak Manager ≥ # tahun, Manajer ≥ #

tahun

(23)

PREQUALIFICATION

PROCESS

Informasi Keuangan

Laporan keuangan yang telah diaudit (# tahun

terakhir)

Nilai pekerjaan konstruksi di masing-masing n tahun terakhir

Net aktiva lancar atau fasilitas kredit

Kriteria Evaluasi

Referensi bank

Informasi keuangan yang telah diaudit dan

ditandatangani

≥ # x nilai kontrak rata-rata tahunan

≥ # bulan arus kas rata kontrak

(24)

LESSON LEARNED

Evaluation Criteria _{A. Finacial Assessment}

1. Time of Financial Capability (SKK)

2. Bank Support (DB) B. Experiences Assessment

1. Firm Experience 2. Contract Value

3. Source of Financing

C. Technical Capability Assessment 1. Equipment

2. Expertise

(25)

LESSON LEARNED

Report of PQ Process Check Lis

(26)

Report of PQ Proces s

LESSON LEARNED

Attachment 1 – Advertisement

Attachment 2 – Report on Pre-Qualifcation of Civil

Works

Attachment 3 – Minute of Meeting

Attachment 4 – Decree of Pre-Qualifcation of Civil

Works

Attachment 5 – Evaluation Forms

Attachment 6 – List of Firm Data Administration

(27)

LESSON LEARNED

Clarifcation of

pre-qualifcation process

IDB Letter on 06 April 2013

Clarifcation of

pre-qualifcation process PMU Letter on 20 April

2013

Clarifcation of

PMU Letter on 07 April

(28)

LESSON LEARNED

Special Procurement Notice

Clarifcation of

Announfement

The pre-qualifcation process for construction of civil work contractors was announced in the Financial Time in 4 (four) continents and IDB’s website (see attachment 1):

1. Financial Time issued in United State of America dated 25 January 2013 page 15

2. Financial Time issued in EUROPE dated 25 January 2013 page 15 3. Financial Time issued in United Kingdom dated 25 January 2013

page 17

4. Financial Time issued in ASIA dated 25 January 2013 page 15 PMU

Letter on 07 April

(29)

LESSON LEARNED

Clarifcation of

Draft Pre-qualiffation Dofument

The draft pre-qualifcation document was already shared to you through e-mail on 11 February 2013, but I have attached the document (see attachment 2) with this email for your consideration. With regards to the clearance of the document, during Bappenas quarterly meeting, it was stated by IDB representative that the pre-qualifcation document will be dealt with entirely by the Government of Indonesia. However, the evaluation result of pre-qualifcation must be submitted to the IDB for approval of the fnal list of prequalifed contractors (IDB guideline May 2009 page 12).

PMU Letter on

(30)

LESSON LEARNED

Clarifcation of

Criteria/ Sub-friteria

The changes in criteria was made because it must conform to the statement of PQ document, section II – A (Work Package, see page 4) and B (Requirement of Pre-Qualifcation, see page 5).

PMU Letter on

(31)

LESSON LEARNED

Clarifcation of

There is inconformity within the PQ document, between Section II about Work Package on page 4 i.e. building area of 21,120 meter square with 12 storey's and 2 basement levels, and criteria in Section VIII about evaluation procedure of qualifcation on page 52, i.e. feld work (1) experienced in the feld of Architecture, Building and Sub-Division plant mainly for the construction of a hospital-rise >6 foors with a minimum building area of 20,000 m2_{and the construction of}

campus-rise >4 foors with an area of >50,000 m2_{. These criteria are}

more suitable for a teaching hospital building instead of medical education and research center

PMU Letter on

(32)

(33)

Pre-Qualifcation Evaluation Report

Hasil dari Bid Committee

a. Semua dokumen yang diperlukan dalam proses

pra-kualifkasi sebelumnya

harus

mendapatkan

NOL (SPN, GPN dan PQ document).

b. Tidak melakukan

perubahan-perubahan

dalam

evaluation

kriteria

setelah

PQ

dokumen

mendapat NOL.

c. Format laporan mengikuti standar yang telah

ditentukan.

LESSON LEARNED

(34)

BIDDING PROCESS

Bidding Document

Part I Bidding Procedure

Part II Works Requirements

(35)

Part I Bidding Procedure

BIDDING PROCESS

Section I. Instructions to Bidders (ITB)

Section II. Bid Data Sheet (BDS)

Section III. Evaluation and Qualifcation Criteria

Section IV. Bidding Forms

Section V. Eligible Countries

(36)

BIDDING PROCESS

(37)

BIDDING PROCESS

Part III Conditions of Contract and Contract Forms

Section VIII. General Conditions (GC)

Section IX. Particular Conditions (PC)

Section X. Annex to the Particular Conditions -

(38)

LESSON LEARNED

Part I Section III

Evaluation Criteria A. Finacial Assessment

1. Time of Financial Capability (SKK)

2. Bank Support (DB) B. Experiences Assessment

1. Firm Experience 2. Contract Value

3. Source of Financing

C. Technical Capability Assessment 1. Equipment

2. Expertise

(39)

Report of Bidding Profess

LESSON LEARNED

Book 2: Bidding Document Book 1: Individual Evaluation

1. Construction Method

2. General Time Schedule of the Work Execution

3. Key Stafs andOrgani缵ation Chart 4. Construction Equipement for the

Works

5. List of Proposed Materials

6. Temporary Works and Facilities

(40)

(41)

Part II Works Requirements

Hasil dari pekerjaan DEDC

a. Kelengkapan

gambar

rencana

arsitektur,

struktur,

mekanikal

dan

elektrikal

untuk

bangunan serta laporan hasil pemetaan dan

pengujian tanah.

b. Kesesuaian antara gambar rencana dan

Bill of

Quantity

.

c. Kelengkapan

technical spesifcation

d. Jenis kontrak,

unit price

, lumpsum atau

kombinasi.

LESSON LEARNED

(42)

Bidding Evaluation Report

Hasil dari Bid Committee

a. Semua dokumen yang diperlukan dalam proses

lelang telah mendapatkan NOL.

b. Format laporan mengikuti standar laporan yang

diberikan.

c. Penjelasan yang diperlukan menyertai laporan

tersebut, jika diperlukan.

LESSON LEARNED

(43)

For Indonesian Firms:

1. Articles of Incorporation and Amendments (Akte Pendirian Perusahaan, dan Akte Perubahan terakhir)

2. Tax Registration Number (NPWP); and evidence of tax payment for last (three) months, and last 1 (one) years.

3. Construction Services License (IUJK: Ijin Usaha Jasa Konstruksi); qualifcation “Grade 7” for the feld: Architecture, Civil, Mechanical, Electrical, and Environmental.

4. Certifcate of Firms (SBU), qualifcation “Grade 7” for the feld: Architecture, Civil, Mechanical, Electrical, and Environmental.

5. Trade Services Bussines Licence (SIUP) qualifcation “Large”

6. Application in Joint venture are required to submit Joint Venture (JV) agreement ofcially Notari缵ed; Percentage contribution of each party which will be applied must be stated clearly in the JV agreement, annd have range of minimum percentage contribution for lead partner if any will hold majority of the share.

(44)

7.Audited fnancial reports from a chartered audit frm for the last 3 (three) years (2012-2014)

8.Certifcation of Health & Safety Work Management (SMK3) from the Ministry of Manpower & Transmigration

9.Certifcate of Quality Management Certifcate (ISO) 9001:2008 10.Environmental Management Certifcate (ISO) 14001:2004

11.Management Certifcate OHSAS 18001:2007

12.Evidence of Audit 2014 for ISO & OHSAS certifcation of the above

13.Yearly tax payment, one year latest (2013) and monthly tax payment for 3 (three) month latest (November, December 2014 and January 2015).

14.Copy of Balance sheet report and fnancial position during the past 3 (three) years (2012, 2013, 2014) report had been audited and signed by a public accountant include the opinion (audit independen)

(45)

For Foreign Firms:

1. Certifcate of Legal Firm Establishment & Change should

be support by Indonesian Chamber of Commerce &

Industry (Kamar Dagang & Industri) Country of origin and

must be support by Embassy or Consulate of Republic of

Indonesia.

2. Articles of Incorporation and Amendments

3. Copy of Balance sheet report and fnancial position

during the past 3 (three) years (2012, 2013, 2014) report

had been audited and signed by a public accountant

include the opinion (audit independent)

4. Certifcate of Quality Management Certifcate (ISO)

9001:2008

(46)

5. Environmental

Management

Certifcate (ISO) 14001:2004

6. Management

Certifcate

OHSAS

18001:2007

7. All Above document shall be

translated into English (refer to

Section 1.10)

(47)

Discussion

Historical

Contract

Non-Performance

Suspension Based on Exefution of Bid Sefuring Deflaration

by the Employer

2.1

2.2 2

Pending Litigation 2.3

(48)

Discussion

1. Non-performance of a contract did not occur within the last 5 (fve) years (2010-2014).

2.1

C

O

N

2

(49)

Discussion

Suspension Based on Exefution of Bid Sefuring Deflaration

by the Employer

1. Not under suspension

(50)

Discussion

Pending Litigation

1. Financial position and prospective long term proftability still sound according to criteria established in 3.1 below.

(51)

Discussion

Litigation History

1. No consistent history of court/arbitral award decisions against the Applicant during last 5 years

2.4

C

O

N

2

(52)

Discussion

Financial

Situation and

Performance

Finanfial Capabilities

Average Annual Construftion

Turnover

3.1

(53)

Discussion

Average Annual Construftion

Turnover

1. The construction cash fow requirements estimated as US$ 11,000,000.- (eleven million US Dollar).

(54)

Discussion

Finanfial Capabilities

1. Minimum average annual construction turnover of US$ 44,000,000.- (forty four million US Dollar),

2. Progress and/or completed within the last 5 (fve) years.

3.2

FI

N

3

.1

(55)

Discussion

Experienc

e

Management Experienfe Construftion Experienfe in Key

(56)

Discussion

1. Prime contractor, JV member,

sub-contractor, or

management contractor .

(57)

Discussion

Management Experienfe

sub-contractor, or

2. Progress and/or completed within the last 5 (fve) years. 3. Minimum number 2 (two)

Contract each of Minimum US$ 18,000,000.- (eighteen million US Dollar).

1. Experience under

construction contracts as a prime contractor, JV member,

sub-contractor, or

(58)

Spefiff

Construftion & Contraft Management

Experienfe

sub-contractor, or management

contractor .

3. Minimum number 2 (two) Contract each of Minimum US$ 18,000,000.- (eighteen million US Dollar).

4. Experienced in at least 2 (two) contract of construction of Higher Education Buildings/ University Buildings at least 4 (four) stories.

5. Experienced in at least 2 (two) contract of construction of Higher Education Buildings / University Buildings totally at least 20,000 square meter .

6. Experienced in Infrastructures

(Drainage networks, landscape,

Wastewater Treatment, Power Supply) etc.

Discussion

sub-contractor, or management

contractor .

3. Minimum number 2 (two) Contract each of Minimum US$ 18,000,000.- (eighteen million US Dollar).

(59)

Discussion

(60)