02 - fanmilk - instructions to tenderers

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A company of Royal HaskoningDHV

Fanmilk new warehouses in Tema, Ghana – Tender Site Preparation & Landfill

Instructions to Tenderers

Fan Milk Limited

15 October 2015

Final


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Document title Fanmilk new warehouses Tema, Ghana –

Tender Site Preparation & Landfill

Instructions to Tenderers

Document short title Instructions to Tenderers

Status Final

Date 15 October 2015

Project name Fanmilk new warehouses Tema, Ghana

Project number BD9251

Client Fan Milk Limited

Reference

George Hintzenweg 85

Postbus 8520

Rotterdam 3009 AM

The Netherlands

+31 10 443 36 66 Telephone

Fax

[email protected] E-mail

www.royalhaskoningdhv.com Internet

Amersfoort 56515154 CoC

Drafted by Stijn Vissers

Checked by Gaylord Dogbe

Date/initials check …………………. ………………….

Approved by

Date/initials approval …………………. ………………….


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Contents

1 GENERAL 5

2 DOCUMENTS ISSUED 5

3 TENDER TIME SCHEDULE 5

4 SUBMISSION OF TENDERS 5

5 DOCUMENTS TO BE RETURNED 6

6 ERRORS IN TENDER 7

7 CONTRACT SCOPE 7

8 TENDER COST AND TENDER BOND 7

9 CONDITIONS OF CONTRACT 8

10 LINKED BAR CHART, CRITICAL PATH NETWORK, RESOURCE SCHEDULE 8

11 ALTERNATIVE TENDERS / MATERIALS / DESIGNS / CONSTRUCTION 8

12 DRAWINGS AND INFORMATION - COMPLIANCE 9

13 VISIT TO SITE 9

14 APPENDICES 10

15 LICENSED CONTRACTOR 10

16 BID, BID SUMS AND CURRENCY. 10

17 NO OBLIGATION 10

18 SUBCONTRACTS AND SPECIALIST CONTRACTS 10

19 PROJECT APPROACH 10

20 QUALITY CONTROL 11

21 INSURANCES 11

22 CONTRACTOR SITE OFFICE 11

23 PERMIT TO ENTER THE SITE 12

24 ELECTRICITY, GAS AND WATER SUPPLIES 12

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Instructions to Tender – 7 October 2015

Fanmilk new warehouses Tema, Ghana


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25 PERMANENT SURVEILLANCE 12

26 ASSISTANCE EMPLOYERS STAFF 12

27 OVERTIME 12

28 SITE FACILITY FOR CONSULTANT AND CLIENT 13

29 TENDER QUESTIONS RELATED TO HSE 13

30 EXCEPTIONS AND CLARIFICATIONS 14

31 TENDER CHECKLIST FOR SUBMISSION 16

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1 GENERAL

1.1. The information contained in this document is for the instruction and guidance of the Tenderers and

forms part of the Tender Documents for theFanmilk new warehouses Tema, Ghana - project

.Tenderers must comply with all the Instructions to Tenderers.

1.2. The Tenderer / Contractor is strongly encouraged to submit a “one and best proposal” in responseto this Inquiry. Business may be awarded without further discussion, so bids should be complete inall respects. The bids from all vendors will be compared with the best overall value. The Clientreserves the right to accept other than the lowest Proposal and to accept or reject any Proposal orportion of a Proposal, or to reject all Proposals without notice or reasons. If no Proposal isaccepted, the Client has the right to abandon the Work or to have the Work performed in such othermanner as the Client may elect.

2 DOCUMENTS ISSUED

2.1. The Tender Documents issued consist of:1. Invitation to Tender2. Instructions to Tenderers3. Form of Tender4. Construction Agreement (FIDIC red book)5. Appendices, including, but not limited to:-Appendix to contract conditions-HSE requirements-Soil Investigation6. Drawings

7. Technical Specifications8. Bill of quantity9. Declaration of Compliance

3 TENDER TIME SCHEDULE

RFQ documents to contractors 21 October

Submission of bid by contractors 5 November

Tender Opening 6 November

Clarification meeting 6 - 10 November

Submission of revised tender 12 November

Review by consultant and owner 12 November onwardFinal clarification meeting with contractors 19 November

Final Negotiation 20 November

Contract award (intention) 23 November

4 SUBMISSION OF TENDERS

4.1. The time and date for return of tenders is before 5.00pm (west African Time) on 5th ofNovember 2015.

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4.2. Tenderers are to deliver, in a sealed envelope, two sets of Hard copies + one CD of thecomplete Tender Documents + one digital copy by e-mail. The first set shall be the singlebound original copy as issued at the invitation to tender, all forms properly completed, signed

and stamped. The second set shall be photocopies of all pages as contained in the first set.The envelope shall be prominently marked as following:

CONFIDENTIAL

Tender site preparation & landfill works for the Fanmilk new warehouses project Tema,

Ghana.

and shall be addressed to :

Royal HaskoningDHV Ghana Attn.: Joyce Hayfron & Stijn Vissers

46, Labadi RoadNear Osu police station

Labadi

Osu, Accra, Ghana

PO Box CT4177 Accra, Ghana

And e-mail to [email protected]

4.3 It is of utmost importance that the submission is complete. See therefor checklist at the end of

this document.

5 DOCUMENTS TO BE RETURNED

5.1. The tender is to consist of:

- Two sets of hard copies + one CD with softcopy of the tender documents as issued withthe Invitation to Tender. One softcopy also needs to be e-mailed to above address.

- The Appendices are to be completed as required, as well as a linked bar chart providedtogether with intended scheduling of manpower, major plant and equipment. See alsoChecklist at the end of this document.

- Included within this document are to be all addenda pages, reissued/corrected pagesand letters of clarifications etc. issued to Tenderers between the original Invitation totender and the Tender submission date.

- Other documents which Tenderers believe may be relevant to their tender and completedetails of the materials proposed by him with any applicable calculations.

5.2. Any Tender delivered after the stipulated time, from whatever cause arising, may not beaccepted.

5.3. Tenders submitted by fax will not be accepted.

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5.4. All Tender Documents for this Contract are to be in the English Language.

5.5. The Tender shall be submitted on the Form of Tender and the information called for shall be

inserted in the spaces provided. The full name and address of the Tenderer shall be stated.

5.6. The Tender shall be duly authenticated by an Executive (Managing) Director of the Tendereror a person authorized by an Executive (Managing) Director of the Tenderer, and shall bewitnessed by a Supervisory Director (Commissioner) of the Tenderer.

5.7. All information submitted by a Tenderer shall be regarded as confidential and shall not bedisclosed to a third party, except with the prior agreement of the Tenderer and the Employer.

5.8. If the Employer decided to extend the closing time for tenders, he will promptly notify allpersons to whom he has issued documents for the purposes of tendering.

5.9. The Employer shall give to the most suitable Tenderer notice in writing of his acceptance ofthe Tender by identifying all essential details of the Tender accepted. Such notice shall behanded to the successful Tenderer or posted to him to the address furnished by him with hisTender, with appropriate postage prepaid. The Date of Acceptance shall be as defined in theConditions of Contract.

6 ERRORS IN TENDER

6.1. The Tender Sum shall not be corrected for any arithmetical and other errors resulting in achange to the Tender Sum submitted.

7 CONTRACT SCOPE

7.1. The Scope of the Works that shall be executed by the Contractor include, but is not limited to:

The site preparation works and landfill works comprising of:- Site preparation works and clearing top soil- Landfill works including compaction etc.- Road networks, gutters etc.- Demolition works

7.2 As mentioned in the interview and invitation to bid letter, the scope of this work is only for

phase 1. However the client intends to proceed with the masterplan. Also the tender packagefor main civil (ACS), steel structure PEB and MEP works for phase 1 will follow after this sitepreparation & landfill tender.

8 TENDER COST AND TENDER BOND

8.1. Not applicable.

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9 CONDITIONS OF CONTRACT

9.1. The Tenderer's attention is drawn to Terms & Conditions. The Tenderer who accept the

Terms & Conditions without exceptions will be looked upon favorably compared to Tendererwho have exceptions. The Tenderer is expected and encouraged to accept the Terms &Conditions without modification or exception. Please therefore explicitly state your acceptanceof the Contract Terms & Conditions referred to in this inquiry, or list each specific exception. Inthe event your proposal includes any exceptions to the Contract Terms & Conditions, pleaseinclude a separate description of each exception, associated cost adders or savings, andsuggestions for additional contract language, as a part of your proposal. The impact of suchexceptions will be assessed as part of Client’s determination of best value.

10 LINKED BAR CHART, CRITICAL PATH NETWORK, RESOURCE SCHEDULE

10.1. The Tenderer is to provide a linked bar chart to illustrate how he intends to program the

Contract Works to comply with the period for completion stated in the Form of Tender. TheTenderer's must also clearly indicate:- Mobilization time- Time for material approvals and shop drawings- Intermediate milestones for site preparation and landfill- Completion date

10.2 The Tenderer should include the following Project Milestones

1 Start mobilization / construction 7-Dec-15

2 Part ready for main civil contractor to start foundations 4-Jan-16

3 Project handover – all site preparation and landfill works done for phase 1 27-Jan-16

10.3. The Tenderer shall provide all necessary information in support of his linked bar chart and toadjust it as necessary in pre-contract meetings with the Employers Representative to enablethe agreed Construction Program to be finalized which will be the basic criteria upon whichthe appointed Contractor will prepare a critical path network program to be issued by him atsuch a time as is in accordance with the Conditions of Contract. Allowance is to be made forall normal increments e.g. weather, holidays, etc.

10.4. The Tenderer is to provide a manpower schedule, with the different manpower per trade.

10.5. The Tenderer is to provide an equipment schedule, with the different equipment needed.

11 ALTERNATIVE TENDERS / MATERIALS / DESIGNS / CONSTRUCTION

11.1. Tenderers are encouraged to make proposals beneficial in time and/or cost to the Employerconcerning materials, design or construction methods.Special attention is asked for the fact the Employer considers a construction period that is asshort as possible of the utmost importance.The Tenderers are invited to look for methods to reduce this construction period in the mostcreative way possible.

11.2. Should the Tenderer consider that he can offer any advantages to the Employer by amodification to the Designs and/or Specifications he may submit such modification in an

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attached document stating the reduction of the amount of his Tender, but the total entered onthe Form of Tender is to represent complete compliance with the original Tender Documents.

11.3. In this circumstance, the Tenderer shall give full particulars of the alternative design,specification or equipment offered, clearly stating the benefit to the Employer, and the point ofvariation from the Specifications and shall mark the attached document:

"ALTERNATIVE TENDER"

11.4. Where any alternative material or equipment is offered, the Tenderer shall satisfy himself onadequate space requirements and that the alternative is equal to or better than the basictender material or equipment regarding to type of construction, performance, efficiency,general appearance and standard or quality of manufacture.

11.5. The Tenderer, however, has the liberty to add any further details, technical literature,

manuals, etc. that he may deem desirable and in the event of his so doing, must print, type orotherwise supply such of the foregoing and annex the added matter to the Tender submittedby him. Such additional detail, technical literature, manuals etc. shall not be construed to formpart of the Tender or be binding upon the Employer unless they are accepted and approvedby the Employer and incorporated in the Contract Documents.

11.6. All proposed modifications must, if applicable, include fully dimensioned design drawings forthe works and full structural calculations to permit technical analysis thereof.

11.7. Notwithstanding the above, Tenderers are required, as a minimum, to submit a Tender thatcomplies for 100% with the documents issued with this Invitation to Tender.

Any tender not complying for 100% or is not marked Alternative Tender may be disqualified.

12 DRAWINGS AND INFORMATION - COMPLIANCE

12.1. The Tenderer shall satisfy himself that adequate information has been given to enable him todetermine prices for all the components of the Works, and that all cost will be included in theOffer. A Declaration of Compliance will be in place to be signed by the Tenderer.

13 VISIT TO SITE

13.1. The Tenderer is strongly advised to visit and inspect the site. This is entirely at his own riskand expense. The site visit is to obtain all requisite information regarding the nature of thesite, the local conditions under which the Works have to be performed, means of access andany other matters affecting the bid.Such a visit however can only take place after an appointment has been made with TheEmployer through The Engineer.

13.2 All costs related to any site visit shall be on the account of the Tenderers.

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14 APPENDICES

14.1 The Tenderer's attention is drawn to the Appendices, most of which contain spaces where the

Tenderer is to insert or append either data or prices. The Appendices are an integral part ofthe Tender Documents and the Tenderer shall study the contents thereof and comply withrequirements therein.

15 LICENSED CONTRACTOR

15.1. The Contractor, in order for his Tender to be valid, shall hold and maintain throughout theTender Period all necessary permits from the Authorities licensing the Contractor to executethe Contract Works covered by this Tender.

The Contractor shall show to the Employer's Representative, on demand, the original of allsuch permits, etc. as a condition precedent to the award of this Contract. In the event of such

permits being withdrawn by the Authorities, the Tender may be considered null and void.

16 BID, BID SUMS AND CURRENCY.

16.1. The Bid should be Lumpsum – Fixed Unit Rate, meaning a Lumpsum for all the worksdescribed in the Tender documents, and should be fully inclusive of all cost relating but notlimited to permits, licences, import duties.

16.2 The Unit rates in the Bill of Quantities shall be considered Fixed for any variations to thecontract.

16.3 All rates and prices should be exclusive of VAT. VAT shall be indicated separately at the endof the summary.

16.4 All prices are to be in Ghanaian Cedi, and whether in Bid Sum or unit rates, all prices shall notbe subject to fluctuations.

17 NO OBLIGATION

17.1. The Employer will not reimburse the Tenderer for any costs incurred in the preparation of theTender, nor is the Employer obliged to accept the lowest or any Tender he may receive.

18 SUBCONTRACTS AND SPECIALIST CONTRACTS

18.1 The Tenderers shall submit a list of all Subcontractors and Specialist contracts proposed,which will need the clients approval.

19 PROJECT APPROACH

19.1. The Tenderers shall in their Tenders include a detailed description of their intended projectapproach. Apart from addressing the regular technical matters, this description shall also include thefollowing items as a minimum:

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- The security procedures for the access to the site of personnel, vehicles, material etc. ofthe Contractor, the subcontractors, the specialist contractors, and the suppliers.

- A site lay-out showing all temporary major site installations.

19.2. Health Safety and Environment: The Tenderers shall in their Tenders include a detaileddescription of their safety track record, their standard and how they intend to maintain thisstandard on the project.

20 QUALITY CONTROL

20.1. The Tenderers shall in their Tenders include a detailed description of their intended qualitycontrol.

Apart from addressing standard items, such as procedures, reporting etc., this description

shall also include the following items as a minimum:

- The quality control system the Tenderer intends to use concerning the works of the(nominated) subcontractors and specialist contractors.

- This quality control system should allow for the fact that the Tenderer will remainresponsible in full for the completeness and quality of all the subcontractors andspecialist contractors works.

20.2. The Tenderers shall describe in detail whether and, if yes, how much expatriate personnel willbe involved in the project in general and the quality control in particular.

20.3. The Tenderers shall make clear in their description that the end-product they will deliver willbe a project with a quality and appearance according to international standard.

20.3. Irrespective of whether the Consultant or Client shall provide inspectors at the constructionsite or not, the Contractor shall be obliged to take full responsibility for Quality supervision ofthe works. The contractor should therefore have sufficient supervisors on site.

21 INSURANCES

21.1. The Tenderers shall allow for the application in full of clauses as stated in the Terms and

Conditions..22 CONTRACTOR SITE OFFICE

22.1. The Contractor shall provide, erect, maintain and clear away on completion of the Works allnecessary temporary offices and other accommodation including adequate sanitary facilitiesfor the use of the Contractor’s and his subcontractors’ site staff.

22.2. The Contractor shall provide, keep clean and maintain throughout the construction periodsuitable and sufficient latrines for the use of his workpeople. The Contractor shall ensure hisworkpeople do not foul the Site but make proper use of the latrines.

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22.3. The Contractor to have good location of site office which means won’t disturb any Employeractivities and processes, easy to coordinate among each party. The cost is to be included inBill of Quantities.

23 PERMIT TO ENTER THE SITE

23.1. The Contractor shall follow all the regulation and procedure mandated by the Employer wherethe site is located.

23.3. The Contractor shall be responsible for all the cost which required by the Employer such asdeposit fee of maintenance of existing facility and any other cost (such as security cost) whichhe requires to secure the work.

24 ELECTRICITY, GAS AND WATER SUPPLIES

24.1. The Contractor shall follow all the regulation and procedure mandated by the EstateManagement in obtaining the electricity, gas and water supplies.

25 PERMANENT SURVEILLANCE

25.1. The Contractor shall allow in his Tender for surveillance of the construction site, including alltemporary facilities.

25.2 All details of this surveillance (schedule, personnel etc.) shall be approved by the Employer’sSecurity Staff prior to commencement.

26 ASSISTANCE EMPLOYERS STAFF

26.1. The Contractor shall allow in his Tender for the fact that it will never be permitted to acceptany help from the employees of the Employer for any work or task.

27 OVERTIME

27.1. The Contractor must get permit from Construction Manager to work overtime. In generalovertime is considered all hours outside Monday to Saturday 08.00 – 17.00 and on publicholidays.

27.2 The Consultant or Client may withhold approval of overtime if the Contractor cannot or doesnot provide satisfactory confirmation that adequate supervision, equipment or other provisionswill be made available during overtime. Also the Consultant or Client may refuse permissionof overtime when to the opinion of the Consultant or Client the safety of the workers and/orquality of the work may be jeopardized.

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28 SITE FACILITY FOR CONSULTANT AND CLIENT

28.1. The Contractor shall allow in his Tender all site facilities for Consultant / Client such as: office

with workspaces for approx. 4 people, 1 meeting room, archive room, restroom, includingfurniture and other facilities. However, until further notice, Contractor to come with proposal

28.2. The Contractor shall provide and maintain temporary site accommodation / facilities for theConsultant / Client.

28.3. The accommodation shall be designed by the Contractor on the basis of above requirementsand shall be structurally sound, weather tight, secure and finished to a standardcommensurate with its use. The accommodation shall be air conditioned with a split orpackaged system, shall be fully furnished and shall incorporate clean and fully equipped. TheContractor shall provide power and water connections to the temporary site accommodationand shall allow for the cost of all such connections including the payment for power and water

consumed, telephone, internet and other utilities.

The contractor may also choose for a container like office, or propose an alternative, meetingthe criteria as described above.

28.4 The Contractor shall allow for the provision of attendance, regular daily cleaning, regular dailycollection of refuse and disposal thereof, a potable hot and cold water dispenser with regularsupply of water and paper cups, and all other matters and things necessary for the efficientoperation of the temporary site accommodation.

28.5 The Contractor shall be responsible for the maintenance of the temporary site

accommodation and shall expeditiously carry out any and all repairs resulting from normalwear and tear which are required by the Consultant / Client. Should the Contractor fails tocarry out such repairs within a reasonable period of time, the Construction Manager shall beentitled himself to arrange for the execution of such work of repair and deduct any amountpaid from any monies due to the Contractor or recover the same as a debt from theContractor.The Employer will retain this temporary site accommodation on completion of the Works, andit shall become the Employer's property in its entirety.

28.6. The Contractor shall provide desks, chairs, scanner, printer, water dispenser, coffee machine,and other standard office furniture which needed by Consultant and Client site staff.

28.7. The Contractor shall provide archive equipment e.g. Paper, Binder, Stapler, Book Shelves,etc to Consultant and Clients staff on site.

29 TENDER QUESTIONS RELATED TO HSE

29.1 Included in the tender document are the “General HSE requirements”. It is assumed that theContractor will fully comply with these documents and with any and all legal requirements. Incase there are contradicting requirements the most safe will prevail. The contractor shallaccount for sufficient resources to execute the works according to the HSE requirements.

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29.2 The Contractor must include in his project organization a professional Safety Officer (CV andcredentials to be included in the bid). The Safety Officer must be able to speak and report inEnglish.

29.3 HSE will be part of the tender evaluation. In order to evaluate this, the following questions needto be submitted as part of the tender document.

Contractor to provide its corporate HSE management system including:

1. Contractor’s HSE policy,

2. Any accreditations Contractor may have relating to HSE,

3. Overview of the project HSE management structure, such as corporate and staff HSEmanagement including tasks and responsibilities

4. Resume of safety staffing proposed for the project including experience,

5. Applicable certifications and registrations for key staffing including but not limited to craneoperators, riggers, welders, electricians, safety staff etcetera.

6. Corporate HSE statistics and performance, for the years 2014, 2013, 2012, including but notlimited to

a. Total number of MANHOURS workedb. Number of incidents resulting in FIRST AIDc. Number of incidents resulting in MEDICAL/HOSPITAL TREATMENTd. Number of incidents resulting in a worker not being able to work for at least 1 day

after the incident (LOST TIME INJURY or LTI cases)e. Total number of days lost due to incidentf. Total Number of fatalities

7. Applicable protocols or procedures as far as they differ from the procedures and HSErequirements as given in this document;

8. Overview of the HSE risks on the project scope of work and what your preventive andmitigating measures are to reduce these risk; including but not limited to:

a. excavationsb. working at heightc. temporary electrical installationsd. lifting and hoistinge. housekeepingf. fire preventiong. maintenance and inspection of tools and equipment

30 EXCEPTIONS AND CLARIFICATIONS

30.1 The Contractor may provide a separate letter in the Proposal, describing an alternative(s) andindicating the resulting change in the proposed Price. Any exceptions to specifications,individual data sheets, drawings, terms and conditions or any other documents forming part ofthis Inquiry must be clearly defined and set forth by the Contractor.

30.2 Please list your technical exceptions or clarifications to any of the Inquiry documents. Alldeviations must be expressly noted.

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30.3 The Contractors who accept the Terms & Conditions without exceptions will be looked uponfavourably compared to Contractors who have exceptions. The Contractor is expected and

encouraged to accept the Terms & Conditions without modification or exception. Pleasetherefore explicitly state your acceptance of the Contract Terms & Conditions referred to in thisinquiry, or list each specific exception. In the event your proposal includes any exceptions to theContract Terms & Conditions, please include a separate description of each exception,associated cost adders or savings, and suggestions for additional contract language, as a partof your proposal. The impact of such exceptions will be assessed as part of Client’sdetermination of best value.

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31 TENDER CHECKLIST FOR SUBMISSION

31.1 Among the items that may be considered in evaluating the Contractors Proposal are: schedule,quality of proposal and execution plan, price, specifications, HSE, value engineering proposalsand previous experience/ performance with Fanmilk.

31.2 To evaluate the Bids, completeness of all requested technical and performance data included inthe Inquiry, as well as any commercial aspects, are critical and will influence the overallevaluation.

The Tenderer should therefore submit at least the following Documents:

1. Form of Tender2. Declaration of Compliance

3. Exceptions and clarifications4. Performance Bond5. Bill of quantity6. Insurances7. Subcontractors and suppliers8. Materials and Brands9. Plant and equipment list and schedule10. Tools and appliances11. Construction Schedule / Linked Bar Chart12. Personnel organization chart / Cv’s of key people/ manpower schedule13. Site Layout and temporary facilities14. Utility connections and installation

15. Alternative Tenders / Materials / Designs / Construction Methods16. Project Approach17. Quality Assurance Procedures, Inspection and testing18. HSE approach: procedures and protocols, certifications, project risk assessment and

mitigation, jobsite cleanliness.

Most of above documents are further described in the “Appendices”-document.

- END OF DOCUMENT -

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Fanmilk new warehouses Tema Ghana