2. Instruction of bid for construction service
The project for the establishment of Serengeti Media Centre (SMC) in Serengeti National Park
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1. Procedures
1.1 purposes
The purpose of these Instructions is to provide a company who intends to participate in bidding for
contracts for Korea International Cooperation Agency (KOICA) by means of open competitive bidding.
1.2 Bidding-related Documents
A company who intends to participate in bidding should peruse to the documents listed below.
· Request for Interest
· Instruction of bid for construction (this document)
· KOICA International Procurement Guideline
· KOICA Standard International Contract (General & Special Conditions of Contract)
· Form of PQ (in the prescribed form/will be provided at Bid Explanation)
· Form of Bid (in the prescribed form will be provided to PQ qualified companies)
· Other documents stating relevant references.
1.3 Summary of the project
u Project Information
· Project Budget : USD 1.5 Million
· Project Period : 2015 - 2017
· Project Objective
ü (Intermediate Purpose) To establish the Serengeti Media Centre (hereinafter referred to as
“the SMC”) in Serengeti Visitor Center enabling visitors to have an educational and informative
experience that enhances their visit of the park
ü (Overall Purpose) To promote the satisfaction of visitors by obtaining valuable information
from the SMC, which will raise the awareness of Serengeti and other natural attractions of
Tanzania
· Project Site
ü The Project site shall be Serengeti Visitor Centre (SVC) in Serengeti National Park, specifically
the vacant place currently used as an open air resting place for visitors
· Beneficiary
ü Approximately 300,000 tourists who visit Serengeti National Park annually (160,000 are foreign
tourist)
· Project Component
① Establishment of SMC
ü SMC in the size of 592m2
for the purposes of delivering various information based on
multimedia including 3D media contents.
② Provision of equipment to SMC
ü Sets of audio and visual equipment will be provided and installed to the Centre to enable
delivery of various contents TANAPA possesses
③ Capacity building on operation of SMC
3. Instruction of bid for construction service
The project for the establishment of Serengeti Media Centre (SMC) in Serengeti National Park
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ü Technical assistance on utilization and maintenance of equipment on operation of the SMC in
general will be provided
u Construction Information
· Total construction area: 592 ㎡(SMC 574 ㎡, Generator room 18 ㎡)
· Consultant : Mekon Arch Ltd.
· Building Size: 1 story building
· Main structure: reinforced concrete
·Contract Period: 14 months
2. Bidding Plan
2.1 Bidding method
•International open competitive bidding(with pre-qualification)
•Pre-qualification for absolute evaluation (Eligible bidders shall pass all criteria)
• Final evaluation is based on technical/price proposal at the rate of 70%(technical) : 30%(price)
• Select a successful bidder and conclusion of contract by negotiation
• Joint Ventures or Consortium is NOT allowed
2.2 Evaluation Method for Bid
Classification Evaluation Method
International
Open Competitive
Bidding
1. Evaluation of PQ
· Prequalification according to evaluation criteria.
· Evaluation of PQ document submitted from applicants
· Send notification to all applicants by letter
2. Evaluation of Bid
· Bid is evaluated technical and price proposal comprehensively.
· Selection focused on technical aspect
· Bid score of Technical 70 %
- Quantitative/ Qualitative Evaluation(technical proposal)
· Bid score of price proposal 30 %
4. Instruction of bid for construction service
The project for the establishment of Serengeti Media Centre (SMC) in Serengeti National Park
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2.3 Organization of Evaluation Committee
The evaluation of the bidding consist of four evaluators as below
Evaluator Observations
· Chair of Committee Country Director of KOICA Tanzania
· TANAPA – Beneficiary Organization
· Consultant
· Construction Manager
Four evaluators
2.4 Bidding Schedule (Tentative)
Classification Date description
Notification for bids 22th
June
Request of expression of interest notice
out at 3 major newspaper
PQ application form will be distributed
1st
Explanation @ KOICA Tanzania
Office (Regarding PQ)
29th
June
PM 14:00 sharp
Explanation on PQ Criteria and bidding
method in general
Q&A
Submit PQ documents 1st
July By AM 10:00 at KOICA office
Evaluation of PQ
And notification
5th
July Send the letter to all participants
2nd
Explanation @ Serengeti Site
(Regarding Technical Proposal)
11th
July
On site explanation
KOICA, Consultant, TANAPA will be
participated
Logistic information will be provided
later
Technical document (drawing, Unpriced
BOQ, Technical specifications) will be
distributed
Inquiry for bid 14th
July
E-mail inquiry ONLY. Answers will be
equally provided to all tender
Submit Bid documents 8th
August Closing at 10:00am at KOICA office
Evaluation of bid 10th
August By Evaluation committee
Selection of successful bidder
And notification
11th
August
(Expected)
Send the letters to bidders
Negotiation for contract
After 11th
August
Submit ‘plan of performance of works’
Contract signature
Signing Contract after permission from
headquarter of KOICA
* 2nd
Bidding explanation could be changed owing to the progress after design completion.
2.5 Estimated bidding price
The price of construction will be evaluated that is considered from lower prices
5. Instruction of bid for construction service
The project for the establishment of Serengeti Media Centre (SMC) in Serengeti National Park
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· Budget of construction: $ 590,000 (Maximum/without VAT)
* KOICA is not responsible for any VAT related matter, thus cannot guarantee VAT refund in any case.
The matter shall be raised to the relevant national authority (Tanzania Revenue Authority or The
Ministry of Natural Resource and Tourism), in case it is needed.
2.6 Expenses of Bidding
The participants in bidding shall bear the whole expenses incurred with respect to the bidding.
3. Instruction of the bid
3.1 Notification for bid
• 3 major newspapers will post Request for Expression of Interest
3.2 Explanation of bid and site visiting
• There are two bid explanations respectively, the first in KOICA Tanzania office regarding PQ while the
second in Serengeti regarding technicality. Participation of those two explanations is MANDATORY.
Classification Description Observations
First
Explanatory Seminar
·Date : 29th
of June, 2016. 2:00pm
·Place : KOICA Tanzania office
·Content:
- Explanation of PQ and bid procedure methods
- Distribution of PQ and bid’s documents
- Question and Answer
* Participation of explanatory seminar is obligatory for all
tenders
PQ information will
be provided
Second
Explanatory Seminar
·Date : 11th
of July, 2016. 2:00pm (Tentative)
·Place : SMC area in the future (inside of Serengeti Visitor
Centre compound, Seronera)
·Content:
- Explanation of Submission of Technical Proposal and Price
Proposal
- Distribution of Technical document (drawing, Unpriced
BOQ, Technical specifications)
- Question and Answer
Technical document
will be provided
Information
regarding logistics
will be provided later
ONLY qualified
tender who passes
PQ can participate
3.3 Submit Pre-qualification (PQ) documents
• Interested companies should submit documents of PQ using the forms provided by KOICA.
• Pre-qualification documents should be prepared in English.
6. Instruction of bid for construction service
The project for the establishment of Serengeti Media Centre (SMC) in Serengeti National Park
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• The documents of pre-qualification must be submitted to KOICA office in 1st
of July 2016. 10:00am.
Bidders shall visit and deliver PQ documents to the KOICA office. In case of not sufficient document,
KOICA may request supplementary document. In that case, bidder shall reply it in the earliest time.
3.4 Evaluations of pre-qualification and the submittal documents.
Classification Sub Category Content
Document or means of
evidence
Legitimacy
Legal
registration
·The company shall be registered with the CRB
(Contractors Registration Board)
·The level of company registered in CRB shall be
"Building Contractor Class 1"
- CRB Certificate of
Registration
Legal Status
· The company shall have neither engaged in a lost civil
case raised due to the company’s debt in the last three (3)
years nor be currently engaged in an on-going lawsuit that
is more than 50% of the company’s capital stock
- Official statement letter
Performance to
conduct contract
Man Power
·The company shall meet Key staff requirement from
Building Contractor Class 1 of the CRB criteria.
* Refer to Criteria for Registration of Building Contractors
in CRB Criteria Book
- CRB Certificate of
Registration
Equipment
·The company shall meet equipment requirement from
Building Contractor Class 1 of the CRB criteria.
* Refer to Criteria for Registration of Building Contractors
in CRB Criteria Book
- CRB Certificate of
Registration
Business
condition
Financial
Statement
·The company shall have a Debt Ratio less than 150%
and Liquidity Ratio more than 100%.
- The year of 2015 Audited
Report
Annual
Turnover
· Average of recent 5 years(2011-2015) turnover in
Tanzania is required more than 5 million USD
- Recent 5 years Audited
report with clear mark of
Income or Revenue
Past Experience
Recent
Construction
Performance
· Accumulated value for completed construction
performance in Tanzania over the past 3 years(2013-2015)
is required more than 5 million USD. - Client Certification
or
- Contract of Completed
projects and proving
document of interim
payment
* Project in Tanzania
Past experience
as single
project
· The company shall have at least one completed project
as single project which values more than 2 million USD
within 8 years(2008-2015) in Tanzania.
Experience
in
Conservation
Area
· The company shall have completed in building at least
one (1) in the Conservation Area*, Tanzania within 8 years
(2008-2015).
* Ref. THE WILDLIFE CONSERVATION ACT CHAPTER 283
* All PQ applicants shall submit ‘undertaking of evidence documents’ with statement, which will replace
the Bid Participation Bond.
3.5 The Notification to qualified companies to the bid
• Companies that qualified from the PQ shall be eligible for going next stage.
• Official letter will be sent to all bidders.
3.6 Participating in Bid
• Companies that have been qualified from the PQ shall prepare and submit Bid.
7. Instruction of bid for construction service
The project for the establishment of Serengeti Media Centre (SMC) in Serengeti National Park
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•Documents of bid must be prepared using the forms provided by KOICA.
•The all bidding documents should be submitted in English.
•Questions about bidding shall be sent to KOICA by email from 14th of July (Phone inquire is NOT
recommended as all answers will be shared to all possible tenders)
• The documents of bidding must be submitted to KOICA office in 8th
of August. Bidders shall visit and
deliver bid documents to the KOICA Tanzania office.
3.7 Submission of bidding documents
Classification Content
Documents to
provide Bidder
1. Instruction to Bidders
2. Contractor's Bid (Bid form)
3. Standard Contract
4. Condition of Contract
5. Technical Specifications
6. Construction Drawing
7. Bill of Quantities
8. Security Forms for Bid
Bidding documents
to submit
• Price Proposal
- Form of BID
- Summary of BID price
- Bill of Quantities
• Technical Proposal
3.8 Technical Proposal Guideline
Classification Content Remark
1.Company profile
1.1 General status
1.2 Company Organization
1.3 Similar projects execution track record
Writing by the
announcement
date for bidding
2. Construction Planning
2.1 Manpower mobilization plan
2.2 Equipment mobilization plan
2.3 Material Management (procurement,
delivery, control and storage)
2.4 Field Management
2.5 Safety Management
2.6 Environment Management
2.7 Civil affairs Management
Writing the each
part of
construction plan
suited to the
project, especially
logistic system
and manpower
mobilization plan
in detail.
3. Quality Management
3.1 Reinforced concrete work
3.2 Roof, door and windows work
(3.1-3.4) is the
process focusing
8. Instruction of bid for construction service
The project for the establishment of Serengeti Media Centre (SMC) in Serengeti National Park
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3.3 Painting and finishing work
3.4 Mechanical/Electrical/ICT/Fire fighting work
on quality control,
so the contents
should include
installation,
testing and
commissioning
processes.
4. Schedule Management
4.1 Master Schedule
4.2 Detail schedule with resource plan
4.3 Plan of reducing the construction period
Writing methods
of the milestone
and critical path
management.
5. Ability of execution
5.1 ISO system
5.2 Equipment for project
5.3 Years of construction experience of people for
project with detail resume of key personnel
5.4 Construction job performance
5.5 Organization of company for project with
roles and responsibilities
Writing the
content including
personnel
organization in
the construction
site and how the
PM will operate
and manage the
construction site.
6. Special suggestions
6.1 Suggestions of any distinctive and differential
ideas related construction
Writing special
proposals such as
proper time
management and
quality
improvement
using specialized
construction
methods.
3.9 Evaluation of Bid
• Evaluation of Bid shall be based on the technical 70 points, the price 30 points and total 100 points
(Comprehensive evaluation on both of price and techniques).
• Technical component is reflecting the result of evaluation on the technical proposal. Those tenders
who failed to win more than 85 points (out of 100 points) will be disqualified. The final score will be
diverted into 70 point of full score.
• Technical component is divided into two parts, qualitative and quantitative evaluation with below criteria.
9. Instruction of bid for construction service
The project for the establishment of Serengeti Media Centre (SMC) in Serengeti National Park
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Evaluation Areas Evaluation categories Scores
Qualitative
Evaluation
Company
verification
capabilities
Construction work performance 5
Project Organization 10
Perform
construction and
quality control plan
Plan of schedule 10
Construction Control Plan(Adequacy of
the construction methods)
10
MOB plan(Material, Equipment,
Manpower)
10
Logistics plan(Material, Equipment) 10
Qualifications and
skills of the
manpower involved
Participants perform construction
experience
10
Project capacity of the PM
(Understanding Project , Project
management plan)
15
Quantitative Evaluation
Number of Engineer by the date of
Tender notice
5
Over 250 staffs 5.0
200 – 249 staffs 4.7
150 – 199 staffs 4.3
100 – 149 staffs 3.9
20 – 99 staffs 3.5
Years of construction experience of PM
by the day of Tender notice
5
Over 18–20
years
5.0
14 – 17 years 4.7
10 – 13 years 4.3
6 – 9 years 3.9
2 – 5 years 3.5
Number of completed project in the
Conservation Area within 8 years
* Ref. THE WILDLIFE CONSERVATION
ACT CHAPTER 283
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Over 5 projects 5.0
4 projects 4.7
3 projects 4.3
2 projects 3.9
1 project 3.5
Accumulated Value of completed
project in the Conservation Area
within 8 years
* Ref. THE WILDLIFE CONSERVATION
ACT CHAPTER 283
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Over 1 million
USD
5.0
$900,000-
$990,000
4.7
$800,000-
$890,000
4.3
$700,000-
$790,000
3.9
$600,000-
$690,000
3.5
Total 100
10. Instruction of bid for construction service
The project for the establishment of Serengeti Media Centre (SMC) in Serengeti National Park
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• Price proposal will be calculated by following formula.
a) Formula for price proposal which exceed 80% of maximum budget =↑USD 472,000
=30 x
*Total Full Score : 30
*Minimum price proposal : Lowest amount among bidders
*Your Price proposal : Amount your company propose for this bid
b) Formula for price proposal under 80% of maximum budget =↓ USD 472,000
= 30 x
%
+ 2 x
%
% %
*80% of maximum budget : USD 1,600,000
*60% of maximum budget : USD 1,200,000
3.10 Selection successful bidder and negotiation of the contract
• Company that has obtained the highest score will be a successful bidder on the basis of integrated
evaluation of technical and the price
• If two or more bidders have made their bids at the same score, the bidder who has got better technical
point will be successful bidder.
• Negotiation with the successful bidder for price of contract, schedule and etc.
• Failure to sign the contract with the successful bidder, the second place bidder will have chance to
participate in negotiation.
• If two or more valid bidders are not available nor any successful bidder is selected in a bidding, the
KOICA may conduct another bid at the same subject matter.
• The successful bidder should submit ‘Work plan’ including Organization for design and supervision,
design/supervision schedule, list of submittal, method of execution, etc. A detailed guideline will be
provided during the negotiation period.
• The contract will be performed when ‘Work Plan’ is approved by KOICA.
3.11 Contract
• After negotiation is finished, the contract will be signed. See the contract for details.
• Contract period of 14 months referred to as "Contract date within one month from the start
of construction, construction work completed within 12 months from the construction,
commissioning and completion inspection completed within one month from the date of
completion construction."
11. Instruction of bid for construction service
The project for the establishment of Serengeti Media Centre (SMC) in Serengeti National Park
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Classification Content
Type of contract •Fixed lump sum price with Price BQ
Condition of Contract
•Contract deposit(Bond): 20% of the total price of the contract
until contract period date + 60 days
•Advance payment: 30% of the total price of the contract
•Advance payment deposit(Bond): 110%* of the advance
payment until contract period date + 60 days.
*Advance payment 100% + interest rate 10%
•Maintenance deposit: 3% of the price of the contract for the
repairs of defects until 26 months from the completion of
the contract.
•Liquidated Damages: 1 / 1000 per day of the contract price,
until Maximum 20% of contract*
* In case liquidated damages reach to the maximum, that
can be used for the termination of contract
