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REQUEST FOR PROPOSALFerry Terminal Expansion & WarehouseRoof Repair Project – Roof Repair WorksGOVERNMENT OF MONSTERRAT (GoM)MINISTRY OF COMMUNICATIONS WORKS & LABOURBrades, Montserrat. Tel: 664 – 491-2522
RFP MPA W AREHOUSE ROOF REPAIRMINISTRY OF COMMUNICATION WORKS & LABOURTABLE OF CONTENTSPART A - Background3PART B - RFP Overview5PART C - Instructions to Bidders8PART D - Bid Evaluation13PART E - GoM and Contractor Agreement16PART F - General Conditions of Contract24PART G - Specification31PART H - Bidders Response34PART I - Appendix41PAGE 2 OF 44
RFP MPA W AREHOUSE ROOF REPAIRMINISTRY OF COMMUNICATION WORKS & LABOURPART APart APART A - BackgroundTABLE OF CONTENTS1 Introductions42 The Authority4PAGE 3 OF 44
RFP MPA W AREHOUSE ROOF REPAIRMINISTRY OF COMMUNICATION WORKS & LABOURPART A1Introductions1.1The Montserrat Port Authority (MPA) at Little Bay, Montserrat is Montserrat’s primary source of sea access.The seaport facilities were designed to facilitate bulk cargo vessels via sea to accommodate the country’s trade industry.Based on recommendations from local technical personnel, it was established that the facilities were in need of somemajor upgrade and maintenance. A major element that was identified was the replacement of the existing MPAwarehouse roof. The Government of Montserrat, through the Ministry of Communication, Works and Labour hasdeveloped and funded a project for the replacement of the MPA warehouse roof. This RFP seeks to acquire the servicesof a Contractor, through the open competitive bidding process.2The Authority2.1The Government of Montserrat is the funding agent; Ministry of Communication Works and Labour will be theprocuring entity managing the project and has been deemed to be The Authority. The Authority shall actively managethe resulting Contract and key activities including contract review meetings, key deliverables and analysis ofmanagement information provided.PAGE 4 OF 44
RFP MPA W AREHOUSE ROOF REPAIRMINISTRY OF COMMUNICATION WORKS & LABOURPART BPart BPART B - RFP OverviewTABLE OF CONTENTS1 Letter of Invitation62 Introduction7PAGE 5 OF 44
RFP MPA WAREHoUSE RooF REPAIRMrNrsrRy oF CoMMUNtcATtoN WoRKs & LABoURPA]IT B1Letter of lnvitationOclobet 27rH, 2017Dear Sir/Madam,Re: RFP Fe rrv Terminal Exoansion & Warehou se Roof Repair Proiect- Roof Repair WorksYou are invited to submit a tender for lhe above captioned project. lncluded are lhe tender documents consistingof:1. lnstructions to Bidders2. RFP Check List3. Form of Tender4. GoM & Contractor Agreement5. Bill of Quantities6. General Conditions of Contract7. Anti-Collusion Statement8. Evaluation Criteria9. Post Contract Performance EvaluationAll Tender documents can be accessed on the Government of Montserrat we.bsite at www.oov.ms .For tendersubmissions please return a complete document of the priced and signed Form of TEiG, FFp completedDocument check List, signed anti-collusion statemenl, program of works, method statement, statement ofexperience and proof of previous contracts and a copy of youi tax compliance certificate (if locally based). Atvvo (2) envelope system would be necessary for the valid submission of bids. This is as follows:The first envelope, the inner envelope, should contain all documents that are to be submitted. Thi s inner envelopedis to be addressed to: The Chairperson, public procurement Board Ministry of Finance and EconomicManagement, Government Headquarters, Brades, MSR110 Montserrat. The name of the project shouldalso be written on this inner envelope and should rsad, "RFP Ferry Terminal Expansion & Warehouse RoofRepair Project - Roof Repair Works " .Then me of the bi er should abe written on th e inner envel opeThe inner envelope completed as stated above would then be placed into an Outer Envelope. The Outershould be addressed to The chairperson, Public Procurement eoara-fuinEifrf Finance and !gpgEconomic Management, Government Headquarters, Brades, MSRI11O, Montserrat. The nime ofthe projectshould also be written on this outer envelope and should read, ;'RFP Ferry Terminal Expansion &Wareho use Roof Repair Project - Roof Repair Works". The outer envelope should -bear no identification of thebidder. Bids are to be received no later than z:OOp.m on Wednesday 8rh November 2017. please ensure that noadditional marks are place on the outer envelope.A site visit will be arranged for 10:00 am on Monday, October 30th 2017 at the MpA Warehouse Facility in LittleBay.Envelo pes are to be taken to the Ministry of Finance & Economic Management where the tenderer would placetheir te nder in lhe Tender Box and be given a receipt after this is compleGd. Any queries relating to the tender orworks included should be made in writing to the Director, Public Worlis Department -or by email atoatters onr@qov.msYoursBv,ey MendesPermanent SecretaryMinistry of Communication, Works and Labour
RFP MPA W AREHOUSE ROOF REPAIRMINISTRY OF COMMUNICATION WORKS & LABOURPART B2Introduction2.1The Authority wishes to establish a Contract for the provision of roof replacement for the existingWarehouse Roof at the Montserrat Port Authority in Little Bay. The Authority is managing this procurement processin accordance with Government of Montserrat’s Public Procurement Regulations (the “Regulations”). This is asupply of goods and services Contract being procured under the open competitive tendering procedure.2.2The Authority is procuring this contract on behalf of the Government of Montserrat2.3Part C contains the Instructions to Bidders.2.4Part D contains the Bid Evaluation criteria.2.5Parts E & F contains the General Contract Agreement & Contract Conditions2.6Part G contains the general Specifications for the proposed project.2.7Part H contain the template for the Bidders Response2.8Part I contains the Commercial Response outlining the Bidders company details.2.10Following evaluation of all responsive bids, the Public Procurement Board will award a contract to the mosteconomically advantageous contractor to undertake the said works for the project.2.11The Government of Montserrat through the Public Procurement Board reserves the right not to conclude aContract as a result of the current procurement process.PAGE 7 OF 44
RFP MPA W AREHOUSE ROOF REPAIRMINISTRY OF COMMUNICATION WORKS & LABOURPART CPart CPART C - Instructions to BiddersTABLE OF CONTENTS1 General92 Type of Contract93 RFP Checklist104 Tax Compliance105 Tender Validity106 Timescales107 Authority’s Contact Details118 Intention to Submit a Tender119 Preparation of Tender1110 Submission of Tenders1116 Queries Relating to Tender12PAGE 8 OF 44
RFP MPA W AREHOUSE ROOF REPAIRMINISTRY OF COMMUNICATION WORKS & LABOURPART C1General1.1These instructions are designed to ensure that all Bidders are given equal and fair consideration. It is importanttherefore that you provide all the requested information in the format and order specified.1.2Bidders should read these instructions carefully before completing the Bid documentation. Failure tocomply with these requirements for completion and submission of a Bid may result in the rejection of theBid. Bidders are advised therefore to acquaint themselves fully with the extent and nature of the MontserratGeneral Condition of Contract.1.3Each Bidder will:i.Examine the RFP and any documents referenced in the RFP and any other information provided bythe Procuring Entity.ii. Consider all risks, contingencies and other circumstances relating to the delivery of the requirementsand include adequate provision in your financial submission to manage such risks and contingenciesiii. Ensure that pricing information is submitted in XCD (Eastern Caribbean Dollars).iv. If necessary, obtain independent advice before submitting a bidv. Satisfy itself as to the correctness and sufficiency of your Financial Submission, including theproposed pricing and the sustainability of the pricing.1.4The Bidder shall ensure that each and every sub-contractor, consortium member and adviser abides bythe terms of these instructions and the Conditions of Bid.1.5The Bidder shall not make contact with any other employee, agent or consultant of the Authority who arein any way connected with this procurement exercise during the period of this procurement exercise, unlessinstructed otherwise by the Authority.1.6The Authority or Government of Montserrat shall not be committed to any course of action as a result of: issuing this RFP or any invitation to participate in this procurement exercise; an invitation to submit any Response in respect of this procurement exercise; communicating with a Bidder or a Bidder’s representatives or agents in respect of this procurementexercise; or any other communication between the Authority and/or any relevant GoM Departments (whether directlyor by its agents or representatives) and any other party.1.7Bidders shall accept and acknowledge that by issuing this RFP the Authority shall not be bound to acceptany Bid and reserves the right not to conclude a Contract for some or all of the works and services forwhich Bids are invited.1.8The Authority reserves the right to amend, add to or withdraw all or any part of this RFP at any time duringthe procurement exercise.2Type of Contract2.1The Montserrat General Conditions of Contract will be adopted for this contract.PAGE 9 OF 44
RFP MPA W AREHOUSE ROOF REPAIRMINISTRY OF COMMUNICATION WORKS & LABOURPART C3RFP Checklist3.1Bidders must complete the Form of Tender, Document Check List, Anti-collusion statement, CommercialResponse, and RFP Response. Failure to fully complete these documents will lead to their bid becoming noncompliant and rejected.4Tax Compliance4.1The tenderer must submit a Tax Compliance Certificate from Inland Revenue along with the biddingdocuments. In the case of a sole trader, the tax compliance certificate should be issued in that individual’s name.However, where the sole trader is trading using a business name, the tax compliance certificate should be issuedin the business name. In the case of a company, the tax compliance certificate should be issued in the name of theCompany”. It is therefore incumbent on the bidder to ensure that the tax compliance certificate is issued in thecorrect name. Diligent checks will be made with the Inland Revenue Department and the Financial ServicesCommission to verify the accuracy of certificates. Bidders received with improper tax compliance certificates wouldbe rejected.4.2PART C Section 4.1 outlined above is not applicable for Bidders whose companies are incorporatedoverseas. These companies MUST make provisions in their Bid for a 20% Withholding Tax on contract payments.4.35All works undertaken will be the subject of taxation in accordance with the current legislation.Bid Validity5.1Bids are to remain open for acceptance for a period of 90 days. A Bid valid for a shorter period will berejected.6Timescales6.1Set out below is the proposed procurement timetable. This is intended as a guide and whilst the Authoritydoes not intend to depart from the time table it reserves the right to do so at any stage.DATESTAGEOct 27, 2017RFP Published on the Government of Montserrat website. (www.gov.ms)Oct 30, 2017Site Visit at 10:00amNov 3, 2017Clarification Period ClosedNov 8, 2017RFP Return Date (Submission Deadline).PAGE 10 OF 44
RFP MPA W AREHOUSE ROOF REPAIRMINISTRY OF COMMUNICATION WORKS & LABOURPART CAuthority’s Contact Details77.1Unless stated otherwise in these Instructions or in writing from the Authority, all communications fromBidders (including their sub-contractors, consortium members, consultants and advisers) during the period of thisprocurement exercise must be directed to the designated Authority contact named in Section. 2.1 of Part A.7.2All communications should be clearly headed “RFP Ferry Terminal Expansion & Warehouse RoofRepair Project – Roof Repair Works” and include the name, contact details and position of the person makingthe communication.7.3Suppliers’ requests for Bid clarifications must be submitted in accordance with the procedure set out inPART C Section 11 – Queries Relating to Bid.8Alternative Bid8.1Bidders are not allowed to submit alternative Bids.9Insurance9.1The successful Bidder should submit details of their current insurance sufficient to satisfy the requirementsfor insurance given in the Conditions of the Contract and the Specification. The insurance shall jointly indemnifythe Contractor and The Authority in the amount that will cover the implementation phase of the project base on theagreed contract sum. This will be requested before the signing of the contract.10Submission of Bids10.1The bidders will be deemed to have inspected the site and be familiar with the environment and workingconditions on the site. Bidders must obtain for themselves at their own responsibility and expense all informationnecessary for the preparation of Bids. Bidders are solely responsible for the costs and expense incurred inconnection with the preparation and submission of their Bid and all other stages of the selection and evaluationprocess. Under no circumstances will the Authority be liable for any costs or expense borne by Bidders, subcontractors, suppliers or advisers in this process.10.2The Authority may at its own absolute discretion extend the closing date and the time for receipt of Bidsspecified under PART C Section 6. Any extension granted under this PART C Section 10 will apply to all Bidders.10.32017.Tenders should be returned in a sealed envelope, no later than 2:00p.m. on Wednesday, November 8th,10.4Tenders and all supporting documents should be enclosed in an inner envelope duly sealed and bearingthe words, “RFP Ferry Terminal Expansion & Warehouse Roof Repair Project – Roof Repair Works” andaddressed to:The Chairperson,Public Procurement Board,Ministry of Finance and Economic ManagementGovernment HeadquartersBrades,Montserrat, MSR1110The name of the tenderer should also be placed on this inner envelope.PAGE 11 OF 44
RFP MPA W AREHOUSE ROOF REPAIRMINISTRY OF COMMUNICATION WORKS & LABOURPART C10.5The inner envelope should be placed in a large outer envelope and addressed to:The Chairperson,Public Procurement Board,Ministry of Finance and Economic ManagementGovernment HeadquartersBrades,Montserrat, MSR1110The name of the project should also be written on the outer envelope and should read “RFP Ferry TerminalExpansion & Warehouse Roof Repair Project – Roof Repair Works”. The outer envelope should bear noidentifiable mark of the tenderer. Bidders should not have any additional marks on the envelope.10.6Envelopes are to be taken to the Ministry of Finance and Economic Management building where the Bidderwould place their Bid in the Tender Box and be given a receipt after this is completed.10.7Late Bids will not be accepted or if accepted, considered.10.8All Bids will be arithmetically checked; any errors will be brought to the tenderers attention. The ratessupplied would be the basis for the arithmetic correction and would be the determining factor for any queries aboutthe corrected price.10.9The Authority is not bound to accept the lowest Bids and has the right to accept and reject any Bid offers.11Queries Relating to Bid11.1All requests for clarification about the requirements or the process of this procurement exercise shall bemade in accordance with these Instructions.11.2 The Authority will endeavour to answer all questions as quickly as possible, but cannot guarantee a minimumresponse time. In order to satisfy query requests, the Authority has designated a specific personnel to deal withclarification requests from Bidders11.3Clarification requests can be submitted via e-mail to pattersonr@gov.ms from the date shown underPARTC Section 6.11.4In order to ensure equality of treatment of Bidders, the Authority intends to share the questions andclarifications raised by Bidders together with the Authority’s responses (but not the source of the questions) to allparticipants on a regular basis.11.5The Authority reserves the right not to respond to a request for clarification or to circulate such a requestwhere it considers that the answer to that request would or would be likely to prejudice its commercial interests.PAGE 12 OF 44
RFP MPA W AREHOUSE ROOF REPAIRMINISTRY OF COMMUNICATION WORKS & LABOURPART DPart DPART D - Bid EvaluationTABLE OF CONTENTS1 Introduction142 Evaluation of Bids143 Administrative Compliance (5%)144 Financial Compliance (40%)145 Completion Time (10%)146 Technical Compliance (25%)156 Bidders Experience (20%)157 Award of Contract15PAGE 13 OF 44
RFP MPA W AREHOUSE ROOF REPAIRMINISTRY OF COMMUNICATION WORKS & LABOURPART D1Introduction1.1The Bid process will be conducted to ensure that Bids are evaluated fairly to ascertain the most economicallyadvantageous bid.2Evaluation of Bids2.1The following evaluation criteria will be used to evaluate Bids received in response to this RFP. TheAdministrative Compliance would be applied before the remaining criteria and is either pass or fail with failuremeaning that bids would be deemed Non-compliant. Bidders must achieve a minimum score of 65% to beconsidered for award of contract.3QUESTIONNUMBERQuestion titleWEIGHTED SCORE %D1.1D1.2D1.3D1.4D1.5Administrative ComplianceFinancial ComplianceCompletion TimeTechnical ComplianceBidders Experience5%40%10%25%20%Administrative Compliance (5%)3.1Bidders must submit all the documents requested in the RFP. The RFP checklist provides a list ofrequirements which need to be fulfilled. All Bidders are required to fully complete the Form of Tender including thecommencement time and the proposed completion time which are highlighted. In addition, they need to fullycomplete the RFP Bidders Response Template. A valid Tax Compliance Certificate need to be submitted with theirsubmission. Bidders should sign and date the Anti-Collusion statement. Similarly details of previous experiencemust be submitted in accordance with the Work Experience List. This fulfils The Administrative Compliance whichis weighted 5% of the total evaluation. If all the above requirements are fulfilled, then the Bidder would move ontothe other evaluation criteria. If any of the above mentioned items are not submitted, then the Bidder would be deemednon-compliant and rejected.4Financial Compliance (40%)4.1Bidders must complete the Form of Tender and the Bill of Quantities and return them with their RFPsubmission. The Bid price is a significant factor and the Government of Montserrat will seek to ensure that the worksare undertaken at the most economically advantageous price. However, there are other factors which comprise thecriterion and these will be considered proportionately. Government of Montserrat is not bound to accept the lowestor any Bid. The percentage for this criterion will be calculated proportionately in comparison to other pricesubmissions from Bids. Bidders must submit all the documents requested in the RFP document. The RFP checklistprovides a list of requirements which need to be fulfilled.5Completion Time (10%)5.1The procuring entity is desirous for the works to be completed as soon as possible. A higher grade will beawarded to the Bidder who proposes to complete the works soonest. Bidders are asked to submit a program ofworks along with a detailed method statement to provide justification for the proposed timetable presented in theirBid. The percentage for this criterion will be calculated proportionately in comparison to other price submissionsfrom BiddersPAGE 14 OF 44
RFP MPA W AREHOUSE ROOF REPAIRMINISTRY OF COMMUNICATION WORKS & LABOURPART D6Technical Compliance (25%)6.1Adherence to technical specification is paramount. Therefore the consideration should take into accountspace requirement, consideration for seismic, hurricane durability, and the tropical atmosphere. These details shouldbe outlined by providing brochures, sketches and other technical document deemed to be appropriate to providep
RFP MPA WAREHOUSE ROOF REPAIR MINISTRY OF COMMUNICATION WORKS & LABOUR PART C PAGE 10 OF 44 3 RFP Checklist 3.1 Bidders must complete the Form of Tender, Document Check List, Anti-collusion statement, Commercial Response, and RFP Response. Failure to fully complete these documents wi
