MINUTES OF INFO MEETING AND SITE VISIT

Page 1 of 5 Address: Vuka Karadzica 12, 81000 Podgorica, Montenegro

Tel: +382 (0) 20 444 600, Fax: +382 (0) 20 444 666, Email: [email protected]

EUROPEAN UNION DELEGATION OF THE EUROPEAN COMMISSION TO MONTENEGRO

MINUTES OF INFO MEETING AND SITE VISIT

Project: Upgrade of the sewage system in the Municipality of Niksic

Reference: 08ME1.06.01

Meeting: TENDER INFORMATION MEETING AND SITE VISIT

Venue: Offices of Vodovod, Niksic

Date: 15 May 2009, 11:00

Attending representatives of the Delegation of the European Commission:

Mr. Sladjan Maslać (Operations – Task Manager)

Mr. Aurel Loghin (Operations - Task Manager)

Ms. Danijela Radan (Operations - Secretary)

Mrs. Jelena Medenica (Finance & Contracts - Procurement Manager)

Key Information

The Task Manager made a brief presentation of the project and its phases. Tenderers' representatives were also reminded about the following key dates concerning the tender:

• Deadline for submission of tenders is 12:00 hours on Monday 15 June 2009 at the EC

Delegation offices in Podgorica. Tenders will be opened in public session at 14:00 hours

on Monday 15 June 2009;

• Minutes of this meeting, including formal responses to questions, will be published on or

before Wednesday 20 May 2009. Tenderers should confirm that they have taken note of

them within 3 working days;

• Deadline for submission of additional written queries is 21 days before the tender

submission date i.e. Monday 25 May 2009 at 16:00 hours.

• The EC Delegation shall issue responses to all questions to all tenderers by Thursday 4

June 2009;

• Any addendum to the Tender Documents will also be issued by Thursday 4 June 2009.

Site visit

Following the information meeting, the tenderers' representatives had the opportunity to visit

Vuka Karadžića and Milice Vučinić street and planned thrust line from PS Duklov bridge.

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Annex 1 - Formal responses to tenderers’ questions

Annex 2 – Attendance list



ANNEX 1

FORMAL RESPONSES TO TENDERERS’ QUESTIONS

Tenderers’ questions & Contracting Authority’s responses

Q1 Have all the other preconditions for issuing building permit, apart from the design, been fulfilled?

A1 All prerequisites for building permit issue will be in place until the envisaged date for commencement of the works.

Q2 In the tender dossier there are requirements (duration of work of the reviewing committee, securing different agreements in design- traffic, environment, issuing building permit) which go beyond any experience contractors responsibility. Could you please limit duration of the activities of various state and municipal administration bodies?

A2 The Contractor shall carry out and assume responsibility for the design of the works. The work programme as submitted by the tenderers (see Form 4.6.3 – Section 4 – Volume 1 of Tender Dossier) shall contain estimative time limits for issuing such permits based on its experience and on the legal deadlines where applicable.

The Contractor will provide the Technical Design drawn up according to the Montenegrin legislation, including all the necessary reviews and approvals.

Q3 Who nominates members of the reviewing committee?

A3 A Review Committee is nominated by the Municipality of Niksic.

Q4 Who shall obtained necessary agreements on the reviewed design (traffic, electrical, environmental…), and what is deadline for that?

A4 Please refer to Article 12.9 of the Special Conditions.

Q5 Who shall submit request for building permit, what is deadline for issuing it and what is fee for building permit?

A5 According to the local law ("Law on spatial development and construction of structures" – published in Official Gazette of Montenegro, no. 51/08), the investor should submit the request for issuing the building permit (Article 92). The Contractor may submit the request for issuing the building permit on behalf of the Investor. The Contractor will be responsible for the quality and completeness of the documents submitted with the request. (Article 93 of the "Law on spatial development and construction of structures") The deadline for issuing the building permit is regulated by the local legislation (Law on spatial development and construction of structures – published in Official Gazete of Montenegro, no. 51/08) in the Article 94. All fees for licensees and building permit will be paid by the Municipality of Niksic.

Q6 According to which document the contract is to be awarded (FIDIC or PRAG)?

A6 The Contract to be awarded will follow the Works Contract template according to the Practical Guide to Contract procedures for EC external actions (PRAG). The Contract, the General Conditions and the Special Conditions are part of the Tender Dossier as available on the EuropeAid website http://ec.europa.eu/europeaid/work/procedures/implementation/works/index_en.htm.



Q7 Since the period of execution is 18 months including design, review, obtaining the construction permit and the construction itself, is it possible to make amendment in special conditions in case some phase is not possible to follow?

A7 No modifications of the Special Conditions are to be considered at this stage. Any modifications of the contract documents, if it becomes necessary, will be considered during the implementation according to the provisions of the relevant articles of the Contract and will be formalised through an addendum to the contract.

Q8 Is it possible to expand the deadline for issuing the construction permit in case it can not be obtained on time?

A8 Any extension of the period of implementation of the contract will be granted according to the provision of the contract (see Article 35 of General Conditions as modified/completed by Special Conditions).

Q9 Are there detailed data about layout, geodesy and soil parameters available?

A9 All data related to layout, geodesy and soil parameters that are available can be found in the existing documentation which is available from the Water Supply company (Vodovod) Niksic, Hercegovacki put 4, Niksic, tel. +382 83 232 250, upon request.

Q10 Since the payment is based on the lump sum items, how will it be executed?

A10 The payment for the lump sum items will be executed when the respective item is completed and accepted by the Supervisor. Partial payments for lump sum items will be also acceptable subject to detailed breakdown of the relevant item according to the Article 49 of the Special Conditions.

Q11 Which existing documentation is available for inspection?

A11 1. Detailed sewage network cadastre with complete database of installed pipe diameters, coordinates of revision manholes and their characteristic ground level, which was realised from 2002 until today. 2. Main design of Niksic sewage network from 1975.

All the existing documentation is available at e Water Supply company (Vodovod) Niksic, Hercegovacki put 4, Niksic, tel. +382 83 232 250, and can be inspected on request.

Q12 The information on capacities of pumping stations in the location of Vukov Most is different in two documents attached to the tender dossier. Which information is correct?

A12 The information from the feasibility study is more accurate and can be considered as relevant.



ANNEX 2

ATTENDANCE LIST



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