Reply of pre-bid meeting regarding selection of Independent ...

MP ROAD DEVELOPMENT CORPORATION LTD. BHOPALREPLY OF PRE-BID MEETING HELD ON 16.04.2007 AT 11. 00 AM REGARDING SELECTION OFINDEPENDENT CONSULTNT FOR JAORA ROAD PROJECT.S.No. Query Reply of MPRDC1. As per clause-7 of LOI at page 12 pertaining to Performance Security,the Consultant shall furnish within 15 days of issue of letter ofacceptance an unconditional Bank Guarantee equivalent to 10% of thetotal contract value to be received by him, while as per clause 18 of ToRat Page 30 the consultant shall be required to submit acceptable bankguarantee for an amount of equal to 5% of the acceptable consultancycost towards performance security. Since the percentage of contractamount towards performance security is not the same at two places. Theclient may kindly indicate the correct figure. Since we will be furnishingprofessional liability insurance, performance security need not be thereor at best only 5%.2 As per clause 3.5(c) of general con of the contract at page 53, it is statedthat the consultant shall provide professional liability insurance (PlI)with a minimum coverage equal to the total amount of the contract validfor a period of 5 years after completion of the services.In this regard, it is pointed out that based on prevailing practice ofNHAI, ADB and World Bank funded projects of IndependentConsultant and Construction Supervision, the validity period of PLI isup to the period of contract. In view of the above, the client may kindlyconsider to modify this clause stating that the consultant may providePLI valid up to the period of services.Performance Security stands revised to 5%in clause 7 of LOI – page 12.The period of Professional LiabilityInsurance is modified to 3 years postcompletion of services.3 As per clause 12 of ToR at Page 26 the designation of leader of the teamhas been indicated as Team Leader-cum-Highway Engineer, while hisdesignation in Annex-II at page 37 has been indicated as Team Leadercum-Highway/BridgeEngineer. The client may kindly indicate theIt is Team Leader-cum- Highway Engineer.1

S.No. Query Reply of MPRDCcorrect designation of the leader of the team.4 As per Annexd-1 pertaining to Abstract of Cost at Page 36 of RFP themiscellaneous cost has been indicated as “reimbursable”. It appears thatthe client is referring the miscellaneous cost to the equipments indicatedat Annexure-IV at page 39. If that is so, then this cost should be Fixedand not reimbursable as the consultants are to indicate their rentalcharges per month. The client may kindly look into this aspect andclarify the position.Yes. It refers to the miscellaneous cost.Rest no change.5 We would like to request that the date of the submission of the proposalis extended at least two weeks. This will help us to prepare acomprehensive proposal after incorporating the clarifications receivedfrom the client.6 Para 10 of Data Sheet -,Page 15 of RFP documents:The time for submission of proposals is too short. As per standardspractice followed by other premier organization like NHAI, State PWDetc. reasonable time of at least a fortnight after receipt of the minutes ofpre-bid meeting may kindly be allowed for submission of proposals. Assuch the last date of submission of proposals may kindly be extendedup to 9th May, 2007/7 Para 3(a) of Data Sheet – Page 14 of RFP documents> In risk andcoverage third party motor vehicle liability insurance has been included.Since consultant will hire vehicles for the consultancy service, dulyinsured by the owner, separate insurance is not considered necessaryfrom the consultant. This may kindly be confirmed.8 Para-12.1(ii) of Data Sheet Page 15.-16 of RFP document : Experiencefor Independent ConsultancyThe following modification is required of experience is recommended.i) Experience of independent consultant for 2 lane road shouldalso be acceptable by converting into equivalent 4 lane roadlength.ii)Experience in providing consultancy service in associationwith Prime Consultants should also be acceptable.Last date of submission is extended up to4 th May, 2007 up to 3.00 PMExtended up to 4 th May, 2007 up to 3.00PM.Yes. The vehicle deployed must be dulyinsured by owner.No changeNo change2

S.No. Query Reply of MPRDCiii) As regards experience in supervision of Flyover/ElevatedRoad/Bridge more than 300 m length where the constructionof such structure has been done along with 4 laning of road,separate certificate of experience from Principal Employermay not be insisted upon.9 Para 12.1(vi): If consultants furnish details of projects whereconsultancy service has been rendered as per Tabular Statement of para12.1(vi) along with copy of agreement with Prime Consultant thisshould be acceptable.10 Key Personnel:Para 12 of Data Sheet (Page 26-27 of RFP documents).The compositionof Independent Consultancy Team as laid down in Data Sheet includesfollowing: (a) Highway Design Engineer and Bridge Design Engineerfor limited period of 10 monthsIt is recommended that these experts should function based on HeadOffice instead of being located at Project site. The experts will visitsproject site as and where required spending several days each time.Actual time present in project site spent by them can be charged toconsultancy fee.b) Environmental Specialist/BOT contract specialist and CADEngineer: Para 12 of data sheet page 26.-27 of RFPdocuments: Similarly, these experts also should be permittedto operate from Home office and actual time spent by themshould only be charged to consultancy fee.c) Material and pavement Engineer: Qualification of Graduate inCivil Engineering with 15 years experience has been laiddown. Diploma holder with 20 years experience should alsobe acceptable for these 2 categories in 2 laning ofHoshangabad-Harda-Khandwa, and Hoshangabad-Piparia-Pachmarhi road under MPRDC such qualification wasaccepted.Agreed, but the certificate should clearlymention the same.Certificate from client is mandatory.AgreedAgreedNo change3

S.No. Query Reply of MPRDC11 Junior Technical Staff:Asstt. Highway Engineer, Asstt. Bridge Engineer, Asstt. MatgrialEngineer: para 2 of data sheet page 27& 35 of RFP.The following recommendation are made:a) Qualification of Diploma in Civil Engineering with 7/8 years No changeexperience should be accepted as approved by NHAI in similarprojectb) Nos. of such support personnel particularly for Asstt. Highway No changeEngineer and Asstt. Bridge Engineer should be at least 3 Nos. each.12 Age limit 65 years has been laid down for all personnel: Para No change3.2.3(vii) of LoI.: It is recommended that age limit of 70 years shouldbe accepted for key personnel. For support personnel this can be 65years.13 Letter of Invitation (LoI) Page 4 & 5 : While there is a mention shouldparticipation by Joint Venture, the LoI is silent about Association .No changePlease clarify if association with other firms are permissible.14 Methodology: Para 3.3 (iii) of LOI: Page 8 :The number of pages for the proposed methodology has not beenindicated. Normally in such cases a limit of 5 to 8 pages is indicated.You are requested to indicate the limit of the number of pages for theproposed methodology for execution of the assignment.15 Submission of proposal : Para 4.1 and 4.1.2. of LOI : Page 9 :In para 4.1 it is mentioned that the bidder must submit one originalproposal duly signed on every page . In para 4.1.2 it is mentioned thatthe original and each copy of the technical and financial proposalsmust be prepared in indelible ink and must be signed by the authorizedrepresentative. It is further mentioned that all pages of the technical andfinancial proposals must be initialed by the person signing he proposalThe requirements given in these para are contradictory. Normally, theoriginal proposals are prepared in indelible ink and the covering letter(letter of transmittal) is signed by the authorized representative and allother pages are initialed. Thereafter, photo copies are taken of the dulyIt will be adjudged on the basis of qualityof work rather than quantity of pages.Agreed.4

S.No. Query Reply of MPRDCsigned/initialed pages of the original proposals and submitted asrequired number of copes. You are requested to amend the provisions ofthese two paras accordingly .16 Performance Security : Para 7 of LOI Page 12 and Para 18 of Terms ofReference (TOR) page 30:In para 18 of TOR the Performance Security is indicated as an amountequal to 5% of the accepted consultancy cost. In para 7 of LOI howeverit is mentioned as 10% of the total contract value. It is requested thatReduced to 5%para 7 of LoI be modified in line with para 18 of TOR.17 Commencement of assignment: Clause 2.3 of General Conditions ofcontract (GCC) and Para 17 of Data Sheet: Page 45 & 18.The time period for commencement of the assignment may please bekept as 30 days after the effective date of contract in accordance withClause 2.3 of GCC and para 17 of Data Sheet be amended accordingly.,18 Conduct of Test: Para 7.10 and 7.11 of TOR : Page 24”It appears that the reference is intended to be made in respect of para 7.9and not 7.5 as stated . Please clarify.19 Expected inputs of support staff: Table 2 under para 12 of TOR ( Page27):It is seen from para 12 that while the implementation of the project isorganized in terms of single package, the road has been split into twohomogeneous section for the purpose of construction. However, it isseen from Table – 2 that only one each of Asstt. Highway Engineer andAstt. Bridge /engineer have been provide for both the constructionsection. It is suggested that these be increased to two each.20 Bridge Design Expert : Table of Minimum Qualification: Page 32:It is seen that experience in bridge project has been indicated as“Minimum 10 years in Planning, Project Preparation , Design andSupervision of Bridge Project./ It is submitted that the position is for adesign expert for bridges. It is therefore requested that the requirementof supervision of projects be deleted.Time for commencement of services willbe 30 days after the effective date ofcontract.- Period of consultancy cl. 18 at page 18 isrevised from 30 months to 22 months.Cross reference of clause 7.5 in para 7.10and 7.11 be read as 7.9No changeNo change5

S.No. Query Reply of MPRDC21 Highway Engineer: Table of Minimum Qualification : Page 32: No changeIt is seen that experience in highway projects has been indicated asminimum 10 years in planning, project preparation, design of highwayprojects, It is submitted that this position is for supervision. It istherefore requested that the requirement of design be deleted.22 Bridge Engineer: Table of minimum qualification Page 32It is seen that experience in bridge projects has been indicated as No changeminimum 10 years in planning, project preparation, design,construction./supervision of bridge project. It is submitted that thisposition is for supervision. It is therefore requested that the requirementof design be deleted.23 BOT contract specialists: Table of minimum qualification: page 34The essential educational qualification may please be corrected asGraduate in law or chartered accountant.Agreed. Word “of” be read as “or”.6