NATIONAL INSURANCE PROPERTY DEVELOPMENT COMPANY · PDF filenational insurance property development company limited request for proposals for the upgrade of the trinidad and tobago

NATIONAL INSURANCE PROPERTY DEVELOPMENT

COMPANY LIMITED

REQUEST FOR PROPOSALS

FOR THE

UPGRADE OF THE

TRINIDAD AND TOBAGO FORENSIC SCIENCE CENTRE (TTFSC) –POST MORTEM ROOM

INCLUSIVE OF FURNITURE, FIXTURES AND EQUIPMENT

FOR

THE MINISTRY OF JUSTICE

OF THE

GOVERNMENT OF THE REPUBLIC OF TRINIDAD AND

TOBAGO

FEBRUARY, 2014

National Insurance

Property Development Company Ltd.

Request for Proposal (RFP) Upgrade of the Trinidad and Tobago Forensic Science Centre (TTFSC)

Post Mortem Room Inclusive of Furniture, Fixtures and Equipment

TABLE OF CONTENTS

PAGE NO.

1.0 INVITATION TO TENDER 1

2.0 INSTRUCTIONS TO PROPONENTS 3

2.1 Introduction 3

2.1.1 Request for Qualifications and Proposals 3

2.2 Definitions 3

2.3 Objective 4

2.4 Scope of Services 4

2.5 Source of Funds 4

2.6 General Conditions 4

2.6.1 Eligible Proponents 4

2.6.2 Proponent Responsibilities 5

2.6.3 Cost of RFP Documents 6

2.6.4 NIPDEC Communications 6

2.6.5 RFP Clarification 6

2.6.6 Addenda 7

2.6.7 Proponent’s Representative 7

2.6.8 Pre-Submission Briefing 7

2.6.9 Site Visit and Schedule 7

2.6.10 Right to Cancel RFP 8

2.6.11 Consideration of Proposals 8

2.6.12 Cost of Preparing Proposals and Negotiations 8

2.6.13 Exclusion 8

2.6.14 Confidentiality of Proposals 8

2.6.15 Corrupt and Fraudulent Practices 9

2.6.16 Commissions 9

2.6.17 Waiver and Allocation of Risk 9

2.6.18 Form of Correspondence 10

2.7 Preparation of Proposals 10

2.7.1 Technical Proposal 10

2.7.2 Cost Proposal 12

National Insurance

Property Development Company Ltd.



TABLE OF CONTENTS

PAGE NO.

2.7.3 Proposal Validity 13

2.7.4 Tender Security 13

2.8 Submission, Receipt And Opening Of Proposals 14

2.8.1 Submission Requirements 14

2.8.2 Deadline for Proposal Submission 15

2.8.3 Opening of Proposals 15

2.8.4 Late Proposals 15

2.8.5 Proof of Payment of Tender Fee for RFP 15

2.8.6 Delivery by Hand 15

2.8.7 Language of Proposal 15

2.8.8 Failure to Provide Information 16

2.8.9 Signing Proposal 16

2.8.10 Joint and Several Liability 16

2.8.11 Amendment of Proposals Before Submission Date 16

2.8.12 Interlineations, Alterations or Erasure of Proposal 17

2.8.13 Proponent’s Representation 17

2.8.14 Time Periods 17

2.8.15 Misleading or False Information 17

2.8.16 Proposals to be Property of NIPDEC 17

2.8.17 Required Format for Proposals 17

2.9 Qualification/Evaluation of Proposals 19

2.9.1 Evaluation Committee 19

2.9.2 Determination of Responsiveness 19

2.9.3 Qualification Criteria 24

2.9.4 Evaluation Criteria – Technical/Cost 24

2.10 Negotiations 26

2.11 Award of Contract 26

3.0 EMPLOYER'S REQUIREMENTS 27

3.1 Services and Deliverables 27

(ii)

National Insurance Property Development Company Ltd.



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(iii)

TABLE OF CONTENTS

PAGE NO.

3.1.1 Introduction 27

3.1.2 Services and Deliverables (Where applicable) 27

3.1.3 Project Delivery Method 29

3.1.4 Project Schedule 29

3.2 User’s Brief and Conditions of Contract 29

3.2.1 User’s Brief 30

Annex 1 - User’s Brief/User Space Requirement 31

Annex 2 - NIPDEC HSE Guide 40

3.2.2 Conditions of Contract 50

Annex 3 – FIDIC 1999 General Conditions of Contract Short Form & Appendix to Tender

51

3.3 Post Award Requirements 55

3.3.1 Performance Bonds 55

3.3.2 Professional Indemnity Insurance 55

3.3.3 Advance Payment 55

3.3.7 Contractor’s Submittals During Construction Phase 55

3.3.8 Project Closeout 59

4.0

APPENDICES TO RFP – SPECIMEN FORMS

60

Appendix 1 – Form of Tender 61

Appendix 2 – Tender Security Form 63

Appendix 3 –Technical Proposal Form (Form 1-1L) 65

Appendix 4 – Cost Proposal Form (Form 2-2E) 76




PLEASE INCLUDE CHECKLIST AS PART OF SUBMISSION

GROUP A

Failure to submit any of the documents in Group A below will render the Proposal

non-responsive and in turn will result in disqualification

# Item Clause Appendix Form Place “Tick”

if included

1 One (1) original, seven (7) copies; one of which should be an electronic copy of the Proposal.

2.8.1 - -

2 Completed Form of Tender inclusive of Addenda Nos.

2.7.2 1 -

3 Completed Tender Security 2.7.4 2 -

4 Technical Proposal Submission Form 2.7.1 3 1A

5

Completed Applicant’s Information Sheet inclusive of:

• Articles of Incorporation or Documents of

Constitution of legal entity named above,

• Power of Attorney or Signing Authority with

Specimen Signature

• Proponents Representative for Request for

Proposal

2.7.1 3 1B

6 Work Experience of the Firm 2.7.1 3 1C

7 Similar Type of Works including References 2.7.1 3 1D

8 Proponent’s Background and History 2.7.1 3 1F

9 Technical Approach and Methodology, inclusive of Detailed Quality Assurance/Quality Control (QA/QC) Manual and Detailed Health and Safety Manual

2.7.1 3 1G

10

Work Plan, including detailed Gantt chart indicating key tasks, critical path, linkages, and milestone for planning, design and construction services, and material procurement in MS Project 2007 or latest edition.

2.7.1 3 1G

11

Organization and Staffing inclusive of manpower loading chart for all aspects of the assignment, stating the roles, responsibilities, and the level of participation of each key personnel.

2.7.1 3 1G

12 Updated and Signed CV’s of Key Personnel assigned to the Project.

2.7.1 3 1H

13

Documents for the Specialist equipment as per attached Specialist Equipment Specifications:

• Technical specifications;

• Brochures, data sheets, local agent/s

2.7.1 - -

14 Proof of Joint Venture or Consortium such as Joint Venture Agreement. A Letter of Intent to enter into Joint Venture or Consortium is acceptable.

2.7.1 - -




GROUP B

Failure to submit any of the documents in Group B below, within five (5) days from when it is

communicated by NIPDEC, will render the Proposal non-responsive and in turn will result in

disqualification

# Item Clause Appendix Form Place “Tick”

if included

1 Cost Proposal Submission Form 2.7.2 4 2A

2 Financial Capability of the Proponent 2.7.2

4 2B

3 Audited financial Statements for the years 2010, 2011 and

2012, or management accounts for 2012 if financial

statements are unavailable.

2.7.2 - -

4 Average Annual Construction Turnover

2.7.2 4 2C

5 Cost Breakdown Schedule

2.7.2 4 2D

6 Proposed Cash Drawdown Schedule

2.7.2 4 2E

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A statement from the Proponent’s Bank that the Proponent is financially viable and has access to or has available, liquid assets, lines of credit, and other financial means sufficient to meet the construction cash flow for the contract for a period of four (4) months, taking into account the Proponent’s commitments to other contracts.

2.7.2 4 2B

8 Current Work Load 2.7.1.3 3 1E

9 Description of OSHA Violations, Workers’ Compensation claims or safety claims, and any Statutory approval violations

2.7.1 3 1F

10 Signed Appendix to Tender

3.2.2 - -

11 Value Added Tax Clearance Certificate

2.8.17 - -

12 National Insurance Board Compliance Certificate

2.8.17 - -

13 Board of Inland Revenue Clearance Certificate

2.8.17 - -




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1.0 INVITATION TO TENDER NATIONAL INSURANCE PROPERTY DEVELOPMENT COMPANY LIMITED

INVITATION TO TENDER

UPGRADE OF THE TRINIDAD AND TOBAGO FORENSIC SCIENCE CENTRE

(TTFSC) POST MORTEM ROOM

INCLUISVE OF FURNITURE FIXTURES AND EQUIPMENT

TENDER NO. 2014/02/01

The National Insurance Property Development Company Limited (NIPDEC), acting on behalf of the Ministry of Justice, Government of the Republic of Trinidad and Tobago, invites Proponents for the Upgrade of the TTFSC Post Mortem Room inclusive of furniture, fixtures, and equipment. Prospective Proponents are invited to submit Proposals for the above works. Applications will be evaluated according to the following basic criteria: (i) General Background of the Firm (ii) Financial capability of the Firm (iii) Performance history (iv) Work experience of the Firm in performing construction services for projects of a similar

value and nature (v) Available manpower and other resources (vi) Current workload (vii) Eligibility based on submission of required statutory certificates (local firms)

Prospective proponents should be capable of undertaking all facets of the design and construction of a public facility to a value over One Million Trinidad and Tobago Dollars (TT$1,000,000.00). Proponents are advised that Request for Proposal (RFP) Packages will be available from February 26th, 2014 either by:

• Downloading the document from NIPDEC’s Website at www.nipdec.com (Click on

“Upgrade of the Trinidad And Tobago Forensic Science Centre (TTFSC)

Post Mortem Room Inclusive of Furniture Fixtures and Equipment”. A code

will be provided to allow access.),

or

• From the Office of NIPDEC’s Company Secretary at 56-60 St. Vincent Street, Port of Spain, between the hours of 9:00 a.m. and 3:00 p.m.

There is a non-refundable Tender Fee of TT$1,500.00 + VAT, which should be paid at any branch of First Citizens Bank of Trinidad and Tobago Limited, Account #1448112, Swift Code FCTTTTPS. For intermediary banking information, please refer to: http://firstcitizenstt.com/about/Branches-ATM/Correspondent-Banks.html




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To be allowed access to the RFP Packages, Proponents should present their proof of payment to the office of NIPDEC’s Company Secretary.

SUBMISSION OF PROPOSALS WILL BE CLOSED ON Wednesday March 26th 2014 at 2:00 p.m.

Complete Proposals should be addressed to:

The Chairman of the Tenders Committee National Insurance Property Development Company Limited (NIPDEC)

56-60 St. Vincent Port of Spain, Republic of Trinidad and Tobago

Sealed packages should be placed in the appropriately marked box situated in the Security Booth at NIPDEC’s Head Office. Late applications will not be considered. Tender submissions will not be accepted electronically. There will be a pre-submission briefing and site visit on March 12th, 2014 at 2:30p.m. at the proposed site located at the Trinidad and Tobago Forensic Science Centre, Barbados Road, Federation Park. Proposals will be opened publicly at NIPDEC’s Head Office, 56 - 60 St. Vincent Street, Port of Spain in the presence of Proponent’s representatives on March 26th, 2014 at 2:30 pm. Only firms purchasing RFP packages will be permitted to submit a Proposal. Any Proposal submitted by a Firm which has not purchased a RFP package will be rejected as invalid. The Proposal should be accompanied by a Tender Security of One Hundred Thousand Dollars (TT$100,000.00) or Fifteen Thousand Six Hundred and Twenty-Five United States Dollars (US$15,625.00). Please be advised that NIPDEC’s criteria for the acceptance of Banks and Insurance Companies which provide surety for bonds to contractors are as follows:

a) With respect to Banks, Bonds would be accepted where shareholders equity is at least TT$10 Million.

b) For Insurance Companies, paid up capital plus free reserves should be at least TT$30 Million and Certification by the Supervisor of Insurance of the Company’s capacity to issue the bond and that the requisite re-insurance is in place.

Further note that: (i) Proponents will bear all costs associated with the preparation and submission of the

Proposal including the tender fee which is not reimbursable. (ii) Foreign Proponents are expected to comply with the requirements in the RFP packages to

the extent to which such requirements are applicable to them. (iii) NIPDEC reserves the right to cancel the present Tender in its entirety or partially, without

defraying any cost incurred by any firm in submitting its Tender. Further information or clarification may be obtained from the Company Secretary, at NIPDEC Telephone 1(868)625-8750 Extension 4203 or E-mail [email protected].




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2.0 INSTRUCTIONS TO PROPONENTS

2.1 INTRODUCTIONS

2.1.1 Request for Qualifications and Proposals

The National Insurance Property Development Company Limited

(NIPDEC) is soliciting submissions from construction firms that are

interested in and are capable of providing a combination of professional

services including planning, design, construction and equipping services

for the Upgrade of the TTFSC Post Mortem Room inclusive of furniture,

fixtures, and equipment.

This Request for Proposal (hereinafter referred to as “RFP”) is intended to

lead to the entry into a contract between NIPDEC and a Contractor that

has the required qualifications and expertise to satisfy NIPDEC’s

requirements.

Proponents may, if they so desire, assemble teams in order to submit their

Proposals, and if successful, undertake the services as a Joint Venture or

Consortium.

2.2 DEFINITIONS

In this Request for Proposals (RFP):

a) Employer means National Insurance Property Development

Company Limited (NIPDEC).

b) Contractor means any Proponent with which NIPDEC chooses (on

the basis of NIPDEC’s evaluation as hereinafter provided) to enter

into a contract for the provision of services.

c) Proponent means any entity, firm, joint venture or consortium

which purchases a Tender Package or which submits a Proposal

directly to NIPDEC in response to this RFP as the context requires.

d) RFP means this Request for Proposals and the Appendices attached

hereto and all Addenda.

e) Addendum means any written or graphic instrument issued by

NIPDEC that modifies or interprets the RFP by additions, deletions,

clarifications or corrections or other types of modifications.

f) Services mean all the services to be performed by the Contractor.

g) Invitation means the letter of invitation inviting parties to submit

proposals in response to this RFP.




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h) Contract means the Contract to be negotiated and entered into

between NIPDEC and the Contractor. The Contract will be based

on FIDIC 1999 General Conditions Short Form of Contract. (See

Section 3.2.2 - Annex 3).

i) Project Manager means NIPDEC’s representative who will be

responsible for administering the Contract and the only person

(unless otherwise indicated) authorized to issue instructions

regarding this project.

j) Site Control Officer means NIPDEC’s authorized representative at

the construction site. His/her duties will include surveillance of all

construction work to ensure compliance with the contract

documents.

k) OSHA means Occupational Safety and Health Authority of Trinidad

and Tobago.

l) Day means a calendar day and year means 365 days.

m) Client means Ministry of Justice.

n) TTFSC means the Trinidad and Tobago Forensic Science Centre.

2.3 OBJECTIVE

The objective of this RFP is to invite Proponents to submit one proposal

each in accordance with the requirements of this RFP. Each proposal

should contain sufficient details in response to this RFP to constitute a

comprehensive and firm offer to NIPDEC and be suitable for acceptance

and implementation. NIPDEC will select a Preferred Contractor with

whom to enter into negotiations for the award of a final contract.

2.4 SCOPE OF SERVICES

The Scope of Services is as per Section 3 – Employer’s Requirement.

2.5 SOURCE OF FUNDS

The project is being funded by the Government of Republic of Trinidad

and Tobago.

2.6 GENERAL CONDITIONS

2.6.1 Eligible Proponents

A Proponent should not have a conflict of interest. A Proponent should

hold NIPDEC’s interests paramount, without any consideration for future

work, and strictly avoid conflicts with other assignments or their own

corporate interests. Proponents will not qualify for any assignment that

would be in conflict with their prior or current obligations to other clients,




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or that may place them in a position of being unable to undertake the

assignment in the best interest of NIPDEC.

A Proponent found to have a conflict of interest with one or more parties

in this RFP process will be disqualified. Proponents may be considered to

have a conflict of interest with one or more parties in this RFP process if:

(a) they have, directly or indirectly, controlling shareholders or partners

in common; or

(b) their legal representatives are the same or have a common party in

their executive boards or management, or when the decision- making

quorum of their shareholders at assemblies or meetings belongs

directly or indirectly to the same natural persons or entities; or

(c) they have a relationship with each other, directly or through common

third parties that places them in a position where they have access to

information about or can influence other proposals or the decision of

NIPDEC regarding this RFP process; or

(d) they submit more than one application for this RFP process. This

does not restrict either the participation of contractors in more than

one application or the participation as Proponent and contractor

simultaneously in the same RFP process. However, a Proponent

which submits a proposal with a specific contractor, will not be

allowed to submit another proposal exchanging roles between

themselves; or

(e) they have participated directly or indirectly, in any capacity, in the

preparation of the design, feasibility studies, terms of reference, or

technical specifications of the works or related services that are the

subject of this RFP process.

2.6.2 Proponent Responsibilities

It is the responsibility of each Proponent before submitting a Proposal to:

a) Examine thoroughly the RFP and related documents;

b) Visit the Project Site to become familiar with and satisfy itself with

the conditions which may affect cost, progress and performance of

the services;

c) Consider local laws and regulations which may affect cost, progress

and performance of the services and implementation of the Project;

d) Study and carefully correlate the Proponent’s knowledge and

observations with the requirements of this RFP.




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2.6.3 Cost of RFP Documents

A Proponent is required to pay a non-refundable fee of One Thousand

Five Hundred Trinidad and Tobago Dollars (TT$1,500.00) + VAT for

this RFP.

2.6.4 NIPDEC Communications

Only NIPDEC’s Company Secretary (“NIPDEC’s Representative”) is

authorized to communicate and otherwise liaise with Proponents and all

Proponents should communicate and otherwise liaise with that person

only. The contact address of NIPDEC’s Representative is as follows:

Ms. Kim Garibsingh

Company Secretary

National Insurance Property Development Company Limited

56 – 60 St Vincent Street

Port of Spain

Tel: (868) 625-8750 Ext. 4203

Fax: (868) 623-0877

E-mail [email protected]

2.6.5 RFP Clarification

If a Proponent has any queries regarding the contents of this RFP, or

pertaining to any matters related to same (including any clarification,

errors or omissions of or in this RFP), the queries should be directed in

writing, and not orally, to NIPDEC’s Representative at the contact address

set out above. NIPDEC’s Representative will answer all queries in writing,

and will provide a copy of all queries and their respective responses, to

each of the Proponents. Queries received less than five (5) working days

prior to the date for submission of Proposals may not be entertained. Only

information contained in formal written Addenda will be binding. Oral

responses and other interpretations or clarification will not be legally

binding. NIPDEC will endeavor to submit its responses to queries in a

timely manner but will not be held responsible for late delivery or non-

delivery of an Addendum.

Responses not contained in formal written Addenda will be given as a

matter of assistance to the Proponent but such responses will not be

construed as adding to or taking away from or otherwise altering the




7

meaning and intent of the RFP documents, and/or the Proponent’s

obligation thereunder.

2.6.6 Addenda

NIPDEC is entitled to issue addenda changing this RFP up to seven (7)

calendar days prior to the closing date for submission of this RFP (except

for addenda to extend any deadline under this RFP which may be issued at

any time). Addenda may be issued only by NIPDEC’s Representative and

will only be issued to Proponents who have registered with NIPDEC as

having received a copy of this RFP. No change in this RFP is effective

unless undertaken by an Addendum issued under this paragraph.

2.6.7 Proponent’s Representative

Each Proponent should, within five (5) days of receiving the RFP, advise

NIPDEC’s Representative, in writing, of the name, business address,

telephone number, fax number and e-mail address of the individual who is

designated as the Proponent’s Representative for the purpose of this RFP.

The Proponent’s Representative will be the sole person authorized to

communicate with NIPDEC for the purposes of this RFP and NIPDEC is

not required to communicate or otherwise liaise with any other person on

behalf of the Proponent.

2.6.8 Pre-Submission Briefing

For the purpose of clarifying any of the requirements contained in this

RFP, NIPDEC will convene a pre-submission briefing at 2:00 p.m. on

March 12th, 2014 at the site located at Trinidad and Tobago Forensic

Science Centre Proponents are encouraged to attend and participate in the

briefing. NIPDEC will transmit to all prospective Proponents on record

the minutes of the meeting and any Addenda as NIPDEC considers

necessary in response to queries raised. Oral statements cannot be relied

upon and will not be legally binding or effective. Further briefings may be

conducted if NIPDEC considers same to be necessary or desirable. The

date, time and location of any further briefings will also be communicated

by Addenda.

2.6.9 Site Visit and Schedule

A site visit will be convened immediately after the pre-submission briefing

in order for Proponents to familiarize themselves with the existing site

conditions. Proponents may request further access to the Project site by

reasonable notice in writing to NIPDEC’s Representative at any time




8

before the deadline for submission of Proposals. NIPDEC’s

Representative is entitled to impose such terms and requirements as a

condition of authorizing such access as NIPDEC’s Representative

considers necessary or desirable.

2.6.10 Right to Cancel RFP

NIPDEC is entitled to cancel this RFP at any time by Addendum issued to

Proponents, without liability for any loss, damage, cost or expense

incurred or suffered by any Proponent as a result of that cancellation.

2.6.11 Consideration of Proposals

In considering any proposals delivered in response to this RFP, NIPDEC

reserves the absolute and unfettered discretion to:

a) Accept or reject any proposal that fails to comply with the

requirements set out in this RFP;

b) assess proposals as it sees fit, without in any way being obliged to

select any proposal or Proponent;

c) determine whether any proposal or proposals satisfactorily meet the

selection criteria set out in this RFP;

d) require clarification from any one or more of the Proponents in

respect of proposals submitted;

e) reject any or all proposals with or without cause, whether according

to the selection criteria set out herein or otherwise.

2.6.12 Cost of Preparing Proposals and Negotiations

Each Proponent is solely responsible for the risk and cost of preparing and

submitting its proposal in response to this RFP and any negotiations

relating thereto. Neither NIPDEC nor its officials, employees or

consultants (including NIPDEC’s Representative) are liable for the cost of

doing so or are obliged to remunerate any Proponent for these costs.

2.6.13 Exclusion

This RFP does not impose on NIPDEC any duty of fairness or natural

justice to any or all Proponents with respect to this RFP or the process it

creates. Unless NIPDEC is expressly required by this RFP to “act

reasonably”, NIPDEC is entitled to act in its sole, absolute and unfettered

discretion.

2.6.14 Confidentiality of Proposals




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Proponents are required to keep their proposals confidential and should

not disclose their proposals, or any information contained therein, without

prior written consent from NIPDEC.

2.6.15 Corrupt and Fraudulent Practices

Proponents should adhere to the highest ethical standards and should

refrain from engaging in corrupt or fraudulent practices. Corrupt practices

include the offering or giving by Proponents or any officer, employee, or

person acting on their behalf to any officer, employee or person acting on

behalf of NIPDEC any gift or consideration of any kind as an inducement

or reward for doing or forbearing to do or for having done or forborne to

do any act in relation to this RFP process including the evaluation of

proposals and the negotiation and execution of the Contract. Fraudulent

practice means any misrepresentation of facts in order to influence the

evaluation and selection process described in this RFP or the negotiation

and execution of the Contract to the detriment of NIPDEC and includes

collusive practices among Proponents (prior to or after submission of

proposals) designed to establish prices at artificial, non-competitive levels

and to deprive NIPDEC of the benefits of free and open competition.

NIPDEC, will without prejudice to any other right, reject a proposal if

NIPDEC determines that the Proponent in question or any other officer,

employee or person acting for the Proponent has engaged in a corrupt or

fraudulent practice.

2.6.16 Commissions

Proponents should furnish information in the Cost Proposal on

commissions and gratuities, if any, paid or to be paid to agents relating to

their proposals and to contract execution if the Proponent is awarded the

Contract.

2.6.17 Waiver and Allocation of Risk

NIPDEC accepts no responsibility or liability for the accuracy or

completeness of this RFP or of any recorded or oral information

communicated or made available for inspection by NIPDEC and no

representation or warranty, express or implied, is made or given by

NIPDEC with respect to the accuracy or completeness of any one of those

things. The risk, responsibility and liability connected with reliance by any

Proponent or any other person on this RFP or any other such information




10

as is described in this paragraph is solely that of each Proponent. Each

Proponent acknowledges and agrees that it is solely responsible for

obtaining its own financial, legal, accounting, engineering and other

advice with respect to the contents of this RFP or any such information as

is described in this paragraph. Each Proponent which submits a Proposal

to NIPDEC is deemed to have released NIPDEC from, and waived, any

action, cause of action, claim, liability, demand, loss, damage, cost or

expense, of every kind, in any way connected with or arising out of the

contents of this RFP or any such information as is described in this

paragraph. Each Proponent which submits a proposal is deemed to have

agreed that it is solely responsible and liable to ensure that it has obtained

and considered all information necessary to enable it to understand the

requirements of this RFP, and of the Project, and to prepare and submit its

proposal.

2.6.18 Form of Correspondence

Any letter, notice or addendum mentioned in this RFP may be delivered to

the appropriate address by hand, mail, courier or facsimile.

2.7 PREPARATION OF PROPOSALS

Proponents are required to submit a Technical Proposal and a Cost

Proposal as hereinafter described. These Proposals will be evaluated in

accordance with the Qualification/Evaluation Criteria set out in Section

2.9 – Qualification/Evaluation of Proposals.

2.7.1 Technical Proposal

In preparing the Technical Proposal, Proponents are expected to examine the documents comprising this RFP in detail. Material deficiencies in providing all relevant information requested may result in rejection of a Proposal. All standard forms attached in Section 4 – Appendices to RFP – Technical Proposal Form (Appendix 3) and Cost Proposal Form (Appendix 4) should be completely filled out and returned in response to this RFP.

To be eligible for award of the Contract, the Proponent should provide evidence satisfactory to NIPDEC of its eligibility and adequacy of its resources as well as competency for performing the services effectively. To this end, the Technical Proposal submitted should include, but not be limited to:

(i) Completed and signed Technical Proposal Submission Form (See

Section 4 - Appendices to RFP – Technical Proposal Submission Form – Form 1A).




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(ii) A brief description of the Proponent Firm, including copies of

original documents defining the constitution or legal status, place of registration and principal place of business of the company or joint venture or consortium (See Section 4 - Appendices to RFP – Technical Proposal Form– Form 1B).

(iii) Details of general and specific experience, past performance of the

Proponent in providing similar services for at least one (1) previous project of similar nature, including any projects currently being undertaken or having been undertaken within the past five (5) years. Details of the Proponent’s current workload. Financial information and history of performance should support the ability of the Proponent to successfully complete projects costing in excess of TT$1 Million Dollars yearly. The time period (calendar year, months) during which these projects were undertaken, country, client and particulars of the project (including information on particulars and results) should be given. The Proponent should identify three references i.e. contact person by name, title and address, and fax/telephone number for the projects cited with whom NIPDEC may establish communication to assess the Proponent’s historical performance (See Section 4 - Appendices to RFP – Technical Proposal Form - Form 1C to 1E).

(iv) Information must be provided on Proponent’s litigation history

including all settled adverse claims, disputes or lawsuits with an owner of a project and any pending litigations, as well as Proponent’s non-performing contracts and Description of any Statutory or Governmental violations (See Section 4 - Appendices to RFP – Technical Proposal Form - Form 1F).

(v) Detailed statement of the proposed methodology, approach,

strategies and work plan for executing the specific works, ensuring works will be completed with the time frame (see Section 4 - Appendices to RFP – Technical Proposal Form - Form 1G).In addition, the following are to be included in the Appendix 1G:

i. Detailed Quality Assurance/Quality Control (QA/QC) Manual and project Detailed Health and Safety Manual.

ii. Work Programme in MS Project 2007 (or latest edition) with Detailed Work Breakdown Structure indicating key tasks at each stage as outlined in the Scope of Services and shall show critical path, linkages, and milestones.

iii. Detailed listing of all Codes of Practice, Standards and Specifications being employed for both design and supervising purposes.




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(vii) Project Organizational Chart and Details of the Proponent’s Team including original signed Curricula Vitae of all professionals assigned to the Project – Architect, Civil/Structural Engineer, Mechanical and Electrical Engineer and Quantity Surveyor among others. (See Section 4 - Appendices to RFP – Technical Proposal Form - Form 1G and Form 1H).

(xi) Proof of a Joint Venture or Consortium such as a Joint Venture

Agreement. A Letter of Intent to enter into Joint Venture or Consortium is acceptable. In the event that one or more parties terminate its involvement in a Joint Venture or Consortium, the party should notify NIPDEC no later than fourteen (14) days before such termination. Such termination will not relieve any party from its liability. In the event of such termination, NIPDEC reserves the right to terminate any contract awarded to the Joint Venture or Consortium.

(xii) Documents for the Specialist equipment as per attached Specialist

Equipment Specifications:


• Brochures, data sheets, local agent/s;

2.7.2 Cost Proposal

• A fixed lump sum price will be paid by NIPDEC for all of the services

required to be provided by the Contractor. This cost will constitute the

total cost to NIPDEC inclusive of Value Added Tax. All cost will be in

Trinidad and Tobago Dollars (See Section 4 - Appendices to RFP –

Cost Proposal Submission Form - Form 2A).

• Audited Financial Statements for the years 2010, 2011 and 2012, or

management accounts for 2012 if financial statements are unavailable.

A statement from the Proponent’s Bank that the Proponent is

financially viable and has access to or has available, liquid assets, lines

of credit, and other financial means sufficient to meet the construction

cash flow for the contract for a period of four (4) months, taking into

account the Proponent’s commitments to other contracts. Certification

of ability to meet all insurance and bonding requirements, certification

of no debarment, disqualification, default, or early termination from

contracts in the last five (5) years and certification of no commercial

bankruptcy in the last five (5) years of any member of joint venture or




13

consortium (See Section 4 - Appendices to RFP – Technical Proposal

Form - Form 2B).

• Average Annual Construction Turnover (See Section 4 - Appendices

to RFP – Technical Proposal Form - Form 2C).

• The Cost Proposal should show the cost for each milestone activity

detailed in the Cost Breakdown Schedule (See Section 4 - Appendices

to RFP – Cost Breakdown Schedule - Form 2D).

• The Proponent is required to submit a Cash Drawdown Schedule

detailing the milestone payments required from NIPDEC for the

Services required by this RFP (See Section 4 - Appendices to RFP –

Cost Proposal Form - Form 2E).

• The Proponent should complete the Form of Tender at Section 4

Appendix 1. Proponents shall clearly indicate the Addenda Nos. in the

form. Other forms for submitting the information requested above are

shown in Section 4 - Appendices to RFP - Form 1 (Technical

Proposal) and Form 2 (Cost Proposal).

2.7.3 Proposal Validity

Proposals should remain valid for 150 days after the tender opening.

2.7.4 Tender Security

• The Proponent should furnish as part of its Proposal, a Tender Security

in accordance with this Sub-Clause.

• The Tender Security should be in the amount of TT$ 100,000.00, and

should:

(a) at the Proponent’s option, be a letter of credit, a certified cheque,

or a Bank guarantee from a Banking institution, or a bond issued

by a surety;

(b) be substantially in accordance with the forms of Tender Security

included in the Appendices, or other form approved by NIPDEC

prior to Proposal submission;

(c) be payable promptly upon written demand by NIPDEC in case

the conditions listed in Sub Clause 2.7.4.5. are invoked;

(d) be submitted in its original form; copies will not be accepted;




14

(e) remain valid for a period of 28 days beyond the validity period

of the Proposal, as extended, if applicable, in accordance with

this RFP;

• Any Proposal not accompanied by a responsive Tender Security will

be rejected by NIPDEC as non-responsive.

• The Tender Security of unsuccessful Proponents will be returned as

promptly as possible upon the successful Proponent’s furnishing of the

Performance Security pursuant to the requirements of this RFP.

• The Tender Security may be forfeited:

(a) if a Proponent withdraws its Proposal during the period of

Tender validity, except as provided in this RFP; or

(b) if the successful Proponent fails to:

(i) sign the Contract in accordance with the requirements of this

RFP;

(ii) furnish a Performance Security in accordance with the

requirements of this RFP.

A. The Tender Security of a Joint Venture or Consortium should be in the

name of the Joint Venture or Consortium that submits the Proposal.

2.8 SUBMISSION, RECEIPT AND OPENING OF PROPOSALS

2.8.1 Submission Requirements

For each Proposal the Proponent should prepare and submit one (1)

original and seven (7) copies one (1) of which should be an electronic

copy of the Proposal. The complete Proposal should be without

alterations. Each Technical Proposal and Cost Proposal should be marked

“Original” or “Copy” as appropriate. If there are any discrepancies

between the original and the copies of the Proposal, the original governs.

The original and all copies of the Proposal should be placed in a sealed

envelope bearing the following identification: (i) “Proposal for Upgrade of

the Trinidad and Tobago Forensic Science Centre (TTFSC) inclusive of

Furniture, Fixtures, and Equipment” and the name of the Proponent. The

envelope should be addressed as follows:

Chairman, Tenders Committee

National Insurance Property Development




15

Company Limited

56 – 60 St Vincent Street

Port of Spain

and should be deposited by the bearer in the appropriately marked

Proposal box at NIPDEC’s Head Office.

2.8.2 Deadline for Proposal Submission

Proposals should be submitted by 2:00 pm local time on, March 26th,

2014. Proposals are to be submitted in the manner herein set out. No

responsibility will be attached to NIPDEC for premature opening or

failure to open a proposal which is not properly addressed and identified.

2.8.3 Opening of Proposals

NIPDEC will open all Technical Proposals and Cost Proposals at 2:30 pm

on March 26th, 2014 at NIPDEC’s Head Office located at 56 –60 St.

Vincent Street, Port of Spain, Trinidad. Each Proponent may be

represented by one representative when Proposals are being opened.

Representatives will be allowed to attend the proceedings after they show

a photo ID and sign an attendance register. At the time Proposals are

opened, NIPDEC will announce the names of the Proponents and such

other details as NIPDEC considers appropriate. If an acceptable notice of

withdrawal has been received from any Proponent, the Proponent’s

Proposal will not be opened.

2.8.4 Late Proposals

NIPDEC will reject late Proposals. Late Proposals will be returned

unopened to the Proponent.

2.8.5 Proof of Payment of Tender Fee for RFP

A proof of payment for the non-refundable fee for this RFP should be

submitted with the Proposal. Only Proposals submitted in response to this

RFP by Proponents who have paid for and received a copy of this RFP

will be considered.

2.8.6 Delivery by Hand

The Proposal is to be delivered by hand and placed in the box provided for

the purpose located in the Security Booth, NIPDEC’s Head Office, 56 –60

St. Vincent Street, Port of Spain.

2.8.7 Language of Proposal




16

All Proposals should be in the English Language. The ruling language is

the English Language. All communications should be in the English

Language.

2.8.8 Failure to Provide Information

Failure to provide information which is essential to evaluate a proposal

may result in disqualification of the Proponent.

2.8.9 Signing Proposal

The original and copies of the Proposal should be under the Company seal

and the original signature of the Proponent and should be complete and

include copies of all attachments and required certificates as applicable.

The Proposal should be signed by a Proponent as follows:

a) Sole Proprietorship: Signature of the sole proprietor in the presence

of a witness who will also sign. Insert the words “Sole Proprietor”

under the signature.

b) Partnership: Signature of all partners in the presence of a witness

who will also sign. Insert the word “Partner” under each signature.

c) Corporation: Proposal should be signed and the corporation seal

affixed thereto by duly authorized signing officer(s) of the

corporation in conformity with the by-laws of the corporation in the

presence of a witness who will also sign. Insert the capacity in which

the officer(s) sign under each signature. A copy of the corporation’s

by-laws together with a copy of the resolution of the Board of

Directors authorizing the officers to sign should also be submitted

with the Proposal.

d) Joint Venture or Consortium: All joint ventures or consortia

members who are individuals should sign as indicated under “Sole

Proprietorship” above. All joint ventures or consortia members who

are corporations should execute as indicated under “Corporation”

above.

2.8.10 Joint and Several Liability

Where the Proponent is not a sole proprietorship or single-corporate

entity, any legal liability of the Proponent arising out of this RFP and the

Contract will be joint and several.

2.8.11 Amendment of Proposals before Submission Date

Modification or amendment of Proposals may be made at any time before

the deadline for submission of Proposals as stated in this RFP providing

that they are completed and submitted in the same manner as required for




17

submission of Proposals. No modifications to a Proposal will be accepted

after the deadline for submission of Proposals.

2.8.12 Interlineations, Alteration or Erasure of Proposal

Any interlineations, alteration or erasure in a Proposal should be initialed

by the authorized signatory or signatures and the witness to the Proposal

as detailed above.

2.8.13 Proponent’s Representation

By submitting its Proposal to NIPDEC, each Proponent represents and

warrants to NIPDEC that the information in its Proposal is accurate and

complete and by presenting its Proposal represents that the Proponent has

read and understood this RFP and that the Proposal is presented in

accordance with the said RFP.

2.8.14 Time Periods

Time, if stated as a number of days, will include Saturdays, Sundays and

holidays.

2.8.15 Misleading or False Information

If NIPDEC determines that a proposal contains false or misleading

information, NIPDEC is entitled to reject that Proposal at any time as

being invalid.

2.8.16 Proposals to be Property of NIPDEC

All Proposals will become the property of NIPDEC when submitted and

will not be returned. However, only the design of the successful Proponent

will be used on this project. Designs of unsuccessful Proponents will not

be used on this or any other projects being managed by NIPDEC.

2.8.17 Required Format for Proposals

• Format

Proposals should be submitted in the format described below and

should contain all the information required by this RFP in the order

indicated below to facilitate comparison and evaluation of the

Proposals. The required format and sequence is as follows:

� Table of Contents listing the individual sections of the Proposal and

their corresponding page numbers.

Section I: Cover Letter signed by the Proponent or the

Principals of each entity included in a Proponent

team




18

Section II: Certificates as applicable (all valid as at the date of

submission):

• Value Added Tax Clearance Certificate;

• National Insurance Board Compliance Certificate;

• Board of Inland Revenue Clearance Certificate;

Section III: Form of Tender (to be seen at Appendix I) and

Tender Security.

Section IV: Executive Summary being a brief synopsis of the

highlights of the Proposal.

Section V: Detailed Technical Proposal containing all the

information required by this RFP (filled up

Technical Proposal Standard Forms at Appendix II)

and such other information as the Proponent may

deem pertinent in relation to the Services, and

Section VI: Detailed Cost Proposal containing all the

information required by the RFP (filled up Cost

Proposal Standard Forms at Appendix III).

Section VII: Appendices, inclusive of specifications.

Each Proposal should be typewritten, or computer written, using a 12-

point font, on standard 8½” X 11” paper (except for programmes,

charts and drawings), in a binder and accompanied by the cover letter

on the Proponent’s letterhead. The body of the Technical Proposal

should be no more than seventy-five (75) pages in length, excluding

Proposal forms, appendices and exhibits, and should provide all

information requested herein.

• Non-Compliance

If the Proponent’s Proposal does not comply with the required format

as stated in Clause 2.8.17(A) – Format, the Proponent’s Proposal may

be rejected without further consideration. These restrictions are

intended to provide uniformity in the Proponents’ response formats.

• Organization of Proposal

Proposals should be well organized and written in a concise, precise,

clear, complete and legible manner. All Sections and Sub-Sections

should be clearly labeled and paged.




19

2.9 QUALIFICATION/EVALUATION OF PROPOSALS

2.9.1 Evaluation Committee

The Proposals submitted in response to the RFP will be evaluated by an

Evaluation Committee to be approved by NIPDEC’s Tenders Committee.

2.9.2 Determination of Responsiveness

The Proponent’s responsiveness will be determined as per the Group A

and Group B of the following responsiveness tables:

GROUP A Failure to submit any of the documents in Group A below will render the Proposal


# Item Clause Appendix Form

Technical/

Financial

Proposal

1 One (1) original, seven (7) copies; one of which should be an electronic copy of the Proposal.

2.8.1 - - -

2 Completed Form of Tender inclusive of Addenda Nos.

2.7.2 1 -

-

3 Completed Tender Security 2.7.4 2 - Technical

4 Technical Proposal Submission Form 2.7.1 3 1A Technical

5

Completed Applicant’s Information Sheet inclusive of:

• Articles of Incorporation or Documents of

Constitution of legal entity named above,

• Power of Attorney or Signing Authority with

Specimen Signature

• Proponents Representative for Request for

Proposal

2.7.1 3 1B Technical

6 Work Experience of the Firm 2.7.1 3 1C Technical

7 Similar Type of Works including References 2.7.1 3 1D Technical

8 Proponent’s Background and History 2.7.1 3 1F Technical

9 Technical Approach and Methodology, inclusive of Detailed Quality Assurance/Quality Control (QA/QC) Manual and Detailed Health and Safety Manual

2.7.1 3 1G Technical

10

Work Plan, including detailed Gantt chart indicating key tasks, critical path, linkages, and milestone for planning, design and construction services, and material procurement in MS Project 2007 or latest edition.


11

Organization and Staffing inclusive of manpower loading chart for all aspects of the assignment, stating the roles, responsibilities, and the level of participation of each key personnel.


12 Updated and Signed CV’s of Key Personnel assigned to the 2.7.1 3 1H Technical




20

GROUP A Failure to submit any of the documents in Group A below will render the Proposal



Technical/

Financial

Proposal

Project.

13




2.7.1 - - Technical

14 Proof of Joint Venture or Consortium such as Joint Venture Agreement. A Letter of Intent to enter into Joint Venture or Consortium is acceptable.

2.7.1 - - Technical

GROUP B



disqualification


Technical/

Financial

Proposal

1 Cost Proposal Submission Form 2.7.2 4 2A Financial

2 Financial Capability of the Proponent 2.7.2

4 2B Financial

3 Audited Financial Statements for the years 2010, 2011 and

2012, or management accounts for 2012 if financial

statements are unavailable.

2.7.2 - - Financial

4 Average Annual Construction Turnover

2.7.2 4 2C Financial

5 Cost Breakdown Schedule

2.7.2 4 2D Financial

6 Proposed Cash Drawdown Schedule

2.7.2 4 2E Financial

7

A statement from the Proponent’s Bank that the Proponent is financially viable and has access to or has available, liquid assets, lines of credit, and other financial means sufficient to meet the construction cash flow for the contract for a period of four (4) months, taking into account the Proponent’s

2.7.2 4 2B Financial




21

GROUP B



disqualification


Technical/

Financial

Proposal

commitments to other contracts.

8 Current Work Load 2.7.1.3 3 1E Financial

9 Description of OSHA Violations, Workers’ Compensation claims or safety claims, and any Statutory approval violations

2.7.1 3 1F Technical

10 Signed Appendix to Tender

3.2.2 - - Technical

11 Value Added Tax Clearance Certificate

2.8.17 - - Technical

12 National Insurance Board Compliance Certificate


13 Board of Inland Revenue Clearance Certificate


Proponents are advised to refer to the Responsiveness Checklists above to

ensure that they are responsive.

If a Proposal does not conform to these requirements or is otherwise not

responsive, the proposal will be rejected by NIPDEC, and would not

subsequently be made responsive whether or not the Proponent correct or

withdraw the non-conforming deviation or reservation.

• In order to facilitate the assessment of the qualification of the

Proponent, each Proponent and each member of a Partnership, Joint

Venture or Consortium wishing to submit a proposal should fill in the

Qualification Questionnaire Forms included in Section 4.0 -

Appendices to RFP – Specimen Form – Forms 1A to 1F.

• Failure to submit completed and signed Qualification Questionnaire/s

will render the Proposal non-responsive.




22

• Proposals determined to be responsive will be checked for any

material error in computation. Arithmetical errors found will be dealt

with as follows:

(a) Where there is a discrepancy between amounts in figures and in

words, the amount in words will govern; and

(b) Significant arithmetical errors or obvious errors in pricing

discovered in the Proponent’s Cost Proposal will be dealt with as

described herein.

(i) The Proponent will be informed of the amount and nature

of the errors and asked whether or not they wish to stand by

their Tender or withdraw same.

(ii) If the Proponent elects to stand by its Tender, for the

purposes of administering the contract and for interim

payments and the settlements of accounts, an endorsement,

signed by both parties to the contract, will be added to the

contract sum indicating that all rates or prices (excluding

preliminary items, prime cost and provisional sums)

inserted therein by the Proponent are to be considered as

reduced or increased in the same proportion as the

corrected total of priced items exceeds or falls short of the

original total of such items.

(iii) Alternatively, by agreement with the Proponent, the total

net error will be added to or deducted for the total shown

against Preliminaries, so that the contract sum remains the

same, and an endorsement signed by both parties to the

contract will be added to the final accepted cost. If the

Proponent does not accept the corrected amounts, their

Tender will be rejected and the Tender security forfeited.

(iv) Where errors are discovered after acceptance of the Tender,

the errors will be adjusted by either of the foregoing




23

methods as the Proponent would be deemed to have stood

by their Tender.

(v) The Proponent should not alter or otherwise qualify the text

of the cost breakdown. Any alteration or qualification

made without the written approval of the Employer will be

ignored and the text of the cost breakdown as printed will

be adhered to.

(vi) Where there is a discrepancy between the cost breakdown

and the total amount derived, the cost breakdown as quoted

will govern, unless in the opinion of the Employer there is

an obviously gross misplacement of the decimal point in

the unit rate, in which event the total amount as quoted will

govern and cost breakdown will be corrected.




24

2.9.3 Qualification Criteria

The Qualification Criteria are as follows:

Criteria Title Description/Requirements Result

A Eligibility of

Proponent

1. Submission of all documentation

required by this RFP, inter alia:

a. Valid VAT, NIS and BIR

Compliance Certificates (as

applicable)

b. Tender Security

c. Completed Form of Tender

Qualified or

Disqualified

B Financial

Qualification

1. Audited Financial Statements for the

years 2010, 2011 and 2012, or

management accounts for 2012 if

financial statements are unavailable.

2. A statement from the Proponent’s

Bank that the Proponent is financially

viable and has access to or has

available, liquid assets, lines of credit,

and other financial means sufficient to

meet the construction cash flow for

the contract for a period of four (4)

months, taking into account the

Proponent’s commitments to other

contracts.

Evaluation will be done

based on the following:

Average annual

turnover :

- at least TT$30M

yearly over the last

three (3) years

(qualified).

- less than TT$30M

yearly over the last

three (3) years

(disqualified).

-Adequate funding

(qualified)

-Inadequate funding

(disqualified)

Only proponents which have passed ALL qualification criteria will be

evaluated.

2.9.4 Evaluation Criteria – Technical/Cost

The Evaluation Committee will undertake the evaluation of the Technical

and Cost Proposals on the basis of their responsiveness to the RFP,

applying the Evaluation criteria and point system specified hereunder.




25

Criteria Title Description/Requirements Score

Max Min

A Technical Specifications




15 9

B Schedule, Method Statement, Q/A-QC & HSE Manuals

1. Methodology 2. Detailed schedule with Critical Path 3. QA/QC Manual 4. Safety Manual

15 9

C Experience of Firm in Firm over the last five (5) years

1. Experience in successful completion of similar projects

2. Completed Projects (indicate whether or not completed on time and within Budget)

15 9

D General Background and Organization including Qualification & Experience of Project Personnel

1. General Organizational Chart and Role definition.

2. Organizational Chart of Project Team and Project Role definition

3. Updated and signed CV’s of each Personnel in the Project Team

4. Equipment Resources 5. Current Workload

25 15

Technical Score (TS) 70 42

E Financial Capability

1. Profitability Ratio = (Net Profit / Turnover) x 100 (2pts)

2. Liquidity Ratio = Current Assets / Current Liabilities (2pts)

3. Indebtedness / Gearing Ratio = Total Liabilities / Total Assets (2pts)

4. Evidence from Financial Institution that proponent has access to credit facilities. (4pts)

10 5

F Cost Proposal

1. Score = (Ca/Cp) * 20 Where Ca is the lowest acceptable cost proposal and Cp is the proponent’s cost proposal for the bid

20 0

Cost Proposal Score (CS) 30 5

Total Score = (TS) + (CS) 100 47




26

Firms shall attain at least the minimum score in all the categories of the

Technical and Cost Evaluation for their Proposal to be considered.

NIPDEC reserves the right to accept or reject any variation, deviation or

alternative offer. Variations, deviations, alternative offers and other

factors which are in excess of the requirements of the RFP or otherwise

result in the accrual of unsolicited benefits to NIPDEC will not be taken

into account in Proposal evaluation.

2.10 NEGOTIATIONS

• Negotiations with the preferred Proponent will include a discussion of

the Technical Proposal and the Cost Proposal. NIPDEC and the

Preferred Proponent will develop an agreed Final Scope of Services

and final terms to be incorporated in the Contract. During negotiations

NIPDEC will be entitled to open up for negotiations any aspect of the

Preferred Proponent’s Proposal.

• The inability to agree on detailed costs or compensation for the

services or a judgment on the part of NIPDEC that such costs or

compensation are inappropriate or excessive will be sufficient cause

for rejection of the Preferred Proponent’s Proposal and for initiation of

negotiations with the next-ranked Proponent, which follows in the

final order of merit or for abortion of the process.

• Having selected a Proponent on the basis of, among other factors, an

evaluation of proposed key professional staff, NIPDEC expects to

negotiate a contract on the basis of the experts named in the Proposal.

Prior to contract negotiations, NIPDEC will require written assurances

that the experts will actually be available. NIPDEC will not consider

substitutions during contract negotiations unless both parties agree that

undue delay in the selection process makes such substitution

unavoidable or that such changes are critical to meet the objectives of

the assignment. If this is not the case and if it is established that key

professional staff were offered in the Proposal without confirming

their availability, the Preferred Proponent may be disqualified.

2.11 AWARD OF CONTRACT

The Contract will be awarded following successful negotiations with a

preferred Proponent.

The Contractor is expected to commence the services immediately upon

signing of Contract. The Contractor should submit the Performance Bond,




27

Insurances (Public Liability and Workmen’s Compensation) and

Professional Indemnity Bond/Insurance, updated letter of Guarantee from

Bank, Revised Schedule, and Commitment of Technical Personnel prior to

the signing of Contract.

A Foreign Contractor should be VAT registered within three months of

signing of the Contract.

3.0 EMPLOYER’S REQUIREMENTS

3.1. SERVICES AND DELIVERABLES

3.1.1 Introduction

The services to be performed by the Contractor will include all design,

project management, procurement, pre-construction, construction,

construction supervision, supply and installation of fixed and movable

furniture, fixtures and equipment, and post-construction services. The

Contractor will provide comprehensive administration and management of

all aspects of the project inclusive of design and construction and will

work with NIPDEC towards the successful completion of the project on

schedule, at or below budgeted costs, meeting or exceeding standards

stipulated in this RFP and the Contract and in adherence to codes and

standards required by statutory and regulatory authorities.

3.1.2 Services and Deliverables (where applicable)

The services required include, but are not limited to the following:

a) Provision of all labour, materials, tools and equipment, and services

necessary for design, construction and equipping of the project

described herein, along with other specific tasks as further defined by

this Request for Proposal (RFP) and the Contract.

b) The production of all drawings (in AutoCAD 2010 or latest version)

and calculations – Architectural (inclusive of all 3D renderings),

Civil/Structural Engineering, Mechanical, Electrical Engineering,

Interior Decorating, Landscaping, Site Development, and any other

services as required.

c) Receipt of all statutory approvals (outline and final) – Town and

Country Planning Division (T&CPD), Ministry of Works and

Transports; Water and Sewerage Authority (WASA) Approval, Fire

Services Department Approval, Regional Corporation, Environmental

Management Authority (EMA), Public Health Inspectorate,

Occupational Safety and Health Administration (OSHA), Ministry of

Energy, National Gas Company, National Petroleum Marketing




28

Company, Trinidad and Tobago Electricity Commission (T&TEC),

Electrical Inspectorate, Lift Inspectorate and any other necessary

approvals.

d) Submission of a full set of “As Built” drawings, Final Statutory

Approvals, Keys, Spare Materials, Testing and Commissioning

documents, Warranties on equipment operations and Maintenance

Manuals on completion of construction.

e) Provision of Value Engineering, analysis of alternate construction

methods and materials for potential quality, cost and schedule

enhancements. Designs should comply with all relevant building

codes.

f) Maintenance and evaluation of construction documents for

constructability, serviceability, maintainability, potential problems,

ambiguous and omitted information within the project budget.

g) Provision of Bills of Quantities and/or detailed breakdowns for

supporting the Cost Proposal.

h) Development of a project schedule. Activities should be co-ordinated

to accomplish the completion of the project by the earliest date

possible within the stipulated project budget and time frame.

i) Development of a material procurement schedule, and manpower and

equipment utilization schedule, which should be co-ordinated with the

project schedule.

j) Submission to NIPDEC of a detailed progress reports including

updated photographs showing construction progress and updated Gantt

Charts, in order for NIPDEC to advise its Client – the Ministry of

Justice – of the progress of the works. Additional information should

be provided if requested by NIPDEC.

k) Submission of As-Built drawings during the progress of construction,

in Auto CAD 2010 or latest version.

l) Requirements for safety, quality assurance, and schedule adherence.

NIPDEC’s HSE Guide for Contractors is shown as Section 3.2.1.

Annex 2.

m) The Contractor should familiarize himself with the full extent of the

works, which would entail him/her being satisfied with the supply of

material and all local conditions and restrictions that may affect the

works. He should include in his proposal all payments that would be

required for labour and other resources to ensure that the project is

completed according to the agreed schedule.

n) Provision of a detailed Quality Assurance/Quality Control Manual

showing proposed testing agencies.




29

o) The Contractor should be readily available to immediately repair to the

satisfaction of NIPDEC, any defects that will arise during the Defects

Notification Period as set forth in the Appendix to Tender.

p) Submission of all documentation contained in items a) to p) above for

records or approval as required.

3.1.3 Project Delivery Method

The Contractor will perform services required by this RFP based on a

fixed lump sum price. The Contractor will commit to a fixed lump sum

price for all design, construction and site development works. The

selection of a Contractor will be based on the evaluation of qualifications

and technical concepts or solutions, costs and scheduling submitted by

Proponents comprising a formal sealed proposal to NIPDEC as outlined in

Section 2.9 - Qualification/Evaluation of Proposals. The Contractor will

be responsible for design, pricing, value engineering and constructability

issues. Proponents are required to examine site topography and soil

conditions in the areas. Proponents should propose preliminary conceptual

designs inclusive of recommended or required building systems,

elevations, areas, floor plans and cross sections in limited detail for further

development by the Contractor.

3.1.4 Project Schedule

NIPDEC intends that the Contractor will begin detailed planning and

design upon award of the Contract. The Contractor as part of his planning

and design services will propose to NIPDEC a strategy for the best

approach for the successful completion of the Upgrade of the TTFSC Post

Mortem Room, inclusive of Furniture Fixtures and Equipment.

3.2. USER’S BRIEF AND CONDITIONS OF CONTRACT

3.2.1 Employer’s Requirements

Annex 1 – Scope of Services

Annex 2 - NIPDEC HSE Guide

3.2.2 Conditions of Contract

Annex 3 - FIDIC 1999 General Conditions Short Form of Contract &

Appendix to Tender




30

SECTION 3.2.1 -

EMPLOYER’S REQUIREMENTS




31

ANNEX 1 -

SCOPE OF SERVICES




32

Scope of Works

A. PROJECT DESCRIPTION:

The site is located at the Trinidad and Tobago Forensic Science Centre (TTFSC)

at 17 Barbados Road, Federation Park. The TTFSC, a division of the Ministry of

Justice, began operations at its present location on December 01, 1983.

The Centre which is the national agency responsible for the provision of forensic

pathology and analytical forensic science services is staffed with approximately

seventy (70) persons inclusive of a number of highly skilled professional experts

in various forensic disciplines.

There are currently two post mortem rooms, only one of which is being used.

The works involved in this RFP include, but are not limited to the upgrade of the

following areas inclusive of all preparatory works and supply of equipment and

materials to achieve optimum quality of works:

• Unused Post-Mortem Room

• X-ray room

Since the required works are to be conducted in a highly dynamic and critical

environment, the Works are to be planned and scheduled in a manner that will

cause minimal disturbance and inconvenience to the operations and personnel of

the Centre.

B. DELIVERABLES:

The following are the deliverables required to successfully complete the

Works. All equipment and materials to achieve these deliverables shall be

supplied by the contractor.

Upgrade of the Unused Post-Mortem Room and Entrance (Size:

approximately 60 m2)

1. Upper Floor Slab

• Sealing of floor slab above the post-mortem room.

2. Ceiling

• Replacement of existing suspended ceiling tiles with medical grade ceiling

tiles.

3. Walls

• Sealing of window on upper western wall.

• Removal of wall tiles and replace with seamless vinyl.

• NB - Walls surface must be hard and durable, capable of withstanding

regular washing or hosing down, easy to clean, impervious to liquids and




33

resistant to disinfectants. The walls should meet the raised edge of the

coved junction with the floor at a waterproof joint. Corners, doors and

certain areas of walls must be protected against damage from frequent

movement of equipment such as trolleys.

4. Floors

• Resurfacing of terrazzo flooring.

5. VAC & Air Purification System

• Upgrade of the air conditioning, ventilation and air purification system to

ensure both adequate air exchanges per hour and correct directionality and

exhaust of airflow.

• Post mortem rooms should have 100% fresh air exchange with a minimum

of 15 air exchanges/hour and should be at a negative pressure relative to

adjacent passageways and office spaces.

• The temperature should range from 20-24°C

• Refer to ASHRAE standard 170-2008.

6. Doors

• Sealing of all entrance/exit doors to maintain negative air pressure.

• Main Entrance (Southern door) - Installation of automatic sliding door.

Keypad control access to enter room and motion sensor to exit room.

• Sealing of unused door on eastern wall with masonry and seamless vinyl

covering

• NB - Corners, doors and certain areas of walls must be protected against

damage.

7. Lighting

• Supply and installation of adequate recessed overhead lighting

• Supply and installation of overhead surgical light

• NB - Adequate lighting should be provided with higher levels for task

lighting over the work areas. Light fixtures should also be splash proof.

8. Electrical

• Supply and installation of new electrical cabling, outlets, switches and

panel boxes deemed necessary to support proposed refurbishment work.

9. Drainage

• Upgrade of the drainage system.

10. Fire Detection, Alarm and Suppression System

• Supply and installation of Fire detectors, alarm and suppression system

and connection to existing fire detection system.

11. Work Counter A

• Supply and installation of new stainless steel counter tops with stainless

steel double basin laboratory sinks with drain boards, of same size and

similar design to existing units.




34

• Installation of three (3) under counter Stainless Steel Cabinets

• Installation of two soft tissue macerators, one to each of the new

laboratory sinks.

• Installation of a vacuum plumbing line with out-flow to existing sewer

system

• Industrial HC elbow taps (hands free) with hand-held nozzle.

NB - Fittings and equipment should be made of robust, impervious, non-

rusting, non-decaying and non-staining materials, which will not

deteriorate under continuous hard use.

12. Work Counter B (See Drawing)

• Supply and installation of stainless steel counter top with single stainless

steel laboratory sink.

• Industrial HC elbow taps (hands free).

• Supply and installation of three (3) under-counter stainless steel drawer

units and two (2) under-counter stainless steel cabinet units

NB - Fittings and equipment should be made of robust, impervious, non-

rusting, non-decaying and non-staining materials, which will not deteriorate

under continuous hard use.

13. Replacement of the cold storage unit facing with equivalent.

14. Supply and installation of an Emergency shower/ Eye wash Station.

15. Supply and installation of a wall-mounted washing hose.

16. Supply and installation of a Grossing Station

17. Exhaust duct/system must be connected to room ventilation system to

facilitate extraction.

18. Supply and installation of one (1) Tankless water heater

19. Supply of two (2) stainless steel adjustable stools

20. Installation of wall-mounted Stainless Steel Shelves – 18”x 4’ x 5 pcs

21. Supply and Installation of a refrigerated Stainless Steel Specimen Storage

Unit.

X-Ray Room (Size: approximately 20 m2)

1. Upper Floor Slab

• Sealing of floor slab above the X-Ray room.

• NB – Sealing material shall contain properties to achieve radiation

shielding or Installation of lead lined material to floor slab to achieve

same.

2. Ceiling




35

• Replacement of existing suspended ceiling tiles with medical grade ceiling

tiles.

3. Walls

• Supply and application of two coats of anti-fungal emulsion paint (colour

to be chosen by client)

4. Floors

• Resurfacing of terrazzo flooring.

5. VAC & Air Purification System

• Upgrade of the air conditioning, ventilation and air purification system to

ensure both adequate air exchanges per hour and correct directionality and

exhaust of airflow.

• Post mortem rooms should have 100% fresh air exchange with a minimum

of 15 air exchanges/hour and should be at a negative pressure relative to

adjacent passageways and office spaces.

• The temperature should range from 20-24°C

• Refer to ASHRAE standard 170-2008.

6. Doors

• Installation of Lead Lined door (to achieve radiation shielding) and new

door frame.

7. Lighting

• Installation of adequate recessed overhead lighting

• NB - Adequate lighting should be provided with higher levels for task

lighting over the work areas. Light fixtures should also be splash proof.

8. Electrical

• Installation of new electrical cabling, outlets, switches and panel boxes

deemed necessary to support proposed refurbishment work.

9. Fire Detection, Alarm and Suppression System

• Installation of Fire detector, alarm and suppression system and connection

to existing fire detection system.

10. Shelving

• Supply and installation of medical grade shelving on western wall.




36

Equipment Specifications

NB – Equipment and materials that are listed in the Scope of Works but are not

detailed in the list below are to be provided by the Contractor and shall meet all

requirements as stated in the scope of works.

Item Specification

1 Overhead surgical light

Dual ceiling mount Head - 457 mm Dia x 102 mm high Arm – 1,448 mm long Rotations:- Articulating arm vertical movement - ±40 ° travel Articulating arm horizontal movement – approx. 345 ° Articulating arm / Yoke interface - approx. 540 ° Yoke /Lamp head interface - approx. 190 ° Electrical:- Input voltage – 100-240 VAC 5060Hz Power consumption – approx. 60W max LED life – 50,000 hours average Optical:- 36 Inner optics + 6 Outer optics – clear acrylic, multi-source Performance:- Color temperature – 4,300 °K Focal length – 1 meter Central illuminance – 65,000 Lux Dimming – 5 levels Light field diameter (d10) – approx. 9” Light field diameter (d50) – approx. 5” Depth of illumination – approx. 50” Environmental:- Operating Temperature - 5 ° to 40 °C Storage Temperature Range - 5 ° to 45 °C Humidity – 10 to 90% relative humidity

2 Soft tissue macerator

• Grind Chamber - Corrosion Resistant Stainless Steel • Mounting - 3/4" rubber mounting above grinding chamber

isolates sound and eliminates vibration. Mounting is enclosed in chrome plated covers for sanitation and appearance.

• Motor - 5 Hp Induction Motor, 1725 RPM's, totally enclosed to provide protection against outside moisture. Controlled power air flow cools motor for efficiency and longer life. Built-in thermal overload protection.

• Cutting Elements - Stationary and rotating shredding elements made from cast nickel chrome alloy for long life and corrosion resistance, designed for reverse action grinding.




37

Item Specification

• Main Bearings - Double-tapered Timken roller bearings provide a shock absorbing cushion.

• Motor Seals - Triple lip seal protects motor from water damage. Secondary spring-loaded oil seal provides double protection against water and loss of grease.

• Finish - All Stainless Steel and Chrome plated. Paint-free for lasting sanitation.

• Power cord

3 Emergency shower/ Eye

wash

Eye/face/body spray head with cover Flow control handle with valve control Hose spray sign ½ inch Male inlet with wall flange 12 ft. Coiled rubber hose Wall mounted bracket

4 Grossing Station

Heavy duty Stainless Steel construction with general dimensions - length (152.4 cm),width (76.2 cm) & height (203.2 cm)

Plumbing fixtures to be hot & cold, of stainless steel, and wrist operated

Station must contain single basin stainless steel sink of dimensions [48 cm length x 36 cm width x 25 cm deep] Plumbing lines must be capable of trade hook-up at installation site

Station must also contain the following:

• Magnetic Tool Bar for retention of instruments when not in use

• Paper towel dispenser

• Removable Polyethylene cutting board (color white) dimensions [58.4 cm Length x 40.6 cm Width x 2cm Thickness]

• Waterproof florescent work light

• Double GFCI electrical 115 - 120V, 60 Hz power outlet

• 25 cm deep overhead shelf

• Leveling screws on all feet

• Stainless Steel Organizer bins (1 Large, 1Medium and 2 Small)




38

Item Specification

Grossing Station must be equipped with a factory installed exhaust

duct, fan and vent hood, and capable of being connected into a

backdraft ventilation system for the removal of hazardous fumes and

chemical vapours.

5 Stainless Steel Specimen

Storage

Temperature:- Microprocessor-controlled temperature system Range - 1° to 12°C with ± 3° average stability; adjustable using interior control Exterior mounted LED display with 0.1°C resolution Capacity - 34 cu. ft. Construction:- Gray enamel-coated steel cabinet, stainless-steel interior Hinged glass door for easy access and visual inventory control Four adjustable epoxy-coated steel-wire shelves CFC-free refrigerant and polyurethane insulation Interior fluorescent lighting with exterior switch Keyed ON/OFF power switch Adjustable legs to level system 115V/60Hz.




39

“This page intentionally left blank”

Forensic Science Centre

Forensic Science Centre

Refurbishment of Post Mortem Room

11/13 SL

04/02/14 meters

3.810

0.95

6

5.87

4

0.956

5.87

4

4.326

3.96

9

Layout of Proposed Refurbishmentfor old Post-mortem Room

vii

5.87

43.

496

6.35

0

2.540

3.28

0 Body Cold Store X-Ray Room

0.956

1.59

1GrossingStation

9.100

5.874

0.635

0.95

3

0.95

2

0.476

0.79

4

0.476

0.76

6

0.476

0.76

6

0.953

0.76

6

3.846

Work Counter B

Wor

kCo

unte

r A

Under-counter cabinets& Drawer units

Elevation for Work Counter A

Elevation for Work Counter B

0.551

1.60

0

EmergencyShower &Eyebath

Shel

ving

Elevation for Shelving in X-Ray Room

Macerators

6.278

2.95

0

0.953




40

ANNEX 2 -

NIPDEC HSE GUIDE




41

NATIONALINSURANCE PROPERTY DEVELOPMENT COMPANY LIMITED

CONTRACTOR SAFETY MANAGEMENT

HSE GUIDE FOR CONTRACTORS

1.0 INTRODUCTION

1.1 SCOPE:

The purpose of this document is to provide information to Contractors as it relates

to NIPDEC’s HSE process for contractors’ selection and management of

contracts. It is intended to be used solely as a guide and does not replace any

information contained in any tender or contract documentation.

NIPDEC’s obligation under OSHA, (Occupational Safety and Health Act 2004) is

to ensure that its Employees and Contractors undertake their work safely. To

accomplish this, NIPDEC and Contractors should ensure that risks from identified

hazards are controlled to an acceptable level which will not cause injury. This

includes: -

� The design and implementation of systems of safe work.

� Undertaking hazard identification and risk control activities.

� Providing proper equipment and safe use of substances.

� Providing adequate instructions, training, and supervision.

2.0 CONTRACTOR SAFETY

The aim of the Contractor Safety Guideline is to provide a practical and relevant

HSE system for NIPDEC’s staff overseeing the work of Contractors; to integrate

health and safety requirements into contractor management and to fulfill

NIPDEC’s health and safety obligations to its contractors.

Other than the information contained in this Guide, all Contractors are required to

attend a NIPDEC HSE Project Induction, prior to commencement of a contract.

Inductions will be arranged and delivered by the Health and Safety Officer in co-

ordination with the Projects Department.

Any Contractors, Employees or Sub-contractors who are employed after the

initial induction are to be inducted by the principal Contractor. Records of such

inductions are to be generated and forwarded to NIPDEC’s HSE Department.




42

3.0 RESPONSIBILITIES

3.1 NIPDEC’s PROJECT MANAGERS/ SUPERVISORS

Project Managers/Supervisors will be responsible for ensuring that the particulars

contained within these guidelines are implemented when engaging the services of

Contractors. Specifically, Managers/Supervisors are responsible for:

� assessing the competence of Contractors to meet OSHA specifications.

� Ensuring that Contractors engaged by NIPDEC are aware of any health and

safety hazards that may exist in their working areas.

� Ensuring that Contractors work safely and complete the work as specified in the

Contract and Safe Work Method Statement.

� Monitor the progress of the contracted work, and should the Contractor deviate

from the safety standards required, take steps to remedy the situation.

3.2 CONTRACTORS (INCLUDING SUB-CONTRACTORS)

� Contractors should ensure NIPDEC’s induction training is undertaken by their

employees or any other agents of the said Contractor entering the project site.

� Prepare, implement, update and make available HSE management plans.

� Ensure that any Sub-contractor provides a written Safe Work Method Statement

(Job Safety Analysis) before commencing work.

� Direct and monitor compliance with applicable legislation and any Safe Method

Statement (Job Safety Analysis) or procedures

� Keep a register of, and other records in relation to all hazardous substances on

site.

� Communicate any major HSE issues as they arise.

4.0 HEALTH AND SAFETY PLAN

4.1 CONTRACT MANAGEMENT

Regardless of the status of the Contractor’s Health Safety and Environmental

Management System, the successful Contractor is required to complete a Contract

Health and Safety Plan or agreed equivalent, to the satisfaction of NIPDEC.

The Health and Safety Plan is an agreed approach to managing the safety aspects

of the Contract works and forms the basis for ongoing inspections and actions

arising from non-conformances with the Plan.

4.2 SITE INSPECTIONS AND NON-CONFORMANCES




43

Depending on the nature and duration of the contract works, random inspections

may be carried out by NIPDEC. Any non-conformances or risks identified during

site inspections are to be rectified by the Contractor.

Significant or repeated non-conformances will be recorded and may affect the

evaluation of contractor performance that will be completed at the end of the

contract.

Repeated significant non-conformances may result in other action consistent with the

terms of the contract.

4.3 INCIDENT NOTIFICATION AND INVESTIGATION

Any incident which results in injury to a Contractor’s personnel should be

reported to NIPDEC’s on site Manager/Supervisor within 24 hours of the

incident.

Any injury which is serious in nature, for example requiring medical attention,

should be reported immediately for First Aid, and preservation of the scene, if

necessary.

5.0 SERIOUS INCIDENTS

In the event of a serious incident, NIPDEC’s Site Manager should be informed

immediately and the scene of the incident preserved.

Any injury which is serious in nature, e.g. requiring medical attention is to be

reported immediately.

Serious incidents are not confined to, but are inclusive of the undermentioned,

occurring at, or in relation to, the place of work.

� which resulted in a person being killed;

� amputation of a limb;

� the placing of a person on a life-support system;

� any event or circumstance listed below that presents an immediate threat to

life:

� The loss of consciousness of a person caused by physical force exposure to

hazardous substances, electric shock or lack of oxygen;

� major damage to equipment, building or structure;

� an uncontrolled explosion or fire;

� an uncontrolled escape of gas, dangerous goods or steam;

� a spill or incident resulting in exposure to a notifiable or prohibited

carcinogenic substance;




44

� entrapment of a person;

� serious burns to a person;

6.0 FIRST AID

The Contractor is expected to make arrangements for appropriate first aid

resources for the duration of the contract works.

This may be achieved by completing a First Aid Risk Assessment relevant to the

Contract works under consideration, or by producing evidence of an existing First

Aid Assessment that covers the scope of the contract.

7.0 EVALUATION OF CONTRACTOR PERFORMANCE

Contractor HSE performance will be evaluated on completion of contract, and

may form part of the evaluation process for future tenders.

8.0 SPECIFIC HSE HAZARDS AND NIPDEC’S EXPECTATIONS

The following is a listing of some of the common hazards that may be

associated with NIPDEC’s Contract works. The listing is not exhaustive

and contractors will be expected to complete their own risk assessment

process.

Contractors are also expected to work in accordance with relevant Safety

Legislation, Codes of practice and acceptable standards.

For all hazards, guidance from NIPDEC’s Safety Department may be

requested.

1) CONFINED SPACE ENTRY

Confined spaces include any space which is not intended for permanent or

ongoing occupancy, that has restricted means of access, and that contain

or may contain a hazardous atmosphere, or are of some other hazardous

nature.

Confined spaces are dangerous places and require particular risk control

measures, including completion and issue of a “Permit to Work”

certificate.

Only trained and competent personnel are to be involved in confined space

entry work.




45

For NIPDEC contracts a “Confined Space Entry” course should have been

completed within the previous 12 months. Contractors may access this

Program from NIPDEC’s HSE Department.

2) CHEMICALS

Contractors should have a current Register of Material Safety Data Sheets

relevant to chemicals used at that particular site, located at, and made

available to all staff at those contract sites, including access to Sub-

contractor personnel.

Chemicals used should have been assessed as possessing the lowest risk in

order to undertake the task required. All Employees and Sub-contractors

are to be informed of the hazards associated with the chemicals used, and

their safe use requirements.

Chemical containers are to be appropriately labelled and stored at all

times. New chemicals to be brought on site should first be subject to a risk

assessment.

Material Safety Data Sheets (MSDS) are to be located in the chemical

register and all employees informed of Safety requirements prior to use.

3) ELECTRICAL EQUIPMENT & POWER TOOLS

All Electrical equipment should be tested and deemed satisfactory for the

purposes intended.

Residual current devices (Ground Floor Circuit Interrupters – GFCI’s) are

to be used when required.

Electrical leads are to be elevated above ground level where wet ground or

other hazards exists.

4) LIFTING EQUIPMENT

All lifting equipment used in connection with NIPDEC’s contract work,

should have been inspected as evidenced by certification.

Any equipment found to be outside of test date duration will be removed

from the worksite and replaced with a serviceable alternative.

5) MANUAL HANDLING




46

Contractors are to ensure that manual handling is minimized. Where heavy

items (e.g. 40kg and above) that are unstable/difficult to hold etc, a

manual handling risk assessment is to be completed and/or mechanical

assistance provided.

Tasks involving periods of sustained awkward posture or repetitive

movements for more often than 30 minutes at a time, or 2 hrs beyond a

shift are classified as hazardous manual handling tasks, and are also

subject to a risk assessment, and appropriate risk control measures.

6) PLANT AND EQUIPMENT

All plant and equipment should be serviceable for the purposes intended.

All Operators are to have appropriate licenses or competencies.

All equipment should be inspected on a daily basis prior to

commencement of work and maintained in good condition.

Any equipment found not to be in a safe working condition will be

removed from the site and replaced accoedingly.

7) PERSONAL PROTECTIVE EQUIPMENT

Personal protective equipment (PPE) is to be individually issued and

maintained in good working condition, and fit for purpose.

Helmets are to be cared for and should be replaced in instances of

excessive wear and tear, and not exceeding 3 years use.

PPE not of sound working condition will be replaced by the Contractor.

8) PUBLIC SAFETY

Public safety is of paramount concern to NIPDEC. All machinery should

be left in a safe place and condition, to ensure prevention of a hazard to

the public.

No trenches or openings are to be left unattended. All works are to be

appropriately barricaded and adequate measures undertaken to prevent

unauthorized access to any work site.

9) TRAFFIC MANAGEMENT

NIPDEC mandates that for any work on roads, appropriate traffic

management control measures are to be instituted.




47

A traffic management plan should be provided by the Contractor if the

project requires same, and appropriate traffic control signage deployed

where applicable.

10) TRENCHING AND EXCAVATIONS

Before commencing any excavation, an underground survey or assessment

should be acquired of the area. All trenches based on magnitude, should be

shored, sloped or benched to protect against collapse.

No machinery is to be parked or operated alongside a trench.

No trenches are to be left in such a manner which may pose risks to

persons.

11) WORKING AT HEIGHTS

Contractors should provide adequate protection to employees against falls

from heights.

Once working at height 6 feet and above, all employees should wear ‘full-

bodied’ harnesses. Harnesses and shock-absorbent lines are to be checked

daily before use.

All scaffolds are to be erected by a qualified person. Ladders may only be

used as a means of access/egress, and should be properly checked and

tested before use.

12) WORKING NEAR POWER LINES

Working in close proximity to power lines poses the danger of

electrocution in the event of coming in contact with the lines, or by being

close enough to cause an arc to occur. (“Remember electricity can jump

15’”).

Planning the job and inspecting the site before work is very important.

Using proper protective equipment to prevent shock and following proper

procedures are of dire importance.

Machinery working near or under power lines should be properly and

expertly supervised. The Operator has to be extremely careful and not




48

come into contact with any overhead lines. The services of a Banksman

may be an option for this type of operation.

9.0 CONTRACTOR PERFORMANCE MONITORING

During the implementation of any contract, the Project Manager in co-ordination

with the Health and Safety Officer will monitor HSE performance by:

� Ensuring regular site inspections are conducted with the Contractor;

� Advising the Contractor on newly identified hazards and risks;

� Monitoring and following up on corrective actions where non-conformances

are identified;

� Reviewing accident and incident reports inclusive of complaints;

� Regular meetings with the contractor and record any HSE performance issues.

10.0 HSE LEGISLATIVE COMPLIANCE

All Contractors and Sub-contractors are to maintain a safe workplace by

complying with the Occupational Safety and Health Act 2004.

All Contractors and Sub-contractors working for NIPDEC are obligated to:

� Ensuring their own health and safety;

� Not placing any other person at risk;

� Not interfering with or misusing anything provided for safety in the workplace;

� Using necessary Personal Protective Equipment (PPE);

� Complying with instructions given for safety and health at the workplace;

� Reporting all injuries to NIPDEC on a timely basis

11.0 ALCOHOL AND OTHER DRUGS

The risk level related to hazards at any workplace may be significantly increased

by alcohol and other drugs. Contractors and Sub-contractors are required to

ensure persons affected by alcohol or other drugs are not permitted to carry out

work for NIPDEC. The consumption of alcohol or other drugs is not permitted on

NIPDEC sites. Random drug testing at all NIPDEC sites will always be an option

once deemed necessary.

12.0 HOT WORK

Hot work including welding, thermal or oxygen cutting or heating and other

related heat or spark producing operations, are not to take place in any area

without a “Hot Work Permit”. Hot Work permits are to be requested by the

Contractor and endorsed by the Project Manager or Health and Safety Officer.




49

Contractors and Sub-contractors should comply with NIPDEC’s Hot Work Permit

and it’s their responsibility to ensure total adherence.

Appropriate PPE, for example aprons, leather sleeves, gauntlet gloves, eye

protection, welding spats (or flame proof overalls) is the appropriate wear. All

welding leads and equipment should be inspected regularly and maintained in

good condition.

13.0 RUBBISH AND HAZARDOUS WASTE

Contractors are to properly dispose of all rubbish from site on a timely basis.

General housekeeping is of utmost importance at all times and minimizes risks.

Contaminated rubbish, including hazardous waste, is to be disposed of in

accordance with Environmental laws and statutory requirements.

14.0 EMERGENCY EVACUATION PROCEDURES

Emergency evacuation procedures are of prime importance and should be in place

at all NIPDEC Projects.

Emergency evacuation procedures will be site specific and should be adhered to,

enforced and adopted on all NIPDEC sites.

Evacuation procedures will be initiated by an alarm, upon which all personnel

will:

� Stop all work and leave immediately in an orderly manner;

� proceed to the shoulder point or assembly area until otherwise;

� Do not re-enter site until advised to do so.

15.0 NON-COMPLIANCE

During the execution of a contract, should a Contractor be found in breach of

HSE requirements, all works with regard to that activity will be suspended. The

Contractor will be alerted to the matter in writing by NIPDEC’s HSE Department

in co-ordination with the Project Manager. Work cannot recommence until

NIPDEC’s HSE Department in co-ordination with the Project Manager, are

satisfied that adequate risk controls are in place to avoid risk of injury.

Examples of HSE breaches may include non-compliance with OSHA Act 2004,

not observing controls as stipulated in Job Safety Analysis or Method Statements,

Poor HSE performance, including one-off instances or continuous breaches of

HSE requirements.




50

SECTION 3.2.2 -

CONDITIONS OF CONTRACT




51

ANNEX 3 -

FIDIC 1999 GENERAL CONDITIONS SHORT FORM OF CONTRACT

AND APPENDIX TO TENDER




52

GENERAL CONDITIONS OF CONTRACTS

1. General Provisions

2. The Employer

3. Employer’s Representative

4. The Contractor

5. Design by Contractor

6. Employer’s Liabilities

7. Time for Completion

8. Taking - Over

9. Remedying Defects

10. Variations and Claims

11. Contract Price and Payment

12. Default

13. Risk and Responsibility

14. Insurance

15. Resolution of Disputes




53

APPENDIX TO TENDER

With the exception of the items for which the Employers requirements have been

inserted, the following information must be completed before the Tender is submitted.

The Proponent must sign the signature page at the end of the Appendix to Tender

Section.

Item Sub-Clause Entry Employer’s Name and Address…….

1.1.4……. National Insurance Property Development Company Limited (NIPDEC). 56-60 St. Vincent Street Port-of-Spain.

Contractor’s name and address……..

1.1.5……. ................................................. ................................................. .................................................

Time for Completion of the Works…

1.1.9………….... 3 months upon issuance of Letter to Proceed.

Governing Law…………………….

1.4………………. Laws of the Republic of Trinidad & Tobago.

Language……… 1.5………………. English.

Provision of Site…….. 2.1………………. Immediately upon issuance of Site Possession Letter.

Authorized Person…. 3.1………………. Contractor to be notified upon issuance of Letter of Award

Performance Security…..

4.4……………… 10% of the Vat Inclusive Accepted Contract Amount, in Trinidad and Tobago Dollars.

Requirement for Contractor’s Design….

5.1…………… N.A.

Programme 7.2…………….. Within seven (7) days of Award

Form of Programme 7.2…………….. Microsoft Project ® 2007 or latest

Period for notifying defects…………

9.1 & 11.15………………

Ninety (90) days from the date stated in the notice under Sub-Clause 8.2

Percentage retention………………

11.3 & 11.7………………

10% on each payment up to a maximum of 5% of the Contract Sum

Currency of Payment….

11.8……………… Trinidad and Tobago Dollars only

Insurances…………………………..

14.1……………… Five (5) days after the date of signing the contract and before the commencement of the




54

Item Sub-Clause Entry (a) Evidence of

insurance………….

(b) Relevant policies………….

(c) Minimum of third party insurance………………….

works. Five (5) days after the date of signing the contract and before the commencement of the works. One hundred thousand Trinidad and Tobago dollars (TT$100,000.00) per occurrence with the number of occurrences unlimited.

Mediator……………

15.3………………

Dispute Resolution Center.

…………………………………………………………. (Signature of Proponent)

………………………………….. …..…………………. (Name of Signatory)

Block Letters

…………………………………………………………. (Name of Company)

…………………………………………………………… (Address in full)

…………………………………………………………….

…………………………………………………………….

………….………………………………………………….




55

3.3 POST AWARD REQUIREMENTS 3.3.1 Performance Bonds

The successful firm will be required to provide an open ended

Performance Bond equivalent to the sum of ten percent (10%) of the

contract sum (VAT Inclusive) within fourteen (14) days of the date of the

Letter of Acceptance as a guarantee for the proper performance of the

contract. This surety should be provided as specified in the Letter of

Invitation. Release of the Performance Bond will be authorized upon

satisfactory completion of the contract.

NIPDEC’s criteria for the acceptance of Banks and Insurance Companies

which provide surety for bonds to Firms are as follows:

a) With respect to banks, bonds would be accepted where shareholders

equity is at least TT$10 Million Dollars.

b) For Insurance Companies, paid up capital plus free reserves should be

at least TT$30 Million and certification by the Supervisor of Insurance

of the Company’s capacity to issue the bond and that the requisite re-

insurance is in place.

3.3.2 Professional Indemnity Insurance

The firm is required to provide Professional Indemnity Insurance, which

should cover the risk of professional negligence in the Design of the

Works. This insurance should be for a limit of not less than $ 5 Million

per single occurrence, with the number of occurrences unlimited.

1.3.3 Advance Payment

The Advance Payment and Installment to Advance Payment is as per

Section 3.0 – Annex 3 - Appendix to Tender.

1.3.4 Contractor’s Submittals during construction phase (As applicable)

• Construction Drawings

Mandatory material and equipment schedules and details may be

indicated either on the drawings or in the specifications, at the option

of the Contractor. The construction drawings should include, but not

limited to, a coordinated set of the following:

a) Civil engineering drawings including asbestos management plan,

demolition plans, effluent system plans, site development plans,

paving plans, utility plans, schedules, calculations and details.




56

b) Structural drawings including foundation plans, framing plans

schedules and details, general notes and all calculations.

c) Architectural drawings including floor plans, building elevations,

building sections, wall sections, reflected ceiling plans, stair

details, toilet and bath details, door schedules and details, window

schedules and details, room finish schedules, auto transport and

other details.

d) Fire protection drawings including floor and roof plans, riser

diagrams, equipment schedules and details, including general notes

and all related calculations.

e) Plumbing drawings for water supply, waste water, including all

floor and roof plans, riser diagrams, equipment schedules,

plumbing fixtures schedules and details, general notes and all

related calculations.

f) Electrical drawings including site infrastructure floor and roof

plans (power, lighting and other systems), line diagrams, panel

schedules, equipment schedules, light fixture schedules,

calculations and details.

g) Equipment, Mechanical and HVAC drawings including all relevant

details.

h) Landscaping plans.

i) Signage (Internal and External).

j) Any other drawings required to fully and properly describe the

Works to be executed.

• Construction Specifications

Project specifications should include specifications for all products,

material, equipment, methods, and systems shown on the construction

drawings in accordance with standard professional practice and the

Contract documents. The specification submitted for review should

include:

a) The name of the manufacturer, the product name, model number,

country manufactured, and other identification as appropriate to

clearly and uniquely identify the product that will be used in the

construction of the project.

b) Other data as appropriate to clearly and uniquely identify the

product that will be used in the construction of the project i.e.

fabrication drawings, shop drawings, installation drawings, product

data, and samples as required by the Contract documents, and;




57

c) The required stamp of the licensed/registered Architect or Engineer

of Trinidad and Tobago will be considered as certification of

compliance with the RFP and Contract requirements.

• Design Requirements (Compliance with codes and standards)

Project design should be in compliance with the following applicable

codes and standards:

a) International Code Council (ICC) Codes and Standards

b) British Standards (BS)

c) American Concrete Institute (ACI) Codes

d) Trinidad and Tobago Bureau of Standards (TTBS)

e) Trinidad and Tobago Small Building Code

f) American Society for Testing and Materials (ASTM)

g) American Society for Heat Refrigeration Air Conditioning

Engineers (ASHRAE)

h) Caribbean Uniform Building Code (CUBIC)

i) Underwriters Laboratories (UL)

j) Institute of Electrical and Electronics Engineers (IEEE)

k) Occupational Safety and Health Standards (OSH)

l) Sound Systems for Emergency Purposes (BS EN 60849)

m) American National Standards Institute (ANSI)

n) Air-Conditioning and Refrigeration Institute (ARI)

o) Other

The Contractor should consider all requirements (other than procedural

requirements) of:

(i) Zoning laws.

(ii) Environment and erosion control regulation including guidelines

established by the Environmental Management Authority

(EMA).

(iii) Laws relating to landscaping, open space, minimum distance of a

building from the property line, maximum height of a building,

historic preservation, and aesthetic qualities of a building.

(iv) The Contractor should consult with appropriate officials of the

Town and Country Planning Division, WASA, T&TEC, Fire

Authority, OSHA, Ministry of Works, and other agencies

required for approval coordination of these works, before and

during the construction period in accordance with the customary

schedule of inspections in the locality of the building

construction. The Contractor is to ensure that all Outline and




58

Final Statutory Approvals are received before and after

construction.

(v) The Contractor should provide prompt, written notification to

NIPDEC concerning conflicts with, or recommended deviations

from codes, laws, regulations, standards, and opinions of review

officials as described above. No work altering the scope of this

contract should be undertaken prior to receipt of written approval

from NIPDEC.

(vi) Pesticides and Toxic Act of 1979.

• Quality Assurance/Quality Control

a) To reduce design errors and omissions, the Contractor should

develop and execute a QA/QC manual that demonstrates that the

project plans and specifications have gone through a rigorous,

thorough review and coordination effort.

b) Approval should be obtained from NIPDEC for independent

Testing Agencies for:

(i) Materials – concrete, steel, aggregates, soil, asphalt. Agencies

should be accredited by established laboratories.

c) Approval should be obtained from NIPDEC for:

(i) Sub-contractors

(ii) Fixed Equipment

(iii)Finishes

d) Within one (1) week of signing of Contract, the Contractor will

submit a detailed QA/QC manual describing each QA/QC task that

will be undertaken during the Construction period and the name of

the Contractor’s Team member responsible for QA/QC.

e) Upon its completion each task should be initialed and dated by the

responsible Contractor’s Team Member.

f) A 100% completed QA/QC manual should be submitted with the

final construction document submission package.

• Other submittals –

The Contractor should submit test results, certificates, updated

detailed Gantt chart with critical path, manufacturer’s instructions,

manufacturer’s field reports etc. as required by the Contract

documents. The project record drawing will be available for review

by NIPDEC at all times.

Shop drawings and submittals – The Contractor should submit

reviewed shop drawings, detail drawings, schedules, descriptive

literature and samples, testing laboratory reports, field test data and




59

review the colour, texture and suitability of materials for

conformity with the Contract documents and construction

documents. The Contractor will recommend approval, disapproval

or other suitable disposition to NIPDEC. NIPDEC will have final

approval authority. The Contractor will evaluate the submittals

with reference to any companion submittal that constitutes a

system. When necessary, the Contractor will submit related

components of a system before acting on a single component.

Should this procedure be inappropriate, the Contractor should

review all prior submittals for related components of the system

before acting on a single component. The Contractor may be

required to hold joint reviews with NIPDEC. The Contractor

should notify NIPDEC in writing of any and all deviations from the

requirements of the construction documents that he has found in

the submittals.

3.3.8 Project Close Out

The Contractor should comply with the requirements for submission of

final contractual as-built drawings, manuals and other documents or items

as NIPDEC will require. Required as-built drawings and specifications

should be submitted in the same format required for the construction

documents.

The Contractor should undertake and submit to NIPDEC full statutory

approvals from agencies/authorities as required.

The Contractor should provide training to the Client body as required.




60

SECTION 4 - APPENDICES TO RFP*

SPECIMEN FORMS

Appendix 01 – Form of Tender

Appendix 02 – Tender Security Form

Appendix 03 – Technical Proposal Form (Form 1)

Appendix 04 – Cost Proposal Form (Form 2)

*ALL FORMS ARE TO BE FILLED OUT AND RETURNED AS

PART OF THE PROPOSAL




61

APPENDIX 1

FORM OF TENDER

(NOTE: THE APPENDIX HEREIN FORMS PART OF THE TENDER)

Tender of: …………………………………………………………………….

…………………………………………………………………….

For the Works – Upgrade of TTFSC Post Mortem Room, inclusive of Furniture, Fixtures and

Equipment,

To: The Tenders Committee

National Insurance Property Development Co Ltd

56-60 St Vincent Street

PORT OF SPAIN

Sir,

1. Having examined the Request for Proposal of the above named Works and having, also,

inspected the site/s of the Works, we offer to perform the said Works in full conformity

with the said Request For Proposal for the sum of

________________________________________________________________________

( $ ) Dollars inclusive of Value Added Tax (where applicable)

or such sum as may be ascertained in accordance with FIDIC 1999 Short Form of

Contract.

2. We agree to do any extra work, which may be ordered by the Employer, and to accept

full compensation therefore at such prices as may be agreed upon in writing by the

Employer and us in accordance with the FIDIC 1999 Short Form of Contract.

3. If our Proposal is accepted, we will within fourteen (14) days from the date of “Letter of

Award of Contract," execute the Agreement and furnish to the Employer a satisfactory

General Liability and Workmen Compensation Insurance and a Registered

Performance Security to the value of ten percent 10%) of the VAT Inclusive Tender

Sum in Trinidad and Tobago Dollars guaranteeing the faithful performance of the Works

as per the Tender Documents.

4. We further agree to commence the Works within the time specified in the Terms of

Reference and to execute the said Works in such a manner as to complete them within the

time limit set forth in the Request for Proposal, failing which, liquidated damages shall be

paid by us to the Employer at the rate specified in the Request for Proposal, until the

Works shall have been completed as per the requirements of the Contract Documents.




62

5. This Tender is submitted without collusion with any other Proponents. We have

exercised our own judgment regarding the information required to prepare and submit

this Tender and have utilized all the data which we believe pertinent from the Employer

and other sources in arriving at our conclusions.

6. We agree to abide by this Tender for a period of one hundred and fifty (150) calendar

days from the date fixed for receiving the same, and it shall remain binding upon us and

may be accepted at any time before expiration of that period.

7. We understand that you are not bound to accept the lowest or any Tender you may

receive.

8. The Works as per Terms of Reference will be completed within three (3) months

inclusive of weekends and public holidays after the Notice to Commence.

We are,

Sir,

Yours faithfully,

…………………………………………………………. (Signature of Proponent)*

………………………………………..…………………. (Name of Signatory)

Block Letters

…………………………………………………………. (Name of Company)

…………………………………………………………………….. (Address in full)

………………………………………………………….

* Note In case of a Tender by a Firm or Company, the signature of a person fully authorized by the Firm or Company

to sign on behalf of the Firm or Company.




63

APPENDIX 2

TENDER SECURITY FORM

(Applicable when the Tender Security is in the form of a Bond or Guarantee)

Brief description of Contract: _______________________________________________

Name and address of Beneficiary ____________________________________________

(whom the tender documents define as the Employer).

We have been informed that _________________ (hereinafter called the “Principal”) is

submitting an offer for such Contract in response to your invitation, and that the

conditions of your invitation (the “conditions of invitation”, which are set out in the

document entitled instructions to Tenderers) require his offer to be supported by a tender

security.

At the request of the Principal, we (name of bank) ____________________________

hereby irrevocably undertake to pay you, the Beneficiary / Employer, any sum of sums

not exceeding in total the amount of __________________________

(say:_________________) upon receipt by us of your demand in writing and your

written statement (in the demand) stating that:

a. the Principal has, without your agreement, withdrawn his offer after the latest time

specified for its submission and before the expiry of its period of validity, or

b. the principal has refused to accept the correction of errors in his offer in accordance

with such conditions of invitation, or

c. you awarded the Contract to the Principal and he has failed to comply with sub-

clause 1.6 of the conditions of the Contract or

d. you awarded the Contract to the Principal and he has failed to comply with sub-

clause 4.2 of the conditions of the Contract.

Any demand for payment should contain your signatures (s) which should be

authenticated by your bankers or by a notary public. The authenticated demand and

statement should be received by us at this office on or before (the date 28 days beyond

the validity period of the Proposal) __________________, when this guarantee shall

expire and shall be returned to us.

This guarantee is subject to the Uniform Rules for Demand Guarantees, published as

number 458 by the International Chamber of Commerce, except as stated above.

Date:____________________________

Signature(s)___________________________________




64

APPENDIX 3

TECHNICAL PROPOSAL (FORM 1)

STANDARD FORMS

1A. Technical Proposal Submission Form

1B. Applicant Information Sheet

1C. Work Experience of Firm

1D. Similar Type of Works in the Last Five (5) Years Including References

1E. Current Workload

1F. Proponent’s Background and History

1G. Methodology, Work Plan, Organization and Staffing

1H. Curricula Vitae of Proposed Professional Staff




65

Form 1A.

Technical Proposal Submission Form

(To be filled out and returned as part of the Proposal)


National Insurance Property Development Company Limited


PORT OF SPAIN

Date:

Dear Sir:

We, the undersigned, offer to provide the Upgrade of TTFSC Post Mortem Room,

inclusive of Furniture, Fixtures and Equipment, in accordance with your Request for

Proposals dated ____________________.

We hereby submit our Proposal which includes a Technical Proposal and a Cost Proposal

sealed under a single envelope.

If negotiations are held during the validity period of the Proposal, we undertake to

negotiate on the basis of the proposed key professional personnel we have named. Our

Proposal is binding upon us and subject to the modifications resulting from contract

negotiations.

We understand you are not bound to accept any Proposal you receive.

We remain,

Yours sincerely,

______________________________ ____________________________

Authorized Signature Title of Signatory:

______________________________

NAME IN BLOCK LETTERS

Name of Proponent: ____________________________________________

(BLOCK LETTERS)

Address of Proponent: ____________________________________________




66

Form 1B.

Applicant Information Sheet in accordance with Section 2.7.1.2.2


Date: _____________________

Page _______ of _______ pages

Proponent’s Legal Name:

Sole Proprietorship Partnership Corporation Joint Venture or Consortium

Year of constitution:

Legal address in country of constitution:

Authorized representative for RFP:

Name:

Address:

Telephone/Fax numbers:

E-mail Address:

Attached are copies of original documents of:

1. Articles of Incorporation or Documents of Constitution of legal entity named above,

2. Power of Attorney or Signing Authority of the Authorized Representative with Specimen Signature




67

Form 1C.

Work Experience of the Firm in accordance with Section 2.7.1.2.3


Name of Proponent: ____________________________ Date: _____________________

Page _______ of _______ pages

Starting

Month /

Year

Ending

Month /

Year

Years Contract Identification

Role of Applicant

______

______

Contract name:

Brief Description of the Works performed by the Applicant:

Construction Cost in TT$:

Name of Contracting Entity:

Address:

______________

______

______

Contract name:




Address:

______________

______

______

Contract name:




Address:

______________

______

______

Contract name:




Address:

______________

______

______

Contract name:




Address:

______________

______

______

Contract name:




Address:

______________




68

Form 1D.

Similar Type of Works in accordance with Section 2.7.1.2.3


Name of Proponent: _______________________ Date: _____________________

Page _______ of _______ pages

Project Name:

____ of ___ required.

Information

Description of the similarity in

accordance with the Design Brief and

Scope of Services

1. __________________

2. __________________

3. __________________

4. __________________

5. __________________

6. __________________




69

Form 1D.

Similar Type of Works in the Last Five (5) Years Including References In accordance with

Section 2.7.1.2.3


Name of Proponent: ______________________ Date: _____________________

Page _______ of _______ pages

Project Name: ________________

____ of ___ required

Information

Contract Identification

Award date

Completion date

____________________________________________

____________________________________________

Role in Contract � Consultant � Management

Consultant

� Sub-consultant

Total contract amount ____________________________ TT$__________

If party in a JVCA or sub-consultant,

specify participation of total contract

amount

____________%

_____________

TT$__________

Key Staff involved

Contracting Entity’s Name:

Contracting Entity’s Address:

Telephone/fax number:

E-mail:

____________________________________________

____________________________________________

____________________________________________

____________________________________________

Representative of Contracting Entity:

Representative’s Designation:

Representative’s Address:

Telephone/fax number:

E-mail:

____________________________________________

____________________________________________

____________________________________________

____________________________________________

Description of the similarity in

accordance with the Scope of Services:

6 Description of Project

including Construction cost in TT$




70

Form 1E.

Current Workload of the Proponent with Section 2.7.1.2.3


Using the format below, provide the current workload of your firm/entity, either

individually as a corporate entity.

Project Name

Address of Project

Construction Cost (TT$)

Client Name

Actual or Anticipated

Date of Completion

Proponent's Role in the

Project

Proponent’s Contract

Value (TT$)

Project Status (if delayed,

please state

reason)

Proponent’s Name _____________________________________

(BLOCK LETTERS)




71

Form 1F.

Proponent’s Background and History in accordance with Section 2.7.1.2.4


Name of Proponent: _______________________ Date: _____________________

Page _______ of _______ pages

• Contract non-performance occur during the past five (5) years:

� No

� Yes (if yes, please provide information on a separate sheet)

• Description of OSHA Violations, Workers’ Compensation claims or safety claims, and any other Statutory or Governmental violation/s:

� No

� Yes (if yes, please provide information on a separate sheet)

Pending Litigation

� No pending litigation

� Pending litigation

Year

Outcome as

percent of

total assets

Contract Identification

Total Contract Amount

(current value, TT$

equivalent)

______

______

Contract Identification:


Address of Contracting Entity:

Matter in dispute:

___________

______

______




Matter in dispute:

___________

______

______




Matter in dispute:

___________

______

______




Matter in dispute:

___________




72

Form 1G.

Methodology and Work Plan

In accordance with Section 2.7.1.2.5 to 2.7.1.2.7


[Technical approach, methodology and work plan are key components of the Technical Proposal.

It is recommended that you present your Technical Proposal divided into the following three

chapters:

a) Technical Approach and Methodology

b) Work Plan

c) Organisation and Staffing

a) Technical Approach and Methodology. In this chapter you should explain your

understanding of the objectives of the assignment, approach to the services, methodology for

carrying out the activities and obtaining the expected output, and the degree of detail of such

output. You should highlight the problems being 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. You should also detail in this chapter your

QA/QC Manual and health & safety manual to be implemented for this project.

b) Work Plan. In this chapter you should propose the main activities of the assignment, their

content and duration, phasing and interrelations, milestones and delivery dates of the

reports. The proposed work plan should be consistent with the technical approach and

methodology, showing understanding of the RFP Requirements and ability to translate them

into a feasible working plan. A list of documents, including reports, drawings, and tables to

be delivered as outputs, should be included here. Work programmes shall be in MS Project

2007 or latest, and shall show linkages, critical path/s, milestones, and should be read in

conjunction with the Technical Approach and Methodology.

c) Organization and Staffing. In this chapter you should:

• Provide a companywide organizational chart indicating key departments, key positions

and names of office holders.

• Provide a project specific organizational chart indicating key positions and names of

professionals or sub-consultants. Updated signed Curriculum Vitae of all named

professionals must be provided.

• Propose a manpower loading chart for all aspects of the assignment, and the respective

man-hour allocation for the project. In addition, you should indicate who will be the

Proponent’s full time on-site key personnel for this project and their intended role for

the project.




73

Page 1 of 2

Form 1H.

Format of Curriculum Vitae (CV) for Proposed Key Professional Staff

In accordance with Section 2.7.1.2.7


Name of Proponent: _______________________________________________________

Name of Staff: ___________________________________________________________

Profession: ______________________________________________________________

Date of Birth: ____________________________________________________________

Years with Firm Entity: __________________ Nationality: _______________________

Membership in Professional Societies: ________________________________________

________________________________________________________________________

Detailed Task Assigned: ___________________________________________________

________________________________________________________________________

Key Qualifications:

[Give an outline of staff member’s experience and training most pertinent to tasks on

assignment. Describe degree of responsibility held by staff member on relevant previous

assignments and give dates and location. Use about half of a page.]

Education:

[Summarize college/university and other specialized education of staff member, giving

names of school, dates attended and degrees obtained. Use about half of a page.]

Employment Record:

[Starting with current position, list in reverse order every employment held. List all

positions held by staff member since graduation, giving dates, names of employing

organizations, titles of position held, and locations of assignments. For experience in the

last ten years, also give types of activities performed and client references, where

applicable. Use about three-quarters of a page.]

Languages:

[For each language indicate proficiency: excellent, good, fair, or poor; in speaking,

reading, and writing]




74

Page 2 of 2

Form 1H. Format of Curriculum Vitae (CV) for Proposed Key Professional Staff

(In accordance with Section 2.7.1.2.7)


Certification:

I, the undersigned, certify that to the best of my knowledge and belief, these data

correctly describe me, my qualifications, and my experience.

_________________________________________________Date:________________

[Signature of staff member and authorized representative of the Firm]

Full Name of staff member:_____________________________________________

Full Name of authorized representative: ___________________________________




75

APPENDIX 4

COST PROPOSAL (FORM 2)

STANDARD FORMS

2A Cost Proposal Submission Form

2B Financial Capability of the Proponent

2C Average Annual Construction Turn Over

2D Cost Breakdown Schedule

2E Proposed Cash Drawdown Schedule




76

Form 2A Cost Proposal Submission Form

(To be filled out and returned in the Proposal)


National Insurance Property Development Co Ltd


PORT OF SPAIN

Date:

Dear Sir:

We, the undersigned, offer to provide the Upgrade of TTFSC Post Mortem Room,

inclusive of Furniture, Fixtures and Equipment, in accordance with your Request for Proposal

dated ____________________. Our attached Price Proposal is for the fixed lump sum of:

$ _________________________________ VAT Inclusive (where applicable)

The breakdown of the lump sum cost is as follows:

• Contractor’s construction cost by activity detailed in the Technical Proposal in the

Milestone Format

• Our Price Proposal shall be binding upon us subject to the modifications resulting

from Contract negotiations, up to expiration of the validity period of the Proposal.

• 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 below.

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.

Yours sincerely,

Authorized Signature:

Name and Title of Signatory:

Name and Address of Firm:




77

Form 2B.

Financial Capability of the Proponent in accordance with Section 2.7.2.2


Name of Proponent: _______________________ Date: _______________

Page _______ of _______ pages

To be completed by the Applicant

Financial information

in TT$

Historic information for previous ______ (__) years

(TT$ in 000s)

Year 1 Year 2 Year 3 Year ... Year n Avg. Avg.

Ratio

Information from Balance Sheet

Total Liabilities (TL)

Total Assets (TA)

Net Worth (NW)

Current Assets (CA)

Current Liabilities

(CL)

Information from Income Statement

Total Revenue (TR)

Profits Before Taxes

(PBT)

� Attached are copies of audited financial statements (balance sheets, including all related notes, and

income statements) for the years required above complying with the following conditions:

a) Should reflect the financial situation of the Applicant or, and not sister or parent companies;

b) Historic audited financial statements should be complete, including all notes to the financial

statements;

c) Historic audited financial statements should correspond to accounting periods already completed

(no statements for partial periods shall be requested or accepted).

d) A statement from the Proponent’s Bank that the Proponent is financially viable and has access to

or has available, liquid assets, lines of credit, and other financial means sufficient to meet the

construction cash flow for the contract for a period of four (4) months, taking into account the

Proponent’s commitments to other contracts.




78

Form 2C

Average Annual Construction Turnover in accordance with Section 2.7.2.3


Name of Proponent: __________________ Date: ____________________

Page _______ of _______ pages

Annual turnover data (construction only)

Year Amount and Currency TT$ equivalent

*Average

Annual

Construction

Turnover

*Average annual construction turnover calculated as total certified payments received for

work in progress or completed, divided by the number of years




79

Form 2D Cost Breakdown in accordance with Section 2.7.2.4 (To be filled out and returned as part of the Proposal)

WBS DESCRIPTION Total Amount

(TT$)

1.0 Unused Post-Mortem Room

2.0

X-Ray Room

3.0 Furniture, Fixtures and Equipment

4.0 Testing and Commissioning

A TOTAL

B Contingency (10% of A)

C TOTAL (VE) C = A + B

D VAT ( 15% of C)

E TENDER SUM (VI) (F = D + E) (for transfer to Form of Tender)




80

Form 2E Proposed Cash Drawdown Schedule In accordance with Section 2.7.2.5


Please indicate the following:

1. Items of work

a. Mobilization

b. Unused Post Mortem Room

c. X-Ray room

d. Furniture Fixtures and Equipment

e. Testing and Commissioning

f. Any other associated works as deemed needed.

2. Indicate the Months

3. Total Cost per item

4. Total cost per month