Bidding Document - Repairs of Planning Secretariat at Kilinochchi 2012 PDF

BIDDING DOCUMENT DISTRICT SECRETARIAT KILINOCHCHI DISTRICT Procurement of Works National Competitive Bidding Repairs of Planning Secretariat at, Kilinochchi (KN/FIN/NCB/W/02/2012) Issued at: District Secretar...

BIDDING DOCUMENT DISTRICT SECRETARIAT KILINOCHCHI DISTRICT Procurement of Works National Competitive Bidding Repairs of Planning Secretariat at, Kilinochchi (KN/FIN/NCB/W/02/2012) Issued at: District Secretariat, Kilinochchi. 1  CONTENTS Reference VOLUME 1  Section – 1 INSTRUCTION TO BIDDERS...........................................................  Section – 2 STANDARD FORMS (CONTRACT).................................................  Section – 3 CONDITIONS OF CONTRACT......................................................... VOLUME 2  INVITAION FOR BIDS............................................................................................  Section – 4 FORM OF BID AND QUALIFICATION INFORMATION...............  Section – 5 SCHEDULE.........................................................................................  Section – 6 SPECIFICATIONS..............................................................................  Section – 7 BILLS OF QUALNTITIES.................................................................  Section – 8 DRAWINGS........................................................................................  Section – 9 STANDARD FORM (BID).................................................................  CHECKLIST FOR BIDDERS................................................................................... 2  VOLUME - 1  Section – 1 INSTRUCTION TO BIDDERS  Section – 2 STANDARD FORMS (CONTRACT)  Section – 3 CONDITIONS OF CONTRACT 3  Volume 1 Instructions to Bidders, Standard Forms (Contract) and Conditions of Contract applicable to this contract are those given in the Volume 1 of the Standard Bidding Document for Procurement of Works for Minor Contracts, ICTAD Publication No.ICTAD/SBD/03, Second Edition – January 2007, published by the Institute for Construction Training and Development (ICTAD) ‘Sawsiripaya” 123 Wejerama Mawatha Colombo-07. Volume 1 of the Standard Bidding Document for Procurement of Works for Minor Contracts consists of  Section – 1 INSTRUCTION TO BIDDERS  Section – 2 STANDARD FORMS (CONTRACT)  Section – 3 CONDITIONS OF CONTRACT This publication will not be issued with the bidding document and the bidder is advised to purchase it from ICTAD. Instructions to Bidders and Conditions of Contract shall be read in conjunction with the Schedule provided under Section 5 of the Bidding Document (Volume 2). 4  VOLUME - 2  INVITAION FOR BIDS  Section – 4 FORM OF BID AND QUALIFICATION INFORMATION  Section – 5 SCHEDULE  Section – 6 SPECIFICATIONS  Section – 7 BILLS OF QUALNTITIES  Section – 8 DRAWINGS  Section – 9 STANDARD FORM (BID)  CHECKLIST FOR BIDDERS 5 INVITAION FOR BIDS (IFB) 6  INVITATION FOR BID DISTRICT SECRETARIAT, KILINOCHCHI DISTRICT 1. The Chairman, Department Procurement Committee on behalf of the District Secretariat, Kilinochchi District, invites sealed bids from eligible and qualified bidders for the Construction works described in the table below. 2. Bidding will be conducted through National Competitive Bidding Procedure. 3. To be eligible for contract award, the successful bidder shall not have been blacklisted and shall have been registered in the field of building construction for grade mentioned in the table below with the Institute for Construction Training and Development (ICTAD). 4. Qualifications requirements are indicated in section 4 of the Bidding document. Additional details are provided in the Schedule (Section 5). 5. Interested bidders may obtain further information from District Secretariat, Kilinochchi District, (T.No: 021-2283945 Fax: 021-2285662) and inspect the bidding documents at the same place on any working days from 9.00 hrs to 15.00 hrs. 6. A complete set of Bidding Documents in English language may be purchase by interested bidders on the submission of a written application to the District Secretariat, Kilinochchi District, (T.No: 021-2283945 Fax: 021-2285662) from 23.05.2012 until 05.06.2012 from 9.00 hrs to 15.00 hrs working days upon payment of a non – refundable fees of Rs.2,000.00. The method of payment should be by cash. 7. Bids (original & Duplicate) shall be delivered or sent by registered post to the Chairman, Department Procurement Committee, District Secretariat, Kilinochchi District on or before 10.30 hrs on 06.06.2012 Late Bids will be rejected. Bidders must write Bid ID on left hand upper corner of envelop for each. Bids will be opened soon after closing in the presence of the Bidder’s representatives who choose to attend. 8. Bids shall be valid upto 63 days after the deadline for Bis Submission. 9. Pre bid conference will be held at the District Secretariat, Kilinochchi District, commencing at 10.30 hrs on 28.05.2012 10. Bids shall be accompanied by a Bid Security as per the information given in the Table. Estimated Required Bid Security Description of Work Cost / (Rs in Contract Required Security Valid Bid ID millions) Period Grade Amount Period Repairs of Planning C8 KN/FIN/NC 4.26 02 Till Secretariat at, Or above B/W/02/2012 Months 50,000.00 04.09.2012 Kilinochchi (Buildings) District Secretary, District Secretariat, Kilinochchi District. 7 SECTION – 4 – Form of Bid and Qualification Information 8  FORM OF BID Name of Contract: Repairs of Planning Secretariat at, Kilinochchi To: District Secretary, District Secretariat, Kilinochchi District. Gentleman, 1. Having examined the Standard Bidding Document - Procurement of Works - Minor Contracts [ICTAD/ SBD/ 03 - Second Edition, January 2007], Schedule, Specifications, Drawings and Bills of Quantities and addenda for the execution of the above-named Works, we/I the undersigned, offer to execute and complete such Works and remedy any defect therein in conformity with the aforesaid Conditions of Contract, Schedule, Specifications, Drawings, Bill of Quantities and Addenda for the sum of Sri Lankan Rupees................................................................................................................................................................................................................................................................................................... (LKR...................................................................) or such other sums as may be ascertained in accordance with the said Conditions. 2. We/I acknowledge that the Schedule forms part of our Bid. 3. We/I undertake, if our Bid is accepted, to commence the Works as stipulated in the Schedule, and to complete the whole of the Works comprised in the Contract within the time stated in the Schedule. 4. We/I agree to abide by this bid for the period stated in the Sub-Clause 15 of Instructions to Bidders or any extended period and it shall remain binding upon us and may be accepted at any time before the expiration of that period. 5. Unless and until a formal agreement is prepared and executed this Bid, together with your written acceptance thereof, shall constitute a binding contract between us/me. 6. We/I understand that you are not bound to accept the lowest or any Bid you may receive. Dated this.......... day of......... 20..... in the capacity of......................... duly authorized to sign tenders for and on behalf of.............................................................. (IN BLOCK CAPITALS) Signature :.................................................... Address :.............................................................................................................. Witness :.................................................... 9  Qualification Information Eligibility Requirement Bidder’s Qualification ICTAD Registration Registration number Grade C8 Speciality Buildings Expiry Date Blacklisted Contractors Have you been declared as a defaulted contractor by NPA or any Yes / No other Agency? IF yes provide details VAT Registration Number Construction Program (attach as annex) Legal status Public company/Private Company/Partnership/Sole proprietor Eligibility Requirement Bidder’s Qualification Qualification and Category, Experience and Required Proposed by bidder experience of key staff Qualifications Nos. (Name, experience and Qualifications) Technical Officer possessing 01 No NCT or equivalent qualification with at least 2 years work experience in Buildings Works. List Other information Bidder shall furnish the details of works in hand in a format given below required Value of works No Name of Work Contract Value remains as on 06.06.2011 Signature of the Bidder : …………………………….. 11 SECTION – 5 – Schedule 12  Schedule ITB Conditions of Item Data Clause Contract Clause 1. 1.1.8 Employer is : Name: District Secretary, Kilinochchi District, Address: District Secretariat, Kilinochchi. 1.1.10 Engineer is: Name : Engineer, District Secretariat, Kilinochchi, Address: District Secretariat, Kilinochchi. 1 & 13 1.1.21 Summary of Works The Works consists of Repairs of Planning Secretariat Located at: District Secretariat, Kilinochchi Contract Name: Repairs of Planning Secretariat at, Kilinochchi Contract Number:KN/FIN/NCB/W/02/2012 1. 1.1.14 Intended Completion Intended Completiondate: 60 Days from the Start date 2. Source of Funds Provincial Specific Development Grand (PSDG) 3. Eligibility The requirement is; Should have been registered and hold a valid registration with the Institution of Construction Training and Development (ICTAD) under grade C8 or above in Building Construction. 12. Documents of the Any other information could be obtained from District Bid Secretariat, Kilinochchi 13. 10.10 Price Adjustment Price adjustment is not applicable 13 16 Bid Security / Bid Bid Security shall be: Securing  for an amount Rs.50,000.00 Declaration  Valid until 04.09.2012  Issued by an agency acceptable to Employer using the form for bid security (unconditional guarantee) included in Section 9, Standard Forms. The Bid Securities issued by the following agencies are acceptable provided the Bid Security is furnished without a critical departure to the format given in this bid document with respect to the amount, validity and payment of guaranteed amount upon receipt of first demand in writing.  A commercial bank operating in Sri Lanka approved by the Central Bank.  Insurance Agencies  Construction Guarantee Fund 31. 4.4 Performance The amount of Performance Security is 5% of the Initial Security Contract Price and shall be valid till 28 days beyond the defects liability period. The Performance guarantee issued by a commercial bank operating in Sri Lanka approved by the Central Bank / CGF are acceptable provided the guarantee is furnished without a critical departure to the format given in this bid document with respect to the amount, validity and payment of guaranteed amount upon receipt of first demand in writing. 6.4 Late Completion The amount to be paid is 0.05% of Initial Contract Price per Day, subjected to maximum of 10 % of Initial Contract Price. 8.1 Notification of The period for Defect Notification is 365 Days from Defects Taking Over. 14  10.3 Retention The amount of retention is 10 % of certified work done. The maximum amount of retention is 5 % of Initial Contract Price. 10.12 Advance Payment Upon the payment of the advance payment in full the Employer shall return the original of the advance payment guarantee to the Contractor. The advance payment guarantee issued by a commercial bank operating in Sri Lanka approved by the Central Bank / CGF is acceptable provided the guarantee is furnished without a critical departure to the format given in this bid document with respect to the amount, validity and payment of guaranteed amount upon receipt of first demand in writing. 13.1 (c) Insurance, third Minimum amount for third party insurance is Rupees party Two hundred thousand per event with number of events unlimited. 13.1 Insurance for Minimum amount for Insurance for Contractor’s Contractor’s Personnel is Rupees Two hundred thousand Personnel per event with number of events unlimited 33. 1.1.11 Adjudicator Fees and types of reimbursable expenses to be paid to the Resolution of Adjudicator shall be on a case to case basis and shall be 14.0 Disputes shared equally by the Contractor and the Employer 15 SECTION – 6 – Specification 16  Specification The works under this Contract shall be executed in accordance with the specification given in the following latest revised documents issued by the Institute for Construction Training and Development (ICTAD) ‘Sawsiripaya” 123 Wejerama Mawatha Colombo-07. Publication No Description 1. SCA / 4 Building Works (Vol I) 2. SCA/4/II Building Works (Vol II) 3. SCA/3/2 Water Supply Sewerage & Storm Water Drainage 4. SCA/8 Electrical & Mechanical Works Note: The above documents will not be issued to the bidders with this Bidding Document. The bidders shall purchase the latest revised editions of these documents from the Institute for Construction Training and Development (ICTAD) ‘Sawsiripaya” 123 Wejerama Mawatha Colombo-07. 17 SECTION – 7 – Bill of Quantities 18 SECTION – 8 – Drawings 19 SECTION – 9 – Standard Forms (Bid) 20  FORM OF BID SECURITY [This Guarantee form shall be filled in accordance with the instructions indicated in brackets] ------------------------------------------------------------------------------------------------------- [insert issuing agency’s name, and address of issuing branch or office] Beneficiary: Date: ---------------------------- [insert (by issuing agency) date] BID GUARANTEE No.: -------------------------- [insert (by issuing agency) number] we have been informed that ------------------------------------------------------------------------------ [insert (by issuing agency) name of the Bidder] (hereinafter called "the Bidder") has submitted to you its bid dated ------------------- [insert (by issuing agency) date] (hereinafter called "the Bid") for the execution of [insert name of Contract] under Invitation for Bids No. -------------- [insert IFB number] (“the IFB”). Furthermore, we understand that, according to your conditions, Bids must be supported by a Bid Guarantee. At the request of the Bidder, we ----------------------------------------------- [insert name of issuing agency] hereby irrevocably undertake to pay you any sum or sums not exceeding in total an amount of ------------------- [insert amount in figures] ------------------------------------------------------ [insert amount in words] upon receipt by us of your first demand in writing accompanied by a written statement stating that the Bidder is in breach of its obligation(s) under the bid conditions, because the Bidder: (a) Has withdrawn its Bid during the period of bid validity specified; or (b) Does not accept the correction of errors in accordance with the Instructions to Bidders (hereinafter “the ITB”); or (c) having been notified of the acceptance of its Bid by the Employer during the period of bid validity, (i) fails or refuses to execute the Contract Form, if required, or (ii) fails or refuses to furnish the Performance Security, in accordance with the ITB. This Guarantee shall expire: (a) if the Bidder is the successful bidder, upon our receipt of copies of the Contract signed by the Bidder and of the Performance Security issued to you by the Bidder; or (b) if the Bidder is not the successful bidder, upon the earlier of (i) the successful bidder furnishing the performance security, otherwise it will remain in force up to ---------------- (insert date) Consequently, any demand for payment under this Guarantee must be received by us at the office on or before that date. ___________________________________________ [Signature of authorized representative(s)] 21 Checklist for bidders 22  Check List for Bidders Bidders are advised to fill the following table: ITB YES ITEM REFERENCE Clause (tick) Form of Bid Addressed to the Employer? 18 Completed? 18 Signed? 18 Bid Securing Declaration Form (if required) Properly filled and signed 16 Bid Security (if required) Addressed to the Employer? 16 Format as required? 16 Issuing Agency as specified? 16 Amount as requested? 16 Validity 28 days beyond the validity of Bid? 16 Qualification Information All relevant information completed? 4 Signed? 4 Addendum Contents of the addendum (if any) taken in to 10 account? BID package All the documents given in ITB Clause 12 12 enclosed in the original and copy? ITB Clause 19 followed before Sealing the 19 Bid Package? 23