Pre-bid meeting minutes for fuel ITB.pdf - United Nations in Cambodia

MINUTES OF PRE-BID MEETING
INVITATION TO BID FOR FUEL SUPPLY FOR UN AGENCIES IN CAMBODIA
Lad Conference Room (Building 1)
27 July 2011 at 9:00 a.m.
I. Backgrounds:
Notification on Invitation to Bid for UN Common Fuel Supply was issued in The Phnom Penh
Post, Reasmei Kampuchea, and The Cambodia Daily newspapers on 20 and 22 July 2011. In
addition, Invitation to Bid was also posted on UNDP Cambodia’s Procurement Notices, UNDP
Global, UNDB, and UNGM websites. Deadline for submission is on 08 August 2011 by 10:00
p.m., local time.
A pre-bid briefing was held on 29 July 2011 at 9:00 a.m. at Lad Conference Room. The purpose
of which is to provide instruction to all bidders on how to prepare for the bid submission, and
requirements in the ITB document.
II.
Participants:
1. Ms. Kolap Hul, Procurement Manager/UNDP
2. Ms. Dalis Heng, Procurement Associate/UNDP
3. Mr. Sovannarith Keo, Young Professional Officer/UNDP
4. Mr. Seak Hy Chay, Administrative Officer/UNDP
5. Representatives from offerors (Annex I)
III. Presentation
Ms. Dalis introduced the objectives and topics of the meeting; information related with the
proposal preparation was presented and clarified.
By and large, all offerors were presented and provided with information based on the
following items:
- UNDP’s general procurement principles;

- Information related with deadline, place and how to prepare and submit the
proposals;
- Information related with the request for amendment and withdrawal of bids;
- Method for requesting clarification from bidders;
- Bid validity period: 120 days after the closing date;
- Bid/proposal security: to be submitted in the bid envelop in the amount of US$4,000
and could be in the form of bank guarantee, certified or another forms as specified in
the RFP document;
- Performance security: to be submitted by successful bidder in the amount of
US$20,000 and valid 30 calendar days beyond the contract period;
- Documents and supporting documents required for submission (Bid Security, Bid
Submission, Price Schedule, and Documents to be completed in accordance with
Clause 3 of Schedule of Requirements);
- Technical specifications and purchasing price;
- Method for the evaluation of bid.
QUESTIONS RAISED DURING PRE-BID MEETING:
Question 1:
Answer 1:
Question 2:
Answer 2:
In regard to tax exemption as required in the schedule of requirements, does it
mean that Fuel Company is required to process all necessary papers from the
Council for the Development of Cambodia (CDC) up to Tax Department on
behalf of UNDP in order to receive official Tax Exemption Permit? What if the
government does not approve?
UNDP will prepare letters requesting tax exemption to be submitted to CDC
and Tax Department. Contracted Fuel Company will be responsible for
submitting documents to these authorities. Since it is the request from UNDP, it
is believed that the request will be approved since UNDP is exempt from taxes.
In the event that government does not approve the request, UNDP will be
responsible for coordinating with the government.
Shall Fuel Company issue monthly invoice separately to each UN agency or just
submit a common invoice to UNDP alone?
As indicated in payment terms on page 19, monthly invoice shall be submitted
per UN agency basis.

Question 3:
Answer 3:
Question 4:
Answer 4:
Question 5:
Answer 5:
There are at least three different specifications for Diesel MOPS? Which Diesel
specification rate shall be quoted since UNDP does not specify this in its
solicitation documents?
Procurement Unit will check and clarify on this.
Regarding to Clause 27 on ‘Performance Security’, why does UNDP require
supplier to have it? In fact, this should be from UNDP side.
This requirement is based on procurement rules and regulations. Normally, the
amount of Performance Security is 10 percent of the total contract price.
However, due to Cambodia context, the Country Office had requested its
Procurement Support Office in New York to reduce the amount to US$20,000.
Procurement Unit believes that all bidders can submit this Performance
Security as it is also normally required through tender process applied by
governmental ministries/institutions and other donors.
For those companies that fail the bid, can they withdraw their Bid Security right
immediately or have to wait until conclusion of its validation date?
Bid security will be returned to all bidders after signing contract with successful
bidder.
The meeting was concluded on the same date at 10:30 a.m.