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NATIONAL INSURANCE PROPERTY DEVELOPMENT COMPANY LIMITED

REQUEST FOR PROPOSAL

FOR A

DESIGN/SUPERVISING CONSULTANT

FOR THE

CONSTRUCTION AND EQUIPPING OF THE NEW CHAGUANAS

ACUTE CARE HEALTH FACILITY

USING DESIGN-BID-BUILD MODEL

FOR

THE MINISTRY OF HEALTH

OF

THE GOVERNMENT OF THE REPUBLIC OF TRINIDAD AND

TOBAGO

REV_01 JANUARY 2014

National Insurance Property Development Company Ltd.

REQUEST FOR PROPOSALS (RFP)

Design/Supervising Consultant for the Construction and

Equipping of the New Chaguanas Acute Care Health Facility

January 2014 Rev_01

TABLE OF CONTENTS

SECTION NO. & SECTION TITLE PAGE NO

PROPONENT’S CHECKLIST FOR RESPONSIVENESS (to be included in the Proposal)

1.0 INVITATION TO TENDER 1

2.0 INSTRUCTIONS TO PROPONENTS 4

2.1 Introduction 4

2.1.1 Request for Qualifications and Proposals 4

2.2 Definitions 5

2.3 Project Communication/ Reporting Flow 7

2.4 Objectives 8

2.5 Scope of Services 9

2.6 Source of Funds 9

2.7 General Conditions 9

2.7.1 Eligible Proponents 9

2.7.2 Proponent Responsibilities 10

2.7.3 Cost of Request for Proposal Documents 10

2.7.4 NIPDEC Communications 10

2.7.5 RFP Clarification 11

2.7.6 Addenda 11

2.7.7 Proponent’s Representative 12

2.7.8 Pre-Submission Briefing 12

2.7.9 Site Visit and Schedule 12

2.7.10 Right to Cancel Request for Proposal 13

2.7.11 Consideration of Proposals 13

2.7.12 Cost of Preparing Proposals, Presentations and Negotiations 14

2.7.13 Exclusion 14

2.7.14 Confidentiality of Proposals 14

2.7.15 Corrupt and Fraudulent Practices 14

2.7.16 Commissions 16

2.7.17 Waiver and Allocation of Risk 16





January 2014 Rev_01


2.7.18 Form of Correspondence 16

2.8 Preparation of Proposals 17

2.8.1 Technical Proposal 17

2.8.2 Financial Proposal 19

2.8.3 Proposal Validity 20

2.9 Submission, Receipt And Opening of Proposals 20

2.9.1 Submission Requirements 20

2.9.2 Deadline for Proposal Submission 21

2.9.3 Opening of Proposals 21

2.9.4 Late Proposals 22

2.9.5 Receipt for Request for Proposal 22

2.9.6 Delivery by Hand 22

2.9.7 Language of Proposal 22

2.9.8 Signing Proposal 22

2.9.9 Joint and Several Liability 23

2.9.10 Amendment of Proposals Before Submission Date 23

2.9.11 Interlineations, Alterations or Erasure of Proposal 23

2.9.12 Proponent’s Representation 23

2.9.13 Time Periods 23

2.9.14 Misleading or False Information 24

2.9.15 Proposals to be Property of NIPDEC 24

2.9.16 Required Format for Proposals 24

3.0 EVALUATION OF PROPOSALS 26

3.1 Evaluation Committee 26

3.2 Determination of Responsiveness 26

3.3 Eligibility 31

3.4 Evaluation Criteria – Technical and Financial 31

3.5 Ranking of Proposals and Presentation 32

3.6

Award of Contract

33





January 2014 Rev_01


4.0 PRELIMINARY USER BRIEF AND CONDITIONS OF CONTRACT 33

Annex 1 Preliminary User Brief To Inform The Design & Construction Of The

New Chaguanas Health Facility

34

Annex 2 General Conditions FIDIC Client/Consultant Model Services Agreement,

Fourth Edition, 2006

44

Annex 3 Particular Conditions of Contract

47

5.0 APPENDICES TO RFP – SPECIMEN FORMS 52

Appendix 1 Form of Tender 53

Appendix 2 Technical Proposal Standard Forms 54

Appendix 2A Technical Proposal Submission Form 55

Appendix 2B Proponent Information Sheet 56

Appendix 2C General Work Experience of the Firm 57

Appendix 2D Similar Type of Works in the last Five (5) Years including References 58

Appendix 2E Current Workload of the Proponent 59

Appendix 2F Proponent’s Background and History 60

Appendix 2G Methodology and Work Plan 61

Appendix 2H Format of Curriculum Vitae (CV) for Proposed Key Professional Staff 62

Appendix 3 Financial Proposal Standard Forms 64

Appendix 3A Financial Proposal Submission Form 65

Appendix 3B Remuneration and Payment 66

Appendix 4 Scope of Services 67

Appendix 4A Detailed Scope of Services 68

Appendix 4B Responsibility Matrix 93





January 2014 Rev_01

PROPONENT’S CHECKLIST FOR RESPONSIVENESS - GROUP A

(TO BE INCLUDED IN THE PROPOSAL)

Failure to submit ANY of the documents in Group A below shall render the Proposal

non-responsive and in turn shall result in disqualification

# Item To be included in

Place if

included in the

Proposal

1 Completed Form of Tender attaching all addenda issued by

NIPDEC for this tender.

Section 3,

Form of Tender

2 Technical Proposal Submission Form Section 5,

Technical Proposal

3 Work Experience of the Firm Section 5,

Technical Proposal

4 Similar Type of Works Section 5,

Technical Proposal

5 Proponent’s Background and History Section 5,

Technical Proposal

6 Technical Approach and Methodology, inclusive of Quality

Assurance/Quality Control (QA/QC) Plan and Health and Safety

Policy

Section 5,

Technical Proposal

7 Work Plan, including detailed Gantt chart indicating key tasks,

critical path, linkages, and milestone for planning, design and

construction services, and post construction services in MS

Project 2007 or latest edition.

Section 5,

Technical Proposal

8 Organization and Staffing, both Company and Project Based,

inclusive of manpower loading chart for all aspects of the

assignment, stating the roles, responsibilities, and the level of

participation of each key personnel.

Section 5,

Technical Proposal

9 Updated and Signed CV’s of Key Personnel assigned to the

Project;

Section 5,

Technical Proposal

10 Proof of a Joint Venture or Consortium. A notarized Letter of

Intent to enter into Joint Venture or Consortium is acceptable.

Section 5,

Technical Proposal

11 One (1) original and Seven (7) colored copies, of which One (1) is

an electronic copy of the Proposal.

Section 5, Technical

Proposal





January 2014 Rev_01

PROPONENT’S CHECKLIST FOR RESPONSIVENESS - GROUP B


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

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

disqualification


Place if

included in

the Proposal

1 Financial Proposal Submission Form. Section 6,

Financial Proposal

2 Remuneration and Payment. Section 6,

Financial Proposal

3 Audited Financial Statements for the last 3 years - 2010, 2011, &

2012.

Section 6,

Financial Proposal

4 A statement from the Proponent’s financial institution that the

Proponent is financially sound and it has access to or has

available, liquid assets, lines of credit, and other financial means

to successfully execute the Services, taking into account the

Proponent’s commitments to other contracts.

Section 6,

Financial Proposal

5

Certificates (all valid as at the date of submission):

Value Added Tax Clearance Certificate;

National Insurance Board Compliance Certificate;

Board of Inland Revenue Clearance Certificate;

Certification of Incorporation.

Section 2,

Certificates

6 Applicant’s Information Sheet (Appendix 2B), including

attachment:

Articles of Incorporation or Documents of Constitution of

legal entity,

Power of Attorney or Signing Authority of the Authorized

Representative with Specimen Signature

Section 5,

Technical Proposal

7 Submission of Proof of Professional Indemnity Insurance

Coverage in excess of Six Million Trinidad and Tobago Dollars

(TT$6M) per incident, with the number of incidents unlimited.

Section 5,

Technical Proposal

8 Submission of Current Workload of the Proponent. Section 5,

Technical Proposal

9 Proponent’s Declaration of Non-Conflict of Interest in accordance

with the requirements of this RFP.

Section 5,

Technical Proposal





January 2014 Rev_01

PROPONENT’S CHECKLIST FOR RESPONSIVENESS - GROUP B


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

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

disqualification


Place if

included in

the Proposal

10 Detailed listing of all Codes of Practice, Standards and

Specifications being employed for both design and supervising

purposes.

Section 5,

Technical Proposal

11 Submission of at least three referral letters, and shall include the

following information at a minimum:

Complete Name of the referee;

Company Name and Title/Position Held;

Contact number (Tel/Mobile Number, Email Address and

Video Conference contact); and,

Name of relevant project/s.

Section 5,

Technical Proposal

12 Updated and Signed Credentials of all Sub-consultants and signed

letter expressing their availability for this project.

Section 5,

Technical Proposal





January 2014 Rev.01 Page 1

1.0 INVITATION TO TENDER

NATIONAL INSURANCE PROPERTY DEVELOPMENT COMPANY LIMITED

INVITATION TO TENDER FOR A DESIGN/SUPERVISING CONSULTANT FOR THE

CONSTRUCTION AND EQUIPPING OF THE NEW CHAGUANAS ACUTE CARE HEALTH

FACILITY

The National Insurance Property Development Company Limited (NIPDEC), acting on behalf of the

Ministry of Health, Government of the Republic of Trinidad and Tobago, invites Proponents to be

engaged as a Design/Supervising Consultant for the Construction and Equipping of the New Chaguanas

Acute Care Health Facility.

Local and Foreign firms are invited to submit Proposals for the above works. Applications will be

evaluated according to the following basic criteria, among others, as required by this Request for Proposal

(RFP):

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 providing similar services for at least five (5) previous acute

care health facilities or similar projects, including any project currently being undertaken or having been

undertaken within the past five (5) years with a construction cost of over One Hundred Million Trinidad

and Tobago Dollars (TT$100,000,000.00), using FIDIC Conditions of Contract or similar.

Proponents are advised that Request for Proposal (RFP) Packages will be available from January 30,

2014 either by:






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

“Design/Supervising Consultant for the Construction and Equipping of the New

Chaguanas Acute Care Health Facility”. A code will be provided to allow access.),

Or

From the Office of the 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 must 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

To be allowed access to the RFP Packages, Proponents must present their payment receipts to the office

of NIPDEC’s Company Secretary.

SUBMISSION OF PROPOSALS WILL BE CLOSED ON

MARCH 06, 2014 at 2:00 p.m.

Complete Proposals must be addressed to:

The Chairman of the Tenders Committee

National Insurance Property Development Co. Ltd. (NIPDEC)

56-60 St. Vincent street,

Port of Spain, Republic of Trinidad and Tobago

Sealed packages must 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 February 11, 2014 at 1:30p.m. to be held at

the proposed site located at Connector Road, Chaguanas.

http://firstcitizenstt.com/about/Branches-ATM/Correspondent-Banks.html






Proposals will be opened at a public ceremony at NIPDEC’s Head Office, 56 - 60 St. Vincent Street, Port

of Spain in the presence of the Proponent’s representatives on March 06, 2014 at 2:30 p.m.

Only Firms purchasing RFP packages shall be permitted to submit a Proposal. Any Proposal submitted

by a Firm which has not purchased a RFP package will be rejected as invalid.

Further note that:

(i) Proponents shall 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 can be obtained from the Company Secretary, at NIPDEC Telephone

(868)-625-8750 Extension 4208. E-mail [email protected].

mailto:[email protected]






2.0 INSTRUCTIONS TO PROPONENTS

2.1 Introduction

2.1.1 Request for Qualifications and Proposals

The National Insurance Property Development Company Limited (NIPDEC) is

soliciting submissions from Consultancy firms that are interested in and capable of

providing Consultancy services during Pre-Construction, Construction and Post

Construction, inclusive of “FIDIC Engineer” services as defined in the FIDIC

Conditions of Contract for Construction for Building and Engineering Works

Designed by the Employer (First Edition, 1999).

This Request for Proposal (herein after referred to as RFP) is intended to lead to the

entry into a contract between NIPDEC and the Consultant that has the required

qualifications and expertise to satisfy NIPDEC’s requirements.

The estimated Programme of Works envisages the Health Facility being built within

a fifteen (15) months timeframe using a Design-Bid-Build Model. The

Design/Supervising Consultant will perform complete designs and will act as the

“FIDIC Engineer” of the Project and will be guided by the FIDIC General and

Particular Conditions of Contract for Construction for Building and Engineering

Works Designed by the Employer (First Edition, 1999).

Qualified Design/Supervising Consultants are invited to submit one (1) Proposal

comprising a Technical Proposal and a Financial Proposal, for the provision of

Design/Supervising Consultant for the Construction and Equipping of the New

Chaguanas Acute Care Health Facility.

It is the intent of NIPDEC to engage the successful Proponent in a timely manner,

to assist in the contract negotiations with the Contractor responsible for the

construction phase.

Proponents may, if they so desire, assemble teams so as to submit their Proposals,

and if successful, undertake the Services as a Joint Venture or Consortium with

their team members.






2.2 Definitions

The following are the definitions of terms used in this Request for Proposal (RFP) Document:

(a) “Addendum” means any written or graphic instrument issued by NIPDEC, which

modifies or interprets the RFP by additions, deletions, clarifications or corrections,

or other types of modifications.

(b) “Client” means the Ministry of Health (MOH)

(c) “Contract” means the Contract signed by the Parties and all the attached documents

listed in RFP documents that are the General Conditions of Contract (GCC), the

Special Conditions of Contract (SCC) by which the GCC may be amended or

supplemented, and the Appendices.

(d) “Design-Bid-Build Contract” means the Contract to be negotiated and entered into

between NIPDEC and the Contractor for the services to be provided by the latter.

(e) “Data Sheet” means such part of the Instructions to Consultants used to reflect

specific Project conditions.

(f) “Day” means a calendar day and “year” means 365 days.

(g) “Design/Supervising Consultant” or “Consultant” means the entity appointed by

NIPDEC to provide administration and management of all aspects of the Design of

the Programme as well as to supervise the construction of New Chaguanas Acute

Care Health Facility.

(h) “New Chaguanas Acute Care Health Facility” mean the new facilities to be

developed, inclusive of furniture, fixtures and equipment, site development, and any

upgrade of external works outside the Project premises as directed by NIPDEC;

(i) “Proponent” means any entity, individual, corporation, firm, joint venture or

consortium that submits a Proposal directly to NIPDEC in response to this RFP.

(j) “NIPDEC” means the National Insurance Property Development Company Limited,

who is the Employer with which the selected Design/Supervising Consultant shall

sign the Contract for the Services.






(k) “Government” means the Government of the Republic of Trinidad and Tobago

(GORTT).

(l) “Instructions to Proponents” (Section 2 of the RFP) means the document which

provides the Design/Supervising Consultants with all information needed to prepare

their Proposal.

(m) “Joint Venture” means a Design/Supervising Consultant which comprises of two or

more Partners, each of whom will be jointly and severally liable to NIPDEC for all

the Design/Supervising Consultant’s obligations under the Contract.

(n) “LOA” means the Letter of Award being offered to the selected Design/Supervising

Consultant by NIPDEC before execution of a formal Agreement.

(o) “Personnel” means professional and support staff provided by the

Design/Supervising Consultant and assigned to perform the Services or any part

thereof.

(p) “Partner” means any of the entities that make up the Joint Venture; and “Partners”

mean all those entities.

(q) “Proposal” means the Technical and the Financial Proposal.

(r) “RFP” means this document, “Request for Proposal” prepared by NIPDEC for the

selection of a Design/Supervising Consultant.

(s) “Services” means the work to be performed by the Design/Supervising Consultant

pursuant to the Contract.

(t) “HCE” means Health-Care Construction Experience.

(u) “Standard Electronic Means” includes facsimile and email transmissions.

(v) “BOQ” means Bill of Quantities.

(w) “Change Order” means the work that is added to or deleted from the original Scope

of Work of a Contract, which alters the original contract amount and/or completion

date.






(x) “APETT” means Association of Professional Engineers of Trinidad and Tobago

(y) “TTIA” means Trinidad and Tobago Institute of Architects

(z) “BOETT” means Board of Engineering of Trinidad and Tobago

(aa) “ISTT” means Institute of Surveyors of Trinidad and Tobago

(aa) “OSHA” means Occupational Safety and Health Authority of Trinidad and Tobago

(ab) “Employer” means the National Insurance Property Development Company

Limited.

(ac) “Project” means the Construction and Equipping of the New Chaguanas Acute Care

Health Facility as indicated in this Request for Proposal.

(ad) “HSE” means Health, Safety and the Environment in as indicated in this Request for

Proposal.

2.3 Project Communication/Reporting Flow

The Project Communication/Reporting Flow for the delivery of Design/Supervising

Consultancy Services is presented in Diagram 1 below. The Design/Supervising Consultant

shall report directly to NIPDEC.

The Design/Supervising Consultant will be the liaison between the Contractor and NIPDEC as

demonstrated below:

1. Contractor is instructed by the Design/Supervising Consultant.

2. Design/Supervising Consultant is instructed by the Project Manager.

3. Contractor requests for information/ clarification/ instructions/ approvals are

channeled through the Design/Supervising Consultant.

4. End User requests for information/ action from Design/Supervising Consultant

requiring Project Manager approval to be channeled through the Project Manager.

5. Design/Supervising Consultant to submit fortnightly project progress reports to the

Project Manager.

6. Design/Supervising Consultant to copy Project Manager on all correspondence to the

Contractor.






CLIENT

PROJECT MANAGER

DESIGN/ SUPERVISING CONSULTANT

CONTRACTOR

7. Contractor to copy Project Manager on all correspondence to the Design/Supervising

Consultant.

8. Contractor invoices to be submitted to Design/Supervising Consultant with copy/

notification to Project Manager

COMMUNICATION/ REPORTING PROTOCOL DIAGRAM

1. CLIENT: Ministry of Health (MoH)

2. PROJECT MANAGER: National Insurance Property Development Company Ltd

(NIPDEC)

3. DESIGN/SUPERVISING Any firm contracted by NIPDEC to provide services for the

CONSULTANT: Project.

4. CONTRACTOR Any firm contracted by NIPDEC to provide services for the

Project.

2.4 Objectives

The objective of this RFP is to invite Proponents to submit one (1) Proposal each in

accordance with the requirements of this said RFP. Each Proposal must contain sufficient

details in response to this RFP to constitute a comprehensive and firm offer to NIPDEC and be

LEGEND

Contractual

Reporting






suitable for acceptance and implementation. NIPDEC will select a preferred

Design/Supervising Consultant with whom to enter negotiations for the award of a Contract.

2.5 Scope of Services

The Scope of Services to be delivered by the Design/Supervising Consultant is detailed at

Appendix 4.

2.6 Source of Funds

Funding for this Project will be provided for by the Government of the Republic of Trinidad

and Tobago.

2.7 General Conditions

2.7.1 Eligible Proponents

A Proponent shall not have a conflict of interest. A Proponent shall hold NIPDEC’s

interests paramount, without any consideration for future work, and strictly avoid

conflicts with other Projects for their own corporate interests. Proponents shall not

qualify for any Project that would be in conflict with their prior or current

obligations to other clients, or that may place them in a position of not being able to

carry out the Project in the best interests of NIPDEC.

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

RFP process shall be disqualified. Proponents may be considered to have a conflict

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

(i) They have, directly or indirectly, controlling shareholders or partners in

common; or

(ii) 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

(iii) They have a relationship with each other, directly or through common

third parties that puts 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






(iv) 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 that

submits a proposal with a specific contractor, will not be allowed to

submit another one exchanging roles between themselves; or

(v) 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.

2.7.2 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 as to the

conditions that may affect cost, progress and performance of the Services;

c) Consider local laws and regulations that 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.

The submission of a Proposal shall be interpreted by NIPDEC that the Proponent

has fully considered all relevant factors in relation to the above.

2.7.3 Cost of RFP Documents

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

Hundred Trinidad and Tobago Dollars plus VAT (TT$1,500.00 + VAT) as

described in Section 1of this RFP.

2.7.4 NIPDEC Communications

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

communicate and otherwise deal with Proponents and all Proponents must






communicate and otherwise deal with that person only. The contact address of the

NIPDEC’s Company Secretary is as follows:

Ms. Kim Garibsingh

Company Secretary

National Insurance Property Development Company Limited

56 – 60 St. Vincent Street

Port of Spain

Email: [email protected]

Tel: (868) 625-8750 ext. 4203

Fax: (868) 623-0877

2.7.5 RFP Clarification

If a Proponent has any question about the contents of this RFP, or about any

matters relating to it (including any clarifications, errors or omissions in this RFP),

the question must be directed in writing, and not orally, to NIPDEC’s

Representative at the contact address set out above. NIPDEC’s Representative will

answer all questions in writing, and will provide a copy of all questions and their

answers, to each of the Proponents. Questions received less than five working days

prior to the date for return of Proposals may not be answered. Only those contained

in formal written Addenda will be binding. Oral answers and other interpretations

or clarification will be without legal effect. NIPDEC will endeavor to submit its

responses to questions in a timely manner but will not be responsible in any event

for any late delivery or non-delivery of any Addendum.

Answers not contained in formal written Addendum shall be given as a matter of

assistance to the Proponent but they shall not be construed as adding to or taking

away from or otherwise altering the meaning and intent of the RFP documents,

and/or the Proponent’s obligation hereunder.

2.7.6 Addenda

NIPDEC is entitled to issue Addenda changing this RFP at any time. Addenda may

be issued only by NIPDEC’s Representative. Addenda will be issued only 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.

2.7.7 Proponent’s Representative

Each Proponent must, within two days of receiving the RFP, advise NIPDEC’s

Representative, in writing, of the name, business address, telephone and fax

number and e-mail address of an individual who is designated as the Proponent’s

Representative for the purpose of this RFP. The Proponent’s Representative is the

only person authorized to communicate with NIPDEC for the purposes of this RFP

and NIPDEC is not required to communicate or otherwise deal with any other

person on behalf of the Proponent.

2.7.8 Pre-Submission Briefing

NIPDEC shall convene a pre-submission briefing for the purpose of clarifying any

of the requirements contained in this RFP on February 11, 2014 at 1:30 p.m. at the

proposed Site at Chaguanas, Trinidad (see Figure 1- Location Plan). 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 may

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

may be held if NIPDEC considers it necessary or desirable to do so and the date,

time and location of any further briefings will also be communicated by

Addendum.

2.7.9 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 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.






2.7.10 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.

2.7.11 Consideration of Proposals

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

the absolute and unfettered discretion to:

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

set out in this RFP;

Figure 1 – Location Plan






ii) Assess proposals as it sees fit, without in any way being obliged to select

any proposal or Proponent;

iii) Determine whether any proposal or proposals satisfactorily meet the

selection criteria set out in this RFP;

iv) Require clarification from any one or more of the Proponents in respect

of proposals submitted;

v) Reject any or all proposals with or without cause, whether according to

the selection criteria set out herein or otherwise.

2.7.12 Cost of Preparing Proposals, Presentation 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 presentations or

negotiations relating thereto. Neither NIPDEC nor its officials, employees,

consultants or NIPDEC’s Representative are liable for the cost of doing so or are

obliged to remunerate any Proponent for these costs.

2.7.13 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.

2.7.14 Confidentiality of Proposals

Proponents are required to keep their proposals confidential and must not

disclose their Proposals, or any information contained in them, to anyone else

without the prior written consent of NIPDEC.

2.7.15 Corrupt and Fraudulent Practices

Proponents shall adhere to the highest ethical standards and shall refrain from

engaging in corrupt or fraudulent practices. Corrupt practices shall 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, shall without prejudice to any other right, reject a proposal if it

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.

a) “Bribery” means the act of unduly offering, giving, receiving or

soliciting anything of value to influence the process of procuring goods

or services, selecting consultants, or executing contracts.

b) “Extortion” or “Coercion” means the act of attempting to influence the

process of procuring goods or services, selecting consultants, or

executing contracts by means of threats of injury to person, property or

reputation.

c) “Fraud” means the misrepresentation of information or facts for the

purpose of influencing the process of procuring goods or services,

selecting consultants, or executing contracts, to the detriment of the

Borrower or other participants.

d) “Collusion” is an agreement between proponents designed to result in

bids at artificial prices that are not competitive.

If it is demonstrated that a Proponent in a procurement process or supplier/contractor during the

execution of the contract has committed corrupt practices, NIPDEC will:

(i) Reject a proposal to award a contract in connection with the respective procurement

process; and/or;

(ii) Declare a firm and/or its personnel directly involved in corrupt practices, temporarily

or permanently ineligible to be awarded future contracts from NIPDEC.






2.7.16 Commissions

Proponents shall furnish information in the Financial 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.

2.7.17 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

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 who 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 who 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.

2.7.18 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.






2.8 Preparation of Proposals

Proponents are required to submit one Proposal comprising of a Technical Proposal and a

Financial Proposal as hereinafter described. This Proposal shall be evaluated in accordance with

the Evaluation Criteria set out in Section 3.

2.8.1 Technical Proposal

In preparing the Technical Proposal, Proponents are expected to examine the

documents comprising this RFP in detail. Material deficiencies in providing the

information requested may result in rejection of a Proposal. All standard forms for

the Technical Proposal and the Financial Proposal are attached at Appendix 2 and 3

respectively and shall be completely filled out and returned in response to this RFP.

To be eligible for award of the Contract, the Proponent shall provide evidence

satisfactory to NIPDEC of its eligibility and adequacy of its resources as well as

competency for performing the role of Design/Supervising Consultant effectively.

To this end, the Technical Proposal submitted shall include, but not be limited to:

a) 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 Appendix 2B).

b) Proponents shall provide details of general and specific experience and

past performance in providing similar services for at least five (5) previous

acute care health facility or similar projects, including any project currently

being undertaken or having been undertaken within the past five (5) years

with a construction cost of over One Hundred Million Trinidad and Tobago

Dollars (TT$100,000,000.00), using FIDIC Conditions of Contract or

similar. 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 at least three references (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 Appendices 2C and 2D). In

addition, the Proponent shall include its Current Workload and its original

completion date (see Appendix 2E).

c) 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

Appendix 2F).

d) 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 Appendix 2G). In addition, the

following are to be included in the Appendix 2G:

i. Quality Assurance/Quality Control (QA/QC) plan and project

specific Health & Safety policy.

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.

e) Project Organizational Chart and Details of the Proponent’s

Design/Supervising Consultancy 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 Appendix 2H). In addition,

credentials of all Sub Consultant/s shall be included in the Appendix 2H.

f) Audited Financial Statements for the years 2010, 2011 and 2012. A

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






sound and it has access to or has available, liquid assets, lines of credit, and

other financial means to successfully execute the Services, taking into

account the Proponent’s commitments to other contracts. Certification of

ability to meet insurance 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 consortium.

g) Proof of Joint Venture or Consortium such as Joint Venture Agreement. A

notarized 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 shall notify NIPDEC

immediately before such termination. Such termination shall 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.

h) Proof of Professional Indemnity Insurance Coverage in excess of Six

Million Trinidad and Tobago Dollars (TT$6M) per incident, with the

number of incidents unlimited.

2.8.2 Financial Proposal

a) The Proponent shall complete the Form of Tender at Appendix 1 and the

Financial Proposal Submission Form at Appendix 3A. The Financial

Proposal for Design/Supervising Consultancy services shall be given as a

fixed percentage of the Client Approved Construction Budget. Payments

will be made as detailed in Section 4.13(Interim Payment(s) for Services)

based on completion of stages defined.

FAILURE TO SUBMIT A PROPERLY COMPLETED FORM OF TENDER

SHALL RESULT IN DISQUALIFICATION OF THE PROPOSAL.

b) A fixed percentage will be paid by NIPDEC for all of the Services required

to be provided by the Design/Supervising Consultant as per payment






schedule shown in Appendix 3B (Remuneration and Payment). This cost

shall constitute the total cost to NIPDEC inclusive of Value Added Tax

(VAT). All costs shall be in Trinidad and Tobago Dollars (TTD) only.

c) All payment(s) will only be made in Trinidad and Tobago Dollars (TTD).

2.8.3 Proposal Validity

Proposals must remain valid for One Hundred and Fifty days after the tender

opening.

2.9 Submission, Receipt and Opening of Proposals

2.9.1 Submission Requirements

For each Proposal comprising the Technical Proposal and the Financial Proposal, the

Proponent shall prepare and submit One (1) original and Seven (7) colored copies,

one of which is an electronic copy of the Proposal. The complete Proposal shall be

without alterations. Each 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 shall be placed in a sealed envelope

bearing the following identification:

i. “Proposal for Design/Supervising Consultant for the Construction and

Equipping of the New Chaguanas Acute Care Health Facility”

ii. The name of the Proponent.

The envelope should be addressed as follows:

Chairman, Tenders Committee

National Insurance Property Development

Company Limited

56 – 60 St. Vincent Street

Port of Spain






and must be deposited by the bearer in the appropriately marked Proposal box at

NIPDEC’s Head Office.

The Proposal shall also include the following or equivalent as applicable, all valid as

at the date of submission as follows:

Value Added Tax Clearance Certificate

National Insurance Board Clearance Certificate

Board of Inland Revenue Clearance Certificate

2.9.2 Deadline for Proposal Submission

Proposals must be submitted by 2:00 p.m. local time March 06, 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 not

properly addressed and identified.

2.9.3 Opening of Proposals

NIPDEC shall open all Proposals at 2:30 p.m. on March 06, 2014 at NIPDEC’s

Head Office 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

shall 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, its Proposal will not be opened.

2.9.4 Late Proposals

NIPDEC will reject late Proposals. Late Proposals shall be returned unopened to

the Proponent.






2.9.5 Receipt for RFP

A copy of proof of payment for the purchase of this RFP must 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.

2.9.6 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.

2.9.7 Language of Proposal

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

English Language. All communications shall be in English Language.

2.9.8 Signing Proposal

The original and six copies of the Proposal must be under the Company seal and

the original signature of the Proponent and must be complete and include copies

of all attachments and required certificates. The Proposal must 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 must 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 must also be submitted

with the Proposal.

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

are individuals must sign as indicated under “Sole Proprietorship” above. All






joint ventures or consortia members who are corporations must execute as

indicated under “Corporation” above.

2.9.9 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 shall be

joint and several.

2.9.10 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 set out above providing they are

completed and submitted in the same manner as required for submission of

Proposals. “Modification” or “Amendment” shall be written on the envelope. No

modifications to a Proposal will be accepted after the deadline for submission of

Proposals.

2.9.11 Interlineations, Alteration or Erasure of Proposal

Any interlineations, alteration or erasure in a Proposal must be initialed by the

authorized signatory or signatures and the witness to the Proposal as detailed

above.

2.9.12 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 it has read and understands this RFP and

that its Proposal is presented in accordance with it.

2.9.13 Time Periods

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

holidays.






2.9.14 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.

2.9.15 Proposals to be Property of NIPDEC

All Proposals submitted on time will become the property of NIPDEC and will

not be returned.

2.9.16 Required Format for Proposals

Proposals must be submitted in the format described below and shall contain all

the information required by this RFP in the order of sequence to facilitate

comparison and evaluation of the Proposals. The required format and sequence is

as follows:

A. Filled up Proponent’s Checklist for Responsiveness and the Table of

Contents listing the individual sections of the Proposal and their

corresponding page numbers.

Section 1 - Cover Letter signed by the Proponent or the Principals of each entity

included in the Proponent’s Team.

Section 2 - Certificates and receipt as applicable:

i) Value Added Tax Clearance Certificate (valid as at the date

of submission);

ii) National Insurance Board Compliance Certificate (valid as at

the date of submission);

iii) Board of Inland Revenue Clearance Certificate (valid as at

the date of submission);

iv) Certification of Incorporation;

v) Proof of payment for the purchased of this RFP.

Section 3 – Completed Form of Tender at Appendix 1, attaching all addenda

issued by NIPDEC.






Section 4 - Executive Summary being a brief synopsis of the highlights of the

Proposal.

Section 5 - Detailed Technical Proposal containing all the information required

by this RFP (completed Technical Proposal Standard Forms at

Appendix 2) and such other information as the Proponent may deem

pertinent in relation to the Services.

Section 6 - Detailed Financial Proposal containing all the information required

by the RFP (completed Financial Proposal Standard Forms at

Appendix 3).

Section 7 - Appendices (if any).

Each Proposal shall 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 shall be no more than fifty pages in length,

excluding Proposal forms and exhibits, and shall provide all information

requested herein. If the Proponent’s Technical Proposal is more than required

pages as mentioned above, the Proponent may include such attachments in

Section 7 – Appendices.

If the Proponent’s Proposal does not comply with these instructions, it may be

rejected without further consideration. These restrictions are intended to provide

uniformity in the Proponents’ response formats.

Proposals shall be well organized in a matter indicated above and written in a

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

be clearly labeled.






3.0 EVALUATION OF PROPOSALS

3.1 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.

3.2 Determination of Responsiveness

Following the opening of Proposals, NIPDEC shall ascertain whether material errors in

computation have been made in the Proposals, whether the required guarantees and sureties

have been provided, whether the documents have been properly signed, whether the

Proposals are responsive to the RFP documents and whether the Proposals are otherwise

generally in order.

For purpose of this Clause, a responsive Proposal is one which conforms to all the terms,

conditions and specifications of the RFP Documents without material deviation or

reservation.

A material deviation or reservation is one which has the potential to affect in any

substantial way the scope, quality, or performance of the Works, or which limits in any

substantial way, inconsistent with the RFP Documents, NIPDEC's rights or the Proponent's

obligations under the Contract, and the rectification of which deviation or reservation would

affect unfairly the competitive position of other Proponents presenting responsive Proposals.

Issues amongst others to be considered in relation to responsiveness are seen below.

GROUP A



# Item Appendix

Technical/

Financial

Proposal

1 Completed Form of Tender attaching all addenda issued by NIPDEC for this

tender.

1 Technical

2 Technical Proposal Submission Form 2A Technical

3 Work Experience of the Firm 2C Technical

4 Similar Type of Works 2D Technical






GROUP A



# Item Appendix

Technical/

Financial

Proposal

5 Proponent’s Background and History 2F Technical

6 Technical Approach and Methodology, inclusive of Quality Assurance/Quality

Control (QA/QC) Plan and Health and Safety Policy 2G Technical

7 Work Plan, including detailed Gantt chart indicating key tasks, critical path,

linkages, and milestone for planning, design and construction services, and post

construction services in MS Project 2007 or latest edition.

2G Technical

8 Organization and Staffing, both Company and Project Based, inclusive of

manpower loading chart for all aspects of the assignment, stating the roles,

responsibilities, and the level of participation of each key personnel.

2G Technical

9 Updated and Signed CV’s of Key Personnel assigned to the Project; 2H Technical

10 Proof of a Joint Venture or Consortium. A notarized Letter of Intent to enter

into Joint Venture or Consortium is acceptable. - Technical

11 One (1) original and Seven (7) colored copies, of which One (1) is an electronic

copy of the Proposal. -

Technical and

Financial

GROUP B

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

by NIPDEC, shall render the Proposal non-responsive and in turn shall result in disqualification

# Item Appendix Technical/

Financial

Proposal

1 Financial Proposal Submission Form 3A Financial

2 Remuneration and Payment 3B Financial

3 Audited Financial Statements for the last 3 years - 2010, 2011, & 2012. - Financial

4 A statement from the Proponent’s financial institution that the Proponent is

financially sound and it has access to or has available, liquid assets, lines of

credit, and other financial means to successfully execute the Services, taking into

- Financial






GROUP B

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

by NIPDEC, shall render the Proposal non-responsive and in turn shall result in disqualification

# Item Appendix Technical/

Financial

Proposal

account the Proponent’s commitments to other contracts.

5

Certificates (all valid as at the date of submission):

Value Added Tax Clearance Certificate;

National Insurance Board Compliance Certificate;

Board of Inland Revenue Clearance Certificate;

Certification of Incorporation.

- -

6 Applicant’s Information Sheet (Appendix 2B), including attachment:

Articles of Incorporation or Documents of Constitution of legal entity,

Power of Attorney or Signing Authority of the Authorized

Representative with Specimen Signature

2B Technical

7 Submission of Proof of Professional Indemnity Insurance Coverage in excess of

Six Million Trinidad and Tobago Dollars (TT$6M) per incident, with the

number of incidents unlimited.

- Technical

8 Submission of Current Workload of the Proponent; 2E Technical

9 Proponent’s Declaration of Non-Conflict of Interest in accordance with the

requirements of this RFP.

- Technical

10 Detailed listing of all Codes of Practice, Standards and Specifications being

employed for both design and supervising purposes; - Technical

11 Submission of at least three referral letters, and shall include the following

information at a minimum:

Complete Name of the referee;

Company Name and Title/Position Held;

Contact number (Tel/Mobile Number, Email Address and Video

Conference contact); and,

Name of relevant project/s.

- Technical

12 Updated and Signed Credentials of all Sub-consultants and signed letter

expressing their availability for this project.

- Technical






Proponents are advised to refer to the Responsiveness Checklists above to ensure that

they are responsive.

3.2.1 If a Proposal does not conform to the specification or is not otherwise

responsive, it shall be rejected by NIPDEC, and shall not subsequently be

made responsive by the Proponent having corrected or withdrawn 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 shall fill in the Qualification

Questionnaire Forms included in Section 4.0 - Appendices to RFP –

Specimen Form – Forms 1A to 1D.

Failure to submit with the Proposal the Qualification Questionnaire

completed and duly signed will render the proposal non-responsive.

3.2.2 Proponents 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 if he wishes to stand by his Tender or to

withdraw.

ii. If the Proponent elects to stand by his 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 shall 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, his Tender shall 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 methods

as the Proponent would be deemed to have stood by his

Tender.

v. The Contractor shall not alter or otherwise qualify the text of

the cost breakdown. Any alteration or qualification made

without the written approval of the Employer shall be ignored

and the text of the cost breakdown as printed shall 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.






3.3 Eligibility

Criteria Title Description/Requirements Result

A Certificates/

Documentation

1. Submission of all documentation required by

this RFP, inter alia:

a. Valid VAT, NIS and BIR Compliance

Certificates (as applicable)

b. Proof of Professional Indemnity

coverage.

c. Completed Form of Tender

d. Certificate of Incorporation

Yes (qualified)

No (disqualified)

Yes (qualified)

No (disqualified)

B Conflict of

Interest

1. Must not have a Conflict of Interest in

accordance with the requirements of this RFP

Yes (disqualified)

No (qualified)

C Proof of

Professional

Indemnity

Insurance

Coverage

1. Submission of Proof of Professional

Indemnity Insurance Coverage in excess of

Six Million Trinidad and Tobago Dollars

(TT$6M) per incident, with the number of

incidents unlimited.

Yes (qualified)

No (disqualified)

.

ONLY PROPOSALS PASSING ALL ELIGIBILITY REQUIREMENTS SHALL

PROCEED TO THE EVALUATION STAGE

3.4 Evaluation Criteria – Technical / Financial

The Evaluation Committee will carry out the evaluation of the Technical and Financial

Proposals, applying the Evaluation criteria and point system specified hereunder.

DESCRIPTION Maximum

Score

Minimum

Score

TECHNICAL PROPOSAL:

a) Qualifications and Relevant Experience of Key Professional Staff, Designated

Manpower Resources (CV’s, Professional Qualifications and Affiliations),

Available manpower, Sub Consultants and other resources and present

workload.

25 pts 18 pts

b) General Background and Organization of Firm, Qualifications and Experience

of Proponent in providing similar Design/Supervising Consultancy.

20 pts 15 pts






DESCRIPTION Maximum

Score

Minimum

Score

c) Quality of Project Schedule, Method Statement and QA/QC plan including

detailed description of Deliverables.

15 pts 10 pts

d) Financial Capability

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

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

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

Evidence of letter from Financial Institution of Proponent’s access to credit

facilities (4 pts)

10 pts 6 pts

TECHNICAL SCORE 70 pts 49 pts

FINANCIAL PROPOSAL:

e) Financial Proposal Score (FPS) for the Design/Supervising Consultancy

Fees

20 pts 12 pts

Ranking Score (RS) = (TS) + (FPS) 90 pts 61 pts

Presentation Score (PS) (see below, shortlisted Proponents only) 10 pts 6 pts

Total Score = (RS) + (PS) 100 pts 67 pts

Evaluation Process:

Proponents must score at least the minimum score allocated to each criterion of the

evaluation and must have an overall score of at least sixty seven points to be deemed

compliant.

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

shall not be taken into account in Proposal evaluation.

3.5 Ranking of Proposals and Presentation

Upon completion of the evaluation of the Technical Proposal and the Financial Proposal,

NIPDEC shall rank Proponents in order of merit and the highest ranking will be given to the

Proponent with the highest score. The three top firms will be short listed and invited to make

a presentation of their Proposals, which will be scored as indicated above. The Presentation






Score will be added to the Ranking Score to produce a Total Score for each short listed

Proponent.

3.6 Award of Contract

The Contract will be awarded following successful negotiations with the preferred Proponent.

The Design/Supervising Consultant is expected to commence the services immediately upon

signing of a Contract.

A Foreign Design/Supervising Consultant shall be VAT registered within three (3) months of

signing of the Contract.

4.0 DRAFT USER BRIEF AND CONDITIONS OF CONTRACT

Annex 1 Preliminary User Brief To Inform The Design & Construction Of The New

Chaguanas Health Facility

Annex 2 General Conditions FIDIC Client/Consultant Model Services Agreement,

Fourth Edition, 2006

Annex 3 Particular Conditions of Contract






ANNEX 1

PRELIMINARY USER BRIEF TO INFORM THE

DESIGN & CONSTRUCTION OF THE NEW

CHAGUANAS HEALTH FACILITY






PRELIMINARY USER BRIEF TO INFORM

THE DESIGN & CONSTRUCTION OF THE

NEW CHAGUANAS HEALTH FACILITY

AT CARONI SAVANNAH ROAD,

CHAGUANAS






(A) Introduction

The 2011 census conducted by the Central Statistical Office has revealed a 24.9% increase in

the population of the Borough of Chaguanas since the last census in 2000. This represents an

annual increase in the population growth rate of approximately 2% and can be attributed to

increasing numbers of residential developments as well as increasing commercial and trade

activity within the Borough.

The current Chaguanas District Health Facility situated at the corner of Galt Street and

Montrose Main Road is oversubscribed by demands for clinical services and is severely

constrained in its ability to accommodate more patients and services as the building is at its

maximum capacity. There exists at present no additional space for expansion.

Services currently provided at this facility are located as follows:

Ground Floor

Accident & Emergency Department ( daily 24 hour, 7 day/week service )

X-ray Department

Medical Records

Triage Bay

Dressing Room

ECG Room

Asthma Room

Security Department

Sterilization Room

First Floor

Health Centre ( Appointment based clinics Monday to Saturday )

Pharmacy

Pharmacy Stores

Voluntary Counselling and Testing Room

Dental clinic

Family Planning

Second Floor

General Practice ( daily 8 am to 4 pm service )

Laboratory

Staff Pantry

Paediatric Clinic

Speciality Clinic

Quality Department

Conference Room






The current throughput at this facility is in the order of 650 patients per day and it is

projected that based on current population growth rates that this figure will increase to 1000

patients per day within the next 10 to 15 years. It is therefore instructive that the new health

facility be constructed with this in mind in order to efficiently provide the services required

by the population of Chaguanas and its environs.

(B) Recommendations

(The spatial requirements as detailed below are provided as a guide only for developing the

schedules of accommodation to support the scope of services for the new Chaguanas Acute

Care Health Facility. In each instance, required numbers and clinical area description of

rooms are provided. It is noted that these schedules are non-exhaustive and would be

further developed by the Consultant as part of the design process.)

- WING 1 –

1. Accident & Emergency Requirements a. Clinical Service Areas

1 Resuscitation Area ( to accommodate 2 Resuscitation beds )

6 Consultation Rooms

1 Registrar Room

1 Consultant Room

1 Critical Bay Area { to accommodate 4 beds }

1 Observation Bay Area {to accommodate 15 beds (4 paediatric and 11 adult)

but room size shall be upgradeable to 24 beds}

1 Triage Room

1 Minor Operating Theatre (requires a piped supply of oxygen and nitrous oxide)

with Recovery Bay.

1 Procedure Room

1 Asthma Room (to accommodate 6 to 10 patients, requires a piped oxygen

supply)

1 Step-down Asthma Room (to accommodate 5 to 8 patients)

1 ECG Room

1 Isolation Room

1 Brought in Dead (BID) Room

1 Decontamination Room

1 Point of Care Testing Laboratory Room

1 Multipurpose Room

1 Alcove for storage of 4 trolleys and 8 wheelchairs






b. Non-Clinical Service Areas

1 Registration Area (next to Triage Room)

1 Medical Records Room

1 Autoclave/Sterilization Room

1 Alcove for storage of 8 portable oxygen cylinders

1 Sluice

1 Biohazard disposal Room, double entry, refrigerated and with separate entry

and exit

1 Dirty Linen Room

1 Discharge Bay

1 Bereavement/Counseling Room ( close to the Resuscitation Rooms)

1 Kitchenette

1 Doctor’s Lounge

1 Head Nurse Room

Stores area

1 Nurse’s Lounge with changing area

Waiting Area for 50 patients

1 Customer Service Representative (CSR) station

2. Medical Imaging Requirements

This department should be located in close proximity to the Accident & Emergency

Department and should comprise the following:

1 Ultrasound Room

1 CT Room (must be PACS system compatible with the requisite IT

infrastructure)

1 MRI Room (must be PACS system compatible with the requisite IT

infrastructure)

1 X-ray Unit Room

1 Radiographer Room

1 Radiologist Room

1 Report Collection/Reading Area with Registration area to accommodate 2

clerks

3. Laboratory Requirements Laboratory must be Laboratory Information System (LIS) equipped and outfitted

with the requisite IT infrastructure

2 Laboratory Rooms with appropriate counter tops, laboratory benches and

storage (1 to perform haematology and the other for biochemistry testing )






1 Phlebotomy Area to accommodate 3 patients

1 Report Collection Room

4. Ambulance Bay 3 ambulance parking

5. Satellite Pharmacy

6. Satellite Store Room

7. Satellite Cleaning Room

- WING 2 – 1. Primary Health Care Requirements

a. Health Centre Requirements (Note: Waiting and Registration Areas should be

centralized with appropriate Sub- waiting and registration points at the respective

clinical/treatment areas.)


1 Consultant/Senior Primary Care Physician Room

2 District Health Visitor Rooms

1 Nurses station to accommodate 3 Nurses

1 Dressing Room (to accommodate 2 patients)

1 Treatment Room

1 Procedure Room

1 Diabetic Foot Care Room

1 Health Promotion Room

1 Surveillance Nurse Room

1 Multipurpose Room to be used by Public Health Inspectors/IVCD

1 Large Wellness Area inclusive of gym

1 Voluntary and Counseling Testing Room

1 Infection Control Nurses Room

1 Stores Room

1 Sluice

1 Registration Area

1 Counseling Area to accommodate Medical Social Worker and Family

Planning

1 Hearing/Vision Screening Room






1 Breastfeeding Room

1 Kitchenette

Sub-Waiting area for 80 patients

b. General Practice Requirements

This department should be located in close proximity to the Accident & Emergency

department as it also offers a filter clinic that attends to the less urgent cases

presenting to the Accident & Emergency Department. It should comprise the

following:


1 Consultant/Senior Primary Care Physician Room

1 Treatment Room

1 Procedure Room

2 Nurses Station

1 ECG Room

1 Stores Room

1 Sluice

1 Registration Area

Sub-Waiting area for 80 patients

c. Dental Clinic Requirements

1 Dental suite with 2 chairs (suite must be able to accommodate X-rays)

1 Dental Nurse Room

1 Autoclave/Sterilization Room inclusive of storage for instruments.

1 Registration Area

2. Speciality Clinic Requirements The Chaguanas Health Facility currently provides outpatient paediatric, cardiology,

nephrology and dermatology specialty clinics. Paediatric services include appointment

based and daily walk-in clinics. In this regard, it is recommended that a separate

Paediatric Cluster be constructed in close proximity to the A&E department in order to

cater for the less urgent childhood cases presenting to the A&E department. The

Speciality Clinic should therefore comprise the following:

a. Paediatric Services


1 Consultant Room

1 Treatment Room

1 Sponging/Tepid Bathing Room

1 Breastfeeding/Change Room







1 Registration Area

b. Multi-use Speciality Clinic Area

This area will be used to provide outpatient specialty clinic services. This area

will be used on different days by the following specialties: Cardiology,

Nephrology, Dermatology, Internal Medicine, Mental Health, Ophthalmology,

Obstetrics & Gynaecology and Rheumatology. It should comprise the following:


1 Specialist Room


1 Procedure Room

1 Exercise Stress Test/ Echocardiogram Room

1 Ophthalmology Room

1 Registration Area

Waiting area for 50 patients

3. Nutritionist Requirements 1 Dietician Room

1 Dietetic Technician/Food demonstrator Room

4. Medical Record Department Requirements 1 Medical Records Officer Room

1 Medical Secretary/ Transcriptionist Room

1 Centralized Main Filing Room

Registration areas (enclosed) at every clinical area or centralised point

Index room in close proximity to 24-hour registration point

Main office (release of information/research/claims)

5. Pharmacy Requirements 1 Senior Pharmacist Room

1 Large Pharmacy Area with 4 dispensing counters (1 counter separate and

apart from the other 3 with its own storage area)

1 Pharmacist-Patient Counseling Room

2 large Pharmacy Storage Rooms

1 Alcohol/Flammable Liquid Storage Room

6. General Stores Area Requirements 1 Storekeeper Room

1 Purchasing Officer Room






1 Stores hand/clerk Open Space (to accommodate 5 clerks)

1 Storage Room for volatile liquids

1 Large Storage Area for consumables

7. Quality Requirements Open plan area with cubicles for 1 Quality Coordinator, 1 Quality Monitor

and 3 Customer Relation Officers

8. Administration Department Requirements 1 Clinical Head of Department Room

1 Facility Manager Room

1 Primary Care Nurse Manager Room

1 small Conference Room

1 Human Resource Area with 3 cubicles

1 General Administration Area with 6 cubicles

1 Kitchenette

9. Other Requirements Centralized waiting area with appropriate sub-waiting

1 Large Conference Room

1 Large Staff Lounge

1 Large centralized Locker Room

1 Housekeeping Unit (including cubicles for Supervisor’s Room, cabinet for

storage of Cleaning agents and shelving for Linens )

1 Laundry Room

1 Supervisor of Escorts/Ambulance Drivers cubicle

1 Disaster Preparedness Storage Room

IT Server Rooms (1 per floor)

1 Equipment Maintenance Room

Equipment storage area

Aseptic area for sterilization of utensils

Car Parking as per the requirements of Town & Country Planning

Development of Trinidad & Tobago

Washrooms (public and staff) as per standard OSHA/WASA requirements.

(C) Green Building Design

Green building processes that are environmentally responsible and resource-efficient must be

adequately considered and incorporated in the designs of the new acute care facility.






(D) Standards of Design

Internationally recognized space planning standards shall be applied. The designs must

include use of the most current version of the applicable codes and standards. All building

materials used in the construction of the new acute care health facility shall be new and of a

type suitable for use in the particular element of construction. Applicable international

guidelines such the American Institute of Architects (AIA), British Hospital Building Notes,

etc. should be referenced and utilized as required

(E) A Picture Archiving and communication System (PACS) system will be required to allow

the effective storage and transfer of patient information for Diagnostic Imaging. In particular

the ICT Infrastructure designs shall include and ensure that:

Systems furniture workstations are designed to accommodate Desktop Computers

used in all offices and workspaces.

All staff spaces are served by cable raceways to provide conduit for computers and

telephones.

The technology used shall create an interactive communications framework.

Videoconferencing provisions are available and in place for Telemedicine

consultants.

The Conference room must be outfitted with the requisite information technology

systems to support teleconferencing and videoconferencing.

Provisions for a properly networked environment, compatible hardware, and internet

access required to support all areas for the new acute care health facility

(F) Conclusion

The recommendations listed above are intended to serve as a guide only to inform the reader

about the End User requirements with respect to the clinical and clinical-support needs of the

Chaguanas Acute Care Health Facility.






ANNEX 2

GENERAL CONDITIONS – FIDIC

CLIENT/CONSULTANT MODEL SERVICES

AGREEMENT FOURTH EDITION 2006






General Conditions

FIDIC Client/Consultant Model Services Agreement Fourth Edition 2006

1. GENERAL PROVISIONS

1.1. Definitions

1.2. Interpretation

1.3. Communications

1.4. Law and Language

1.5. Change in Legislation

1.6. Projects and Sub-Contracts

1.7. Copyright

1.8. Notices

1.9. Publication

1.10. Corruption and Fraud

2. THE CLIENT

2.1. Information

2.2. Decisions

2.3. Assistance

2.4. Clients Financial Arrangements

2.5. Equipment and Facilities

2.6. Supply of Clients Personnel

2.7. Client’s Representative

2.8. Services of Others

2.9. Payment for Services

3. THE CONSULTANT

3.1. Scope of Services

3.2. Normal, Additional and Exceptional Services

3.3. Duty of Care and Exercise of Authority

3.4. Client’s Property

3.5. Supply of Personnel

3.6. Representatives

3.7. Changes in Personnel






4. COMMENCEMENT, COMPLETION, VARIATION AND TERMINATION

4.1. Agreement Effective

4.2. Commencement and Completion

4.3. Variations

4.4. Delays

4.5. Changed Circumstances

4.6. Abandonment, Suspension or Termination

4.7. Corruption and Fraud

4.8. Exceptional Services

4.9. Rights and Liabilities of Parties

5. PAYMENT

5.1. Payment to the Consultant

5.2. Time for Payment

5.3. Currencies of Payment

5.4. Third Party Charges on the Consultant

5.5. Disputed Invoices

5.6. Independent Audit

6. LIABILITIES

6.1. Liability and Compensation between the Parties

6.2. Duration of Liability

6.3. Limit of Compensation

6.4. Indemnity

6.5. Exceptions

7. INSURANCE

7.1. Insurance for Liability and Indemnity

7.2. Insurance for Client’s Property

8. DISPUTES AND ARBITRATION

8.1. Amicable Dispute Resolution

8.2. Mediation

8.3. Arbitration

INDEX OF SUB-CLAUSES






ANNEX 3

PARTICULAR CONDITIONS






References from Clauses in the General Conditions:


CLAUSE DESCRIPTION DETAILS

1.1 Definitions Change “Consultant” to “Design/Supervising Consultant”

1.1.2

The Project is Engagement of a Design/Supervising Consultant for the

Construction and Equipping of the New Chaguanas Acute

Care Health Facility

1.1.7 Client National Insurance Property Development Company Limited

1.1.8 Consultant To be inserted by Proponent

1.1.10 Commencement Date

Upon issuance of Letter of Award

1.1.11 Time for Completion 35 months (all activities):

Pre-Construction Stage (Final User Brief, Design

Stage) : 4 months

Tender Stage : 3 Months

Construction Stage : Total = 15 Months

Construction of Wing 1 : 6 months

Construction of Wing 2 : 15 months

Site Development and Civil Works : 15

Months

Defects Notification : 12 Months

Submission of Final/Close Out Report :1 Month

1.3 Language of

Communications

English

1.4 Language(s) of the

Agreement

English

Ruling Language English

Governing Laws Laws of Trinidad and Tobago

1.7 Copyright Delete Clause 1.7 and replace with the following:

“The Client shall have full ownership of all designs inclusive








of drawings, specifications, bill of quantities, calculations and

all other related to designs as prepared and submitted by the

Consultant. Further, the Client shall be entitled to use such

designs, in whole or in part, modify them or copy them, for

this Project, or for any projects other than the intended

project, and need not obtain the Consultant’s permission for

such use”.

1.8 Notices

Client’s Address 56-60 St. Vincent Street, Port of Spain, Trinidad, W.I.

Email [email protected]

Telephone number (868) 625 8749 ext.4203

Facsimile number (868) 623 0877

Consultant’s Address To be inserted by Proponent

Email To be inserted by Proponent

Telephone number To be inserted by Proponent

Facsimile number To be inserted by Proponent

2.3 Assistance Add: (g) providing assistance in obtaining whatever

exemptions may be available with respect to tax and income

tax.”

2.4 Clients Financial

Arrangement

Delete Sub-Clause 2.4.

2.5 Equipment and Facilities Delete entire Clause.

3.1 Scope of Services Replace Appendix 1 with Appendix 4.

Add: The completion of Design Documents by the

Consultant does not guarantee that its Services will be

continued to the construction phase. The Consultant shall not

commence Construction Supervision Services until such time

mailto:[email protected]








as the Client has given written approval to proceed with the

said services.

3.2.1 Normal, Additional and

Exceptional Services

Delete Sub-Clause 3.2.1 and replace with the following:

“Normal Services are those described as such in Appendix 4

(Scope of Services). Additional Services are those which by

written agreement of the parties are otherwise additional to

Normal Services.”

4.4.1 Delays Add: (d) Should the Consultant’s action(s) result in delays

due to increase(s) in scope, cost or duration, the Client’s

approval shall be obtained prior to any such actions. If the

Consultant neglects to obtain prior approval, or if the Client

refuses such approval, the Client shall reserve the right to

Claim for cost(s) incurred due to delays.

4.5.1 Changed Circumstances Delete the letter “I” in the first word to Sub-Clause 4.5.1, the

word therefore becomes “If”

4.6.2 Abandonment, Suspension

or Termination

Change in Sub-Clause 4.6.2 “21 days” to “14 days”.

4.6.3 Abandonment, Suspension

or Termination

Change in Sub-Clause 4.6.3 “14 days” to “28 days”. Change

(a) “28 days” to “56 days”.

5.2.1 Time for Payment Change Sub-Clause 5.2.1 “28 days” to “56 days”.

5.2.2 Agreed Compensation for

Overdue Payment (percent

per day)

Delete sub-clause 5.2.2

6.2 Duration of Liability 5 years

Reckoned from After the date stated in the Taking Over Certificate for the

Works.

6.3.1 Limit of Compensation TT$ 6,000,000.00 per Single occurrence with the number of

occurrences unlimited.

8.2 Mediation








8.2.1 Named Mediator Dispute Resolution Centre of Trinidad and Tobago

8.2.1 Nominating Centre for

Mediation

Dispute Resolution Centre of Trinidad and Tobago

8.3 Arbitration Delete clause 8.3






5.0 APPENDICES TO REQUEST FOR PROPOSAL – SPECIMEN FORMS

Appendix 1 - Form of Tender

Appendix 2 - Technical Proposal Standard Forms

2A - Technical Proposal Submission Form

2B - Proponent Information Sheet

2C - Work Experience of the Firm

2D - Similar Types of Works

2E - Current Workload of the Proponent

2F - Proponent’s General Background and History

2G - Methodology and Work Plan

2H - Format of Curriculum Vitae (CV) for Proposed Key Professional

Appendix 3 - Financial Proposal Standard Forms

3A - Financial Proposal Submission Form

3B - Remuneration & Payment

Appendix 4 - Scope of Services

4A - Detailed Scope of Services

4B - Responsibility Matrix

These Appendices form part of the Agreement






APPENDIX 1

FORM OF TENDER (To be filled out and returned in the Proposal. Attached also all addenda issued by NIPDEC for this

Tender)

Chairman

Tenders Committee

National Insurance Property

Development Company Limited

56-60 St. Vincent Street

PORT-OF-SPAIN

Dear Sir,

RE: RFP for a Design/Supervising Consultant for the Construction and Equipping of the

New Chaguanas Acute Care Health Facility

I/We having visited the site and taken note of the services issued in connection with these

Works and having made due allowance for Addenda Nos. ………….. , do hereby offer to furnish

all labor, equipment and materials in providing the proposed Design/Supervising Consultancy

Services, inclusive of all reimbursable expenditure and any other sums related to the Consultancy

services, for the fee of ………. percent of the Client approved Construction Budget payable in

Trinidad and Tobago Currency or such other sum as may be determinable by the Conditions of

Contract VAT Inclusive.

I/We agree to complete all required services as per this RFP to your entire satisfaction within

…………….... (inclusive of Sundays and Public Holidays) calculated from the date on which

contract is signed.

It is understood that this offer shall remain open for acceptance for a period of One Hundred and

fifty (150) days and that you do not bind yourself to accept any tender nor to be responsible for

any expenses incurred in estimating any tender received.

Signature …………………………………………….………... in the capacity of

………………………………………………………………….... duly authorized

to sign tenders for and on behalf of …………………………………………………..

………………………………………………………………………………………....

(IN BLOCK LETTERS)

Address ………………………………………………………………………………..

Date …………………………………………………………………………………….

Company Stamp………………………………………………………………………….






APPENDIX 2

TECHNICAL PROPOSAL – STANDARD FORMS

2A Technical Proposal Submission Form

2B Proponent Information Sheet

2C General Work Experience of the Firm

2D Similar Type of Works in The Last Five (5) Years including References

2E Current Workload of the Proponent

2F Proponent’s Background and History

2G Methodologies and Work Plan

2H Formal of Curriculum Vitae (CV) for Proposed Key Professional Staff






APPENDIX 2A

TECHNICAL PROPOSAL SUBMISSION FORM

(To be filled out and returned in the Proposal)

Date:

Chairman

Tenders Committee



#56-60 St. Vincent Street

PORT-OF-SPAIN

Dear Sir:

We, the undersigned, offer to provide the RFP for a Design/Supervising Consultant for the

Construction and Equipping of the New Chaguanas Acute Care Health Facility in

accordance with your Request for Proposals dated _____________2014.

We hereby submit our Proposal, comprising a Technical Proposal and a Financial Proposal sealed under a

single envelope.

If negotiations are held during the period of validity 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: ____________________________________________






APPENDIX 2B

PROPONENT INFORMATION SHEET


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






APPENDIX 2C

GENERAL WORK EXPERIENCE OF THE FIRM


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:

______________






APPENDIX 2D

SIMILAR TYPE OF WORKS IN THE LAST FIVE (5) YEARS INCLUDING REFERENCES


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:

Description of Project including

Construction cost in TT$






APPENDIX 2E

Current Workload of the Proponent


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)






APPENDIX 2F PROPONENT’S BACKGROUND AND HISTORY


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:

___________






APPENDIX 2G

METHODOLOGY AND WORK PLAN


[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 Plan for the design process and construction phase, and health &

safety plan 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.






APPENDIX 2H

FORMAT OF CURRICULUM VITAE (CV) FOR PROPOSED KEY PROFESSIONAL STAFF


Page 1 of 2

Name of Proponent: _______________________________________________________

Name of Staff: ___________________________________________________________

Profession: ______________________________________________________________

Date of Birth: ____________________________________________________________

Years with Firm/entity: _______________________ Nationality: _____________________

Membership in Professional Societies: ________________________________________

________________________________________________________________________

Detailed Task Assigned for this project: ________________________________________

________________________________________________________________________

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.]

Education:

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

dates attended and degrees obtained.]






Appendix 2H Continued

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


Page 2 of 2

Employment Record:

[Starting with present 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 appropriate.]

Languages:

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

writing]

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

Full Name of staff member:_______________________________________________

_________________________________________________Date:________________

Signature of Authorized representative of the Firm

Full Name of authorized representative: ___________________________________






APPENDIX 3

FINANCIAL PROPOSAL – STANDARD FORMS

3A FINANCIAL PROPOSAL SUBMISSION FORM

3B REMUNERATION AND PAYMENT






APPENDIX 3A

FINANCIAL PROPOSAL SUBMISSION FORM


Date:

Chairman

Tenders Committee



#56-60 St. Vincent Street

PORT-OF-SPAIN

Dear Sir:

We, the undersigned, offer to provide the Design/Supervising Consultant for the Construction

and Equipping of the New Chaguanas Acute Care Health Facility in accordance with your

Request for Proposal dated __________, 2014. Our attached Price Proposal is for the fee of ...................

percent of the Client Approved Construction Budget VAT Inclusive (where applicable).

The breakdown of the aforementioned percentage is as follows, but not limited to:

Design/Supervising Cost activity detailed in the Technical Proposal in the Milestone Format.

Reimbursable expenditure and any other sums incurred in performing the Consultancy services as

required for in this RFP.

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.

We remain,

Yours sincerely,

Authorized Signature:

Name and Title of Signatory:

Name and Address of Firm:






APPENDIX 3B

REMUNERATION & PAYMENT

The Proponent shall complete the Form of Tender which will clearly identify an overall fee of the Client

Approved Construction Budget:

Consultancy Fee during Brief Stage* _________%

Consultancy Fee during Design Stage* _________%

Consultancy Fee during Tender Stage* _________%

Consultancy Fee during Construction Stage (inclusive of Defects Notification

Period)

_________%

Overall Consultancy Fee (to be transferred to Form of Tender): _________%

* The Dollar Value of Consultant’s fee during Brief, Design and Tender Stage shall remain

unchanged, irrespective of the Final Construction Cost of the project for the given scope.

Payments will be made on the basis of achievement of milestones throughout the Project. The table below

summarizes the percentage payment at the different stages. The percentages outlined below will be

applied to the overall Bid Amount Percentage as offered by the Proponent.

All payments shall be subjected to 10% Retention with a Limit of Retention of 5% of the Contract Sum.

Please take note that NIPDEC reserves the right to amend these percentages during negotiations with the

successful Proponent.

STAGE DESCRIPTION %AGE PAYMENT

1 Brief Stage

10% (less 10% retention)

2 Design Stage 40% (less 10% retention)

3 Tender Stage 10% (less 10% retention)

4 Construction Stage & (inclusive of Defects

Notification Period) 40% (less 10% retention)

5 Upon successful hand over of Project to Client and

issuance of Taking Over Certificate Release of 50% retention

6 Upon successful completion of Defects Notification

Period and issuance of Performance Certificate Release of 50% retention

Principal’s Signature: __________________________ Date:________________

Name: _______________________________________

Title: _______________________________________

Company Stamp and Seal ……………………………………






APPENDIX 4

SCOPE OF SERVICES

4A DETAILED SCOPE OF SERVICES

4B RESPONSIBILITY MATRIX






APPENDIX 4A

DETAILED SCOPE OF SERVICES

FOR THE

DESIGN/SUPERVISING CONSULTANT FOR THE CONSTRUCTION AND EQUIPPING OF

THE NEW CHAGUANAS ACUTE CARE HEALTH FACILITY

4.1 DESCRIPTION

The Services to be performed by the Design/Supervising Consultant shall include all Design and

Supervision Services for Pre-Construction, Construction and Post-Construction as indicated

below. The Design/Supervising Consultant will be required to provide administration,

supervision and management of works performed by the Contractor. The Design/Supervising

Consultant will have responsibility for all matters directly relating to design elements of this

Project as well as have responsibility for all other supervision consultancy matters relating to the

Project.

The Design/Supervising Consultant will be required to programme the works in a manner that the

Wing 1 shall be handed over to the Ministry of Health within six (6) months, while Wing 2 and

Site Development Works shall be handed over to the Ministry of Health on or within the 15

month period.

The Design/Supervising Consultant will also be required to work with a Project Team lead by

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

with standards required by statutory authorities.

The Design/Supervising Consultant will oversee the delivery of the Project and will perform the

duties of a FIDIC “Engineer” as defined by FIDIC General and Particular Conditions of Contract

for Construction for Building and Engineering Works Designed by the Employer (First Edition,

1999) as these may be attributable to, specified and/ or implied by the contract(s) and in

accordance with the laws, technical standards and construction norms and rules, including but not

limited to the activities described in this Scope of Services.






The Design/Supervising Consultant for this said Project will perform the design/supervising

consultancy services as per the FIDIC General and Particular Conditions of Contract for

Construction for Building and Engineering Works Designed by the Employer (First Edition,

1999) and shall be engaged under the FIDIC Client/Consultant Model Services Agreement (2006

White Book).

The Design/Supervising Consultant

4.2 GENERAL RESPONSIBILITIES

(A) The Design/Supervising Consultant shall:

4.2.1 The Consultant shall conduct all the necessary investigations, studies and analyses, and

designs which are required for the design and preparation of contract documents. These

will then serve as the groundwork for the subsequent tender and construction stages.

Units of system shall be metric, unless otherwise directed by the Employer.

4.2.2 Manage necessary design changes due to Architectural, Civil, Structural, Mechanical,

Electrical and/or other statutory, Client or NIPDEC requested changes. All design

changes will be communicated to NIPDEC.

4.2.3 Provide value engineering, analyses of alternate construction methods and materials for

potential quality, cost and schedule enhancements and communicate findings with

NIPDEC. Ensure that all designs comply with all relevant local and international

building codes, rules and regulations.

4.2.4 Manage all relevant technical issues, notices, and requests raised by the Contractor as

appropriate.

4.2.5 Where any contractor deviates from the designs and specifications as per the contract(s)

or are behind schedule or in any way violates the terms and conditions of such contract

(s), the Design/Supervising Consultant will be required to identify such shortcomings

immediately and inform the respective contractor (s) of such deviations/ violations in a

timely manner by meeting with and writing to the Contractor and requesting that such

deviations/ violations be corrected within reasonable time frame to be agreed with

NIPDEC.






4.2.6 Ensure that the construction methods proposed by the Contractor for carrying out the

works are in accordance with the Contract and specifications and are satisfactorily

implemented in accordance with prevailing standards and best practice, and request/

approve improvements from the Contractor where necessary.

4.2.7 Inspect all materials to ensure that they are consistent with the technical specifications

and are suitable for construction.

4.2.8 Formulate and manage snag listing of defective items of works and corrections as

required and communicate findings and corrective measures with NIPDEC.

4.2.9 Confirm satisfaction with the construction works, all required documentation, statutory

approvals and all other deliverables as per Contract for facilitating NIPDEC’s submission

of a Certificate of “Practical Completion” to the Contractor on the completion of

construction works.

4.2.10 Adhere to the Codes of Conduct and Codes of Ethics of all relevant professional

associations such as, but not limited to, APETT, TTIA, BOETT, ISTT.

4.2.11 Ensure that high quality construction is achieved and to ensure that all works are carried

out in full compliance with the engineering design, technical specifications and other

contract documents within the stipulated time period.

4.2.12 Properly supervise the works and approve the materials and workmanship of the works in

cooperation and in consultation with the Contractor and NIPDEC to ensure timely

completion of the project.

4.2.13 Maintain records of all plan labor and material used in the construction of the works.

4.2.14 Inspect the works, during the construction period and at proper intervals during the

Defects Liability Period and to issue Defects Liability Certificates after the rectification,

by the Contractor, of possible defects and assist NIPDEC in issuance of final payment

certificates.

4.2.15 The Design/Supervising Consultant will inform the Contractor of any instance of faulty

or unsatisfactory work and require same to be corrected within a specified time and

inform NIPDEC promptly if the Contractor fails to comply.






Further, the principal responsibilities will include, but not limited to the following items below,

and shall not be taken to replace or modify, but should be read in conjunction with, the General

Conditions of the FIDIC Conditions of Contract for Construction for Building and Engineering

Works Designed by the Employer (First Edition, 1999), and as per the Responsibility Matrix

shown in Appendix 4B, as enhancing and clarifying the role and responsibilities of the

Design/Supervising Consultant as relevant to this Project:

(B) Project Administration and Communication Tools

The Design/Supervising Consultant becomes the administrator of the Contract, hence stands as

the conduit of information between NIPDEC and the Contractor.

The Design/Supervising Consultant’s Project Management and Communication Tools during

construction are to maintain control and timely completion of the project.

The Design/Supervising Consultant shall:

i) Establish an internet based file transfer protocol system (ftp site) or similar, reporting

procedures and conduits, and data storage facilities, to manage the overall Project Team’s

administration, communication and productivity.

ii) Oversee the internet based file transfer protocol system (ftp site) or similar, its

implementation and maintenance to enhance the overall Project Team’s administration,

communication and productivity.

iii) Establish templates for all documentation and reports required on the project.

iv) Organize, prepare agenda, and coordinate all meetings, including site meetings, progress

meetings with other stakeholders etc; meet with the contractors to clarify issues, track

progress, provide feedback and instructions to the contractors and other stakeholders. Site

and progress review meetings to be done on the first day of the first (1st) and third (3

rd)

week of every month or as requested by NIPDEC.

v) Maintain a Daily Project Diary, to record all events pertaining to the Contract, request from

and orders given to the Contractor, any other information which may at a later date be of

assistance in resolving queries which may arise concerning execution of the works.

(a) Review Schedule on a weekly basis

(b) Have weekly Coordination of Vendors






(c) Maintain Fortnightly Budget Updates

(d) Maintain and manage Master Schedule

This management tool reviews overall work completed periodically with the Contractor,

developing Corrective Action Plans and Monitoring Procedures as required, to be submitted to

NIPDEC for review and comments.

4.3 BRIEF STAGE

4.3.1 Develop Final User Brief based on intermediate User Brief to be provided by NIPDEC

and latest international hospital standards

4.3.2 Develop a list of furniture, fittings and equipment (inclusive, but not limited to, all

medical equipment), as required in the Final User Brief.

4.3.3 Develop a Technical Specification, inclusive of a Maintenance Management Plan, for

each furniture, fittings and equipment as prescribed in Section 4.3.2.

4.3.4 Attend all stakeholder meetings and collate all information as relevant to complete Final

User Brief.

4.4 DESIGN

4.4.1 General

The Consultant shall conduct all the necessary investigations, studies and analyses and

designs which are required for the design and preparation of contract documents. These

will then serve as the groundwork for the subsequent tender and construction stages.

Units of system shall be metric, unless otherwise directed by the Employer.

4.4.2 Architecture

The Consultants will be required to perform the full design and detailing of all

architectural features of the project to permit the construction. All Sketches, Drawings,

Materials Lists, Bills of Quantities and Project Schedules must be submitted on both hard

copy and digital format via CD-ROM and upload to a secure electronic platform (e.g FTP

location). A full set of architectural drawings should be provided showing plan, section

3D perspectives and elevations as well as all the typical architectural details. The

minimum acceptable sheet size for drawings is 11” x 17”

Deliverables

Stage 1






o Inception, and Development & Submission of Final User Brief

Stage 2

o Detailed Work Programme (Updated)

o Conceptual Site and Building Plans inclusive of 3D Perspectives

o Preliminary/Outline Approvals

o Preliminary Sections and Elevations

o Schematic Design Documents

o Preliminary Plans, Sections and Elevations

o Typical Construction Details

o Typical Equipment Layouts

o Preliminary Specifications and Material Lists

o Design Report

o Preliminary Design Drawings and Documents

Stage 3

o Final Detailed Designs, Drawings and Detailed Specifications

for materials and fixed equipment and Architectural

Requirements for the construction of all aspects of the project.

o Final Approvals from Regulatory Authorities.

4.4.3 Structural Design

A full set of structural drawings should be provided showing plan, section and elevations

as well as all the typical structural details. The minimum acceptable sheet size for

drawings is 11” x 17”. Structural steel drawings should be accompanied by a complete

set of steel fabrication drawings. Bar bending schedules shall be provided for all

reinforced concrete designs.

A complete set of detailed structural calculations, if applicable, should be provided

justifying the building for vertical, lateral and wind loads and earthquake resistance.

Computer analysis and design shall be performed utilizing the most up-to-date version of

STAAD or any other internationally accepted analysis and design programme which

requires no intermediary platform to be used in conjunction with AUTOCAD. The hard

copy of the calculations shall be accompanied by a digital version on CD-ROM or






uploaded to the secure online FTP location established by the Consultant to support

document management of the project.

Structural calculations, if applicable, should be in accordance with the following codes:

British Standard 5950 for structural steel design

British Standard 8110 for reinforced concrete design

SEAOC 1990 for earthquake analysis, design and detailing

Caribbean Unified Building Code (CUBIC)

Any other acceptable Standard to Trinidad and Tobago

Deliverables

Stage 1


Stage 2

o Structural Schematic Design Details

Basic Structural Systems and Dimensions

Fixed Structural Design Criteria

Preliminary sizing of major structural components (if

required)

Critical Coordination Clearances

Preliminary details for on-site and engineering work (if

required)

o Outline Specifications for Materials

o Report on Civil Works

Vehicular access from the Gate

Access to Accident & Emergency

o Conceptual design solutions for

a predetermined structural system

alternate structural system

Stage 3

o Final Structural and Civil Engineering Calculations






o Final Detailed Drawings and Detailed Specifications showing

the structural and civil infrastructural works construction

requirements.

4.4.4 Building Services

Designs shall cover all necessary engineering services for such a facility and shall include

remote monitoring and diagnostic capabilities for all major mechanical and electrical

systems. Designs shall provide all services necessary for the installation, use and storage

of all equipment and systems required of these works. A full set of services drawings

should be provided showing plan, section, schematics and elevations as well as all the

typical services details. The minimum acceptable sheet size for drawings is 11” x 17”.

All services and systems designed as part of this contract must have interfaces that will

facilitate interaction with the Building Management System, and the Computerized

Maintenance Management System.

Stage 1


o Report on Utilities

Location, size and adequacy of utilities serving the site

Need or requirement for connections

Off-site extensions and facilities

o Conceptual designs on/off site

Stage 2

o Mechanical and Electrical Schematic Design Documents

Mechanical

- Approximate equipment sizes and capacities

- Preliminary equipment layouts

- Required space for equipment

- Chases and clearances

- Acoustical and vibration control

- Energy conservation measures






Electrical

- Lighting, electrical and communication systems

(normal and emergency)

- Sizes and capacities

- Equipment layouts

o Materials

Availability and suitability

Outline specifications

o Initial Designs of Services

Electrical services and distribution

Water supply and distribution

Waste water collection treatment and disposal

Central plant mechanical systems

Air Conditioning and Ventilation

Gas services and distribution

Fire system

Chases and clearances

Space for equipment

Stage 3

o Final mechanical and electrical engineering calculations

o Drawings and Detailed Specifications concerning the mechanical and

electrical requirements.

4.4.5 Quantity Surveying Services

The Consultant will be required to provide full quantity surveying services for all of the

pre-tender activities. Such services would include but not be limited to:

(i) Establishing a first estimate for the works after the design brief is formalized

and generating an Elemental Cost Plan

(ii) Undertaking cost checking exercises and advising on impact against the Cost

Plan as the preliminary designs develop.






(iii) Establishing a firm budget for the works after the preliminary designs have

been approved by the Employer.

(iv) Making recommendations for ensuring that the project remains within the

approved budget.

(v) Preparing, in consultation with the design team, the material and

workmanship specifications for the work.

(vi) Preparing full Bills of Quantities (BOQ) using a method of measurement

that is recognized in the local industry (the Standard Method of

Measurement of Building Works 5th Edition is recognized and software

compatible with the latest version of AUTOCAD must be utilized). The

BOQ shall be prepared as per:

a. Wing I (please refer to Annex 1- Preliminary User Brief to Inform

the Design & Construction of the New Chaguanas Health Facility);

b. Wing II (please refer to Annex 1- Preliminary User Brief to Inform

the Design & Construction of the New Chaguanas Health Facility);

and,

c. Site Development and Site Civil Works.

(vii) Preparing a pre-tender estimate by pricing the Bills of Quantities.

(viii) Preparing letters and other documents for issue with the Bills of Quantities

and Drawings in the tender action.

(ix) Preparing a life cycle analysis of the maintenance cost and related schedule

for the facility.

Deliverables

Stage 1






o Inception, and Development & Submission of Final User

Brief

Stage 2

o Report on Schematic Design Phase Statement of Probable

Construction Cost taking into consideration:

o Availability of material and labour

o Project delivery procedures

o Construction sequencing and scheduling

o Changes in scope of project

o Adjustment in quality standards

Stage 3

o Probable Construction Cost Range (Unit cost data) for

various elements of the project utilizing the schematic

designs.

o Life Cycle Analysis of Maintenance Cost and Schedule.

o Final Estimate of Construction Cost based on detailed Bills

of Quantities

4.5 CONSTRUCTION SUPERVISION

4.4.1 General

The Consulting firm shall perform services principally of a technical administrative and

supervisory nature, that are necessary to ensure that the contractor effectively fulfils his

obligation, as set forth in their contract and in the designs and technical specifications for

the project.

The Consulting firm shall be responsible for proper execution of the construction project

and will ensure that this is carried out according to the required standards of quality, close,

accurate and timely expenditure control and the best engineering practices and in

observance of the protective measures and recommendations aimed at eliminating or

reducing any possible adverse environmental impact.






Further, the principal responsibilities will include, but not limited to the following items

below, and shall not be taken to replace or modify, but should be read in conjunction with,

the FIDIC General and Particular Conditions of Contract for Construction for Building and

Engineering Works Designed by the Employer (First Edition, 1999), and as per the

Responsibility Matrix shown in Appendix 4B, as enhancing and clarifying the role and

responsibilities of the Design/Supervising Consultant as relevant to this Project:

4.4.1.1 Specific Responsibilities

The Specific responsibilities of the supervisors are to be carried out in a manner

compatible with the best technical standards and according to the usual practice

in projects of this nature. These responsibilities will include, but are not

necessarily confined to, other instructions as may be given from time to time by

the National Insurance Property Development Company Limited (NIPDEC).

Pre-Construction Activities:

(a) Review Tender Documents, drawings and specifications for errors,

omissions and ambiguities and issue Drawings for Construction.

(b) Check, evaluate and approve the Contractor’s working programmes,

defining the locations of work site and progress schedules for the most

effective and expeditious method of carrying out the work relative to the

project as a whole.

(c) Verify the availability of the technical personnel of the contractor as per

the bid proposal and ensure that they meet the requirements as to

background and experience necessary to carry out the work according to

the standards of quality established in the project specifications.

(d) Verify the existence of the items of equipment indicated in the

Contractor’s proposal and ensure that they are in sufficient number and

adequate operating condition to fulfill the programmed level of

production.






(e) Develop, jointly with the Contractor, Risk Assessment Plan, for

submission to NIPDEC.

Construction & Commissioning Activities:

(a) Issue all necessary technical instructions to the Contractor on behalf of

NIPDEC and continuously check and control the work to completion to

ensure that it is carried out in full accordance with the contract

documents.

(b) Provide the Contractor with the necessary datum points and benchmarks

for setting out the works and subsequently check and accept the detailed

setting out.

(c) Check and approve all shop and working drawings as may be prepared

by the Contractor.

(d) Maintain approved samples with labels and date approved.

(e) Review and resolved all Request for Information / Clarification /

Instructions submitted by the Contractor within a time frame to be

agreed by NIPDEC.

(f) Furnish copies to NIPDEC of all Requests for Information /

Clarification / Instructions.

(g) Monitor the Contractor’s warehousing, storage, access, inventory

control systems, and clean-up to prevent losses or damage on site.

(h) Review and recommend for NIPDEC’s approval the following

Contractor’s submittal:

i. Insurance Certificates;

ii. Construction Staging Area/ Traffic Plan;

iii. Construction/Temporary Facilities proposal/s;

iv. Equipment and Plant Plan;

v. Three weeks look ahead schedule;






vi. Sub Contractor Listing;

vii. Shop Drawings and Material Submittals

viii. Any other document as required by the Contract.

(i) Ensure that the works are carried out by the Contractors in on

expeditious manner according to schedules, project dates and the terms

of the construction contracts. Progress is to be monitored using the

latest version of Microsoft Project.

(j) Carry out during the executing of the work, supervision and inspection

of all working areas and installations to ensure conforming with the

agreed specifications and drawings with the requisite field staff

necessary for works all over the area to the satisfaction of NIPDEC.

(k) Supervise the quality of construction of all elements of the work to

ensure conformity with the Contract Documents.

(l) Keep records of daily site activities inclusive of Contractor’s work force

equipment and materials.

(m) Carry out the required testing of soils and materials to ensure

compliance with the specifications including inspection at local sources.

Recommend acceptance or rejection of equivalent materials proposed

by the Contractor or supplier.

(n) Review all the subcontracts proposed by the Contractor and make

recommendation for any changes or amendments that would guarantee

proper execution of the subcontracted work.

(o) Check, measure and evaluate with the Contractor, the measurements

and payment claims and certify these to NIPDEC as being correct and

within the terms of the contract.






(p) Record all results of the measurements carried out for the quantities to

be paid for the interim and final accounting in accordance with up-to-

date methods of construction management and cost control acceptable

to approved format. The results shall accompany all payment

certificates.

(q) Prepare and submit to NIPDEC for approval prior to execution of any

contract change order related to specifications and drawings which is

likely to:

Increase or decrease the cost of the Project;

change the scope and/or objectives of the Project; and

conflict with the Ministry’s obligations under this Contract

and make recommendations on these as may be necessary.

(r) Evaluate all claims for additional payments or extension of time

submitted by the Contractor and make appropriate recommendations to

NIPDEC.

(s) Ensure that all required certificates and guarantees are certified and

provided to NIPDEC before any payments are made.

(t) Alert NIPDEC to any problems which arise or may arise in connection

with management of contracts and make recommendations for

overcoming them throughout the entire construction period including

the indication of escalation of costs which may affect the project budget.

(u) Advise and assist NIPDEC in any dispute that may arise with the

Contractor and give a firm opinion on any claim the Contractor may put

forward, drawing up a report giving all the elements on which such

advice is based.

(v) In general, provide justification to NIPDEC for actual or expected

increase in costs. The Consultants shall, at all times, apply proven






methods of cost control at all stages of the development for which he

has retained. The Cost Control System shall be capable of adjustment

to reflect up-to-date cost information by means of an up-dated and

detailed comparison between the study expenditures and actual

expenditures to date, committed to date and forecast.

(w) Provide additional services as required by the Employer for the

satisfactory execution of the Project.

(x) Upon completion of the work, carry out final inspections and issue to

the Employer the necessary certificates of completion.

(y) Prepare in hard copy and digital format a Comprehensive Operational

and Maintenance Brief inclusive of a Maintenance Management Plan

that addresses the Building, Service Equipment and Plant.

Maintenance Management Plan

The Consultant shall review the Maintenance Management Plan (inclusive of

Preventive Maintenance Programme) developed by the Contractor. This plan

should consider multiple interfacing of systems such as:

- Computerised Maintenance Management System (to include preloaded

Mechanical and biomedical procedures)

- Management Reporting System - This system should have the flexibility to

produce detailed or summary reports, yet still have simplicity of access and

readability (user friendly)

- Resource Management System – This system must fully support an

inventory and purchasing system and have the capability of tracking in-

house labour and contracted services cost.

- Physical Asset Inventory and Management (including warranty and service

contracts) inclusive of drawings (electronic and hard copy)






Preventative Maintenance Programme

- Diagnostics Schedule - easy to use library of possible problems, for major

capital expenditure assets and critical patient care, with recommendation

on repairs to the problem.

These systems should also be able to operate as stand alones and must take into

account the socio-economic environment within which the plan must function.

The difficulties of access to training, financing and the supply of foreign parts

and equipment must take precedence in the development of a relevant

maintenance plan.

(a) Ensure that at least six (6) sets of all Operational and Maintenance

Manuals, as-built drawings, spares and warranty documents for all

Service Equipment and Plants in relation to the project, are handed

over to the Employer.

(b) Prior to the start-up of construction, the Consultant shall develop a

training plan for the Operation and Maintenance of the Facility so as

to facilitate the participation of operational and maintenance

personnel in the commissioning process of all mechanical and

electrical systems.

(c) Provide Maintenance Management Services during the Defects

Liability Period (inclusive of monthly visits and report).

4.4.1.2 Deliverables

Pre-Construction Report

Fortnightly Cost Reports

Certified Payment Certificates

Monthly Progress Reports (incorporating the relevant Indicative

sample Reports and forms)

Monthly Progress Photographs (minimum three (3) sets)






Daily Returns on Contractor’s Equipment and Labour

Daily Site Diary per project (hardcopy and electronic)

Claims Report

Safety Report

Certificates of Completion, inclusive of Testing and Commissioning

Reports

As-Built Drawings

Final Accounts Report

Operational and Maintenance Brief, as well as Training Delivery

Operational and Maintenance Manuals, as well as Spares

Warranty Documents

Defects Liability Reports

Performance Certificate

Close out Reports

4.6 DESIGN/SUPERVISING CONSULTANT STAFF

Provision of an adequate organization skilled in design and implementation of modern methods of

health care facility design and continuous management is required. The professional/technical

staff, as required, should be assigned to work specifically on the project for periods necessary to

fully carry out all of the duties assigned to them. The individuals proposed must be to the

approval of NIPDEC.

a) On Site Staff

Due to the scale and variety of the projects, the Consulting Team staff should

include, at the least, the following full-time on-site personnel exclusively assigned

to this site:

One (x 1) Project Manager, with a minimum of five (5) years HCE,

inclusive of design experience;

One (x 1) Draughtsman, knowledgeable in AutoCAD operations;

One (x 1) Administrative Assistant






b) Other Staff

The Consultant is to maintain a full cadre of design experts inclusive of, but not

limited to Architects, Structural and Civil Engineers, Services Engineers, all with at

least ten (10) years HCE, as well as Quantity Surveyors, Draughtsman, Supervisory,

Administrative and Management Staff. All of the above are to be available to

support the On Site Staff.

4.7 STAKE HOLDER PRESENTATIONS AND EMPLOYERS APPROVALS

4.6.1 The Consultant will be required to make submission of documents and

presentations to the Employer, the Ministry of Health, the End User, and other

major stakeholders at each stage of the design.

4.6.2 The Consultant should make provision in his programme for a period of one to two

weeks at the end of each stage for the Employer’s/End User’s perusal and approval

of documents prepared. The Employer/Executing Agency must give approval

before the Consultant proceeds to the next stage.

4.8 APPROVALS FROM REGULATORY AUTHORITIES

The Consultant shall ensure that all approvals, both outline/preliminary and final, of designs are

obtained from the relevant Regulatory Authorities in Trinidad and Tobago. These include the

following, but not limited to: 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 Company, Trinidad and

Tobago Electricity Commission (T&TEC), Electrical Inspectorate, Lift Inspectorate, Toxic and

Pesticide Inspectorate, and any other necessary approvals.

4.9 PROBLEMS ARISINGS

The Consultants will be expected to alert the Employer to any problems which might arise in

connection with the implementation of these projects and make recommendations for overcoming

them, with information on extensions of time and anticipated increases in cost which may affect

the project budget.






4.10 COPIES OF DOCUMENTATION REQUIRED

The Consultants will be required to submit six (6) copies of all documents produced at the end

of each stage of service. In case of final designs and contract documents, the Consultants will

be required to supply to the Employer three (3) printed copies of all documents and drawings

together with 3 sets of editable digital copy of the same documents. “As built” Drawings are

to be supplied by the Consultant during the construction phase (maximum seven (7) days)

after the major work breakdown structures are accomplished, i.e. sub structure, super structure,

services, etc. A copy of all drawings is to be supplied electronically utilizing the latest version

of AutoCAD on CD–ROM and uploaded to an online, secure File Transfer Protocol (FTP)

location established by the Consultant to support the document management of this project.

Reports are to be done utilizing Microsoft suite of programs.

4.11 INTERIM PAYMENT(S) FOR SERVICES

4.11.1 The Consultants will be entitled to interim payment(s) upon satisfactory completion of

each of the three stages of the design services (design fees). Such payment, however,

shall be contingent upon prior acceptance and approval by the Employer of the

submissions of deliverables made by the Consultants as per the schedule following:

Brief Stage (10% of contracted Fees)

Payment 1: Four percent (4%) of contract sum of the project on the completion and

approval of the Final User Brief;

Payment 2: Two percent (2%) of contract sum of the project on the completion and

approval of the Project Control & Risk Assessment Plan;

Payment 3: Four percent (4%) of contract sum of the project on the completion and

approval by the Employer of the Budget Cost prepared by the

Consultant;

Design Phase (40% of contracted Fees)

Payment 4: Ten percent (10%) of the contract sum of the project for the completion and

approval of the Design Brief;






Payment 5: Five percent (5%) of the contract sum of the project for the development of

preliminary designs;

Payment 6: Fifteen percent (15%) of the contract sum of the project for the submission

and approval of Final, Detailed Design;

Payment 7: Ten percent (10%) of the contract sum of the project for the Submission of

the Certificate of Readiness to proceed to the Tender Phase.

Tender Phase (10% of contracted Fees)

Payment 8: Five percent (5%) of the contract sum for the completion of the associated

Tender Documents;

Payment 9: Two (2%) of contract sum for the completion of the technical and financial

evaluation of Tendered Bid packages and provision of necessary advisory

support thereafter;

Payment 10: Three percent (3%) of contract sum of the project on the submission of the

Construction/ Installation Programme and Work Methodologies.

Construction Stage Phase, inclusive of Defects Notification Period (40% of contracted Fees)

Payment 11 and onwards: Payments to the consulting firm for services performed

during the construction stage (Supervision Fees) shall be based on the

proportion of service price associated with the percentage of the construction

scope of work satisfactorily completed by the Contractor. The first 50%

Retention monies will be released upon successful handing over of Project to

the Client and issuance of Taking Over Certificate, while the last 50%

retention monies will be released upon successful completion of Defects

Notification Period, issuance of Performance Certificate and NIPDEC’s

acceptance of Project Close Out Report as prepared by the Consultant.

4.11.1 Payments to the consulting firms shall be in Trinidad and Tobago dollars (TT$)

only.






4.12 FINAL PAYMENT

The final payment for services of the firm shall be contingent upon prior acceptance by the

Ministry of Health of the firm’s final report/products. Such payment shall not be less than

10% of the total amount to be paid to the firm in accordance with the contract. It is to be

noted that 10% of the total sum of each invoice submitted will be withheld from each interim

payment as retention for this purpose.

(ii) The 50% retention monies shall be released upon the taking over of the completed

works by the End User as evidenced by a signed Completion Certificate.

(iii) The 50%retention sums associated shall be released only after:

(a) The defects liability period has expired;

(b) All known defects have been rectified;

(c) Issuance of Performance Certificate; and

(d) NIPDEC’s acceptance of Project Close Out Report.

4.13 SAFETY

The Consultancy firm shall ensure that the Contractor fulfils all the safety requirements under

the terms of this contract. In fulfillment of this responsibility, the periodic presence of a

qualified Safety Officer, experienced in health care facility and hospital operations is required.

4.14 FEES FIXED FOR DURATION OF SERVICES

(i) The fees proposed in the bid shall remain fixed for the duration of all relevant works for

all the projects identified in these documents,

(ii) The fees for additional services shall be negotiated between the Employer and the

Consultant at the time at which the project is identified.

(iii) The Dollar Value of Consultant’s fee during Brief, Design and Tender Stage shall remain

unchanged, irrespective of the Final Construction Cost of the project for the given scope.

4.15 TAX

The Consultant shall abide by all pertinent taxation regulations of Trinidad and Tobago.






4.16 CONSULTANT’S PERFORMANCE

4.16.1 Performance of the consulting services will be evaluated at key stages by the

Employer and the Client. This evaluation will be based on the format shown in Table

1 – Consultant’s Performance Evaluation Form.

4.16.2 In case of deficiency, the Consultant shall be given a written notice to remedy the

deficiency (ies) noted in the Evaluation Report. If remedy to the noted deficiency (ies)

is not implemented in satisfactory manner within the allowed time frame, a Warning

Letter will be sent to the Consultant giving two (2) weeks to implement the necessary

remedy.

4.16.3 Failure to address the deficiency(ies) within the two-week period may result in the

suspension of all or part of the Services or terminate the Agreement by notice of at

least fifty-six (56) days to the Consultant who shall immediately make arrangements

to stop the Services and minimize expenditure.

4.16.4 Notwithstanding clauses of the General Conditions of Contract, to the extent that

faults that are directly attributable to the Consultant’s professionally negligent design

or supervision result in additional costs of the Client, the Consultant shall be liable for

direct costs to the Client up to Fifty Million Trinidad and Tobago dollars ($50M).






Table 1 – Consultant’s Performance Evaluation Form

SIGNED BY ………………………………..

DATE OF EVALUATION…………………….…

SECTION I DATA SECTION II PROJECT DATA

Lead Firm Name

Project Name Project No.

Project Team:

Lead Architect:

Mechanical Structural Eng.:

Quantity Surveyor:

Contract Award Amount Contract completion

amount

Schedule Const.

Actual Const. Completion

Project Description

Principal Subconsultants

Mech:

Elect:

Struct:

QS:

Land Surveyor:

SECTION III RATING Description Below

Standard Standard

Above

Standard Superior

A. ADMINISTRATION/MANAGEMENT/SUPERVISION

1. Supervision and decision making

2, Coordination and communication with subconsultants

3. Timely submission of documents and reports

4. Adequacy and timeliness of cost estimate

5. Compliance with laws, ordinances and regulations

6. Coordination and cooperation with NIPDEC & Key Stakeholders

7. Compliance with Employer’s requirements

B. QUALITY OF WORK

1. Adherence to programme documents

2. Functionally for intended purpose






SECTION III RATING Description Below

Standard Standard

Above

Standard Superior

3. Employer satisfaction

4. Quality of design

5. Coordination of Documents

6. Schematic/Design Development:

C. CONSTRUCTION:

1. Completion of project within allotted time

2. Completion of project within allotted budget

3. Scheduling, evaluation and advice

4. Clear and timely assistance with interpretation of documents

5. Errors/omissions requiring construction changes

6. Assistance with claims and disputes

7. Clear and timely assistance with modifications

SECTION IV NARRATIVE

A. GENERAL ELEMENTS: Enter comments which generally describe the DCSC performance.

B. BELOW STANDARD ELEMENTS: Enter comments to substantiate below standard ratings.

C. SUPERIOR ELEMENTS: Enter comments to substantiate superior ratings






Appendix 4B

Responsibility Matrix

Legend

P=Perform (Direct responsibility for execution of the Work)

S=Support (Assist in the execution of the Work)

R=Review & Recommend (Reviewing the Work Product and recommend)

A=Approve (Approving the Work Product)

K=Keep Informed (Given for General Information Purposes)

G=Be Guided (Guided by)

Activity Design/

Supervising

Consultant

Client/

NIPDEC Contractor

1. PRE CONSTRUCTION PHASE

1.1 Final User Brief R, P S, A

1.2 Technical Specification R, P S, A

1.3 Geo-Technical Investigation R A, G

1.4 Land Survey Drawings R A, G

1.5 Full Detailed Drawings P A

1.6 Request for Proposal S P

1.7 Technical Evaluation of Proposals P, R P, A, G S (for

Presentation)

2. CONSTRUCTION PHASE

2.1 Project Administrative Manual P R

2.2 Master Schedule R, A R, A P

2.3 Master Schedule Update R K P






Activity Design/

Supervising

Consultant

Client/

NIPDEC Contractor

2.4 Project Cost Model & Reports P A S

2.5 Project Accounting / Financial Reporting P, R R, A S

2.6 Inception/Commence Report P A S

2.7 Detailed Design Drawings and

Specifications P A

2.9 Permits and Certificates P K,A S

2.9 Project Procurement Activities R, S A P

2.10 Submit Progress Payment Requests R A P

2.11 Issue Progress Payment to Contractor R P

2.12 Payments to Consultants P

2.13 Payments of Third Party Specialists/

Suppliers/ Works Contractors R P

2.14 Fortnightly Project Management Reports P R S

2.15 Construction Supervision Manual P R

2.16 Construction Supervision R,P S,P P

2.17 Insurance Certificates R A P

2.18 Mobilization P

2.19 Temporary Facilities R R P

2.20 Construction Staging Area/ Traffic Plan R R, A P

2.21 Equipment and Plant Plan R R P

2.22 Construction Schedule / Three Weeks Look

Ahead Schedule R R, A P

2.23 Subcontract Listing R R, A P






Activity Design/

Supervising

Consultant

Client/

NIPDEC Contractor

2.24 Shop Drawings/ Material Submittals R R P

2.25 Maintain Shop Drawing & Sample Control P R S

2.26 Construction/ Temporary Facilities R, A A, G P

2.27 Construction R R P

2.28 Conduct Job Coordination Meetings P K S

2.29 Interpret Plans & Specifications P K, S S

2.30 Request for Information / Clarification /

Instructions R G P

2.31 Administer QA/QC Procedure P S,K P

2.32 Administer Security Programme R K P

2.33 Administer Safety Programme R S,K P

2.34 Oversee Safety Programme S,R A P

2.35 Inspect and Monitor Subcontractors P S P

2.36 Scope or Program Change Quotation

Requests/ Change Orders R P,A P

2.37 Administer Change Order Programme

(Scope/ Program) R P,S

2.38

Site/ Unforeseen Condition Site Unforeseen

Condition Change Quotation Requests/

Change Orders

R A P

2.39 FF&E Installation Administration R,A S P

3. PROJECT CLOSE OUT & POST

CONSTRUCTION PHASE

3.1 As Built Drawings P S,K S

3.2 Prepare Snag/ Deficiency List P S,K P






Activity Design/

Supervising

Consultant

Client/

NIPDEC Contractor

3.3 Conduct Final Inspections P,A S S

3.4 Practical Completion Certificate P A P

3.5 O&M Manuals R,A S P

3.6 Train Client Personnel R,A S P

3.7 Testing and Inspection Administration R,A S P

3.8 Completion Certificates P S,A

3.9 Close out Documentation R,A S,A P

3.10 Final Cost Report P S,R S

3.11 Testing & Commissioning (Start-up) S,R S P

3.12 Warranty Review A S,K P

3.13 Submission of Facility Management Plan R A P

3.14 Final Statement R A P

3.15 Taking Over Report P A S

3.16 Holdback Disbursements R P

3.17 Detailed Contract Completion/Final Reports P A